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No. PTAs are required for individual travel or groups of up to nine travellers.

For groups meeting the 10+ or 20+ thresholds, the approved budget sign-off from your Executive Dean or Executive staff member serves as your formal approval.

Group quotes require consultants to negotiate directly with hotel suppliers and airlines for specific group rates.

This ensures you receive more flexibility and enables the consultant to hold room blocks and airfares while you finalise your attendee list.

FCM Groups can manage a comprehensive range of travel and event services, including flights, accommodation, conferences, coaches, special events, student tours, inbound delegations, and graduation travel.

FCM is the University’s approved supplier for all group travel.

If you need to consider an alternative supplier, you must contact the Manager, Travel Services, as there are a limited number of University-approved suppliers for direct bookings. Permission is required to book directly.

1. FCM will provide a detailed quote and budget including availability.
2. This quote must be signed by your delegated approver (usually Executive Dean or Executive Staff member).
3. The signed budget is the official University approval - no Concur request or PTA is required.
4. FCM will only confirm bookings once the signed budget is returned.
5. All University-funded travel must be booked through FCM unless an exception is approved by Manager, Travel Services.
6. Signed budgets are reviewed for compliance and may require additional internal checks by the VC delegated approver.

It is your responsibility to verify your budget and funding availability prior to submission. You should discuss the business purpose and estimated costs with your direct manager to ensure alignment before initiating any travel workflows.

If you are uncertain about which codes to use or need to verify remaining funds for your trip, you must contact your Finance Business Partner before starting any travel requests in the system.

FCM will need to know how you are funding your travel.

You will need to provide the specific General Ledger code (GL or Activity code). This is the financial account you are using for the travel costs.

You will also need to provide a Project Code if your travel is being funded by a specific research grant or internal funding pool.

Please ensure you have these details before requesting a quote from FCM.

All standard service fees for group bookings are centrally absorbed by Travel Services.

• International group travel requires approval from your Head of Work Unit (HOWU) or Executive Dean alongside the VC delegated approver.
• With travel to DFAT Level 2+ destinations or student group travel also requiring an International Travel Risk Assessment Form to be completed. This approved form and budget must be emailed to travel@scu.edu.au to facilitate VC approval, after which,
• all group travel is registered with ISOS for emergency assistance using the lead traveler's contact details

Please discuss any changes in attendee numbers directly with your assigned FCM consultant.

FCM Groups is equipped to manage the complexity of your booking regardless of changes. Cancellation fees may apply.

Group travel charges are centrally reconciled by the Manager, Travel Services.

You are not charged any service fees, only the cost of your travel arrangements.

For 24/7 after-hours support, you can reach

• FCM Groups Customer Care within Australia at 1300 722 841 or
• from abroad at +61 (7) 3083 6048.