UWA Travel Policy

In order for the University to achieve its primary mission of conducting teaching, research and scholarship at the highest international standards it is often necessary for staff, students and other authorised persons to undertake travel. To enable the University to fulfil its duty of care obligations to persons travelling on its behalf the University will:

• Support authorised staff, students and other persons required to travel to undertake University activities;
• Not unreasonably require persons to undertake travel;
• Provide adequate, quality conditions for travellers to undertake their activities whilst travelling away from their home base;
• Recognise and manage those risks (within its control) to travellers;
• Provide suitable travel insurance to safeguard the interests of the University and persons travelling on its behalf; and
• Provide access to 24 hour emergency assistance in the event of a medical or other emergency.

University travellers are required to:

• Obtain formal authorisation and approval prior to departure;
• Complete a UWA Travel Approval Form for all travel, regardless of funding source(s), which is duly approved and retained within the School/Section/Unit;
• Comply with the UWA Financial Services Travel Expenditure Policy;
• For intrastate and interstate travel (other than airline travel) - comply with the UWA Use of University Vehicles, Driving in Remote Locations, Field Work Procedures in Rural and Remote Areas and other relevant policies, procedures and guidelines;
• Ensure that all intrastate, interstate and international airline travel and accommodation (where applicable) is booked through the University appointed Travel Service Provider(s); and
• Ensure their Travellers’ Profile with the University appointed Travel Service Provider(s) is kept up to date.
• Comply with the Emergency Travel Management Plan (refer to University Travel Web page)
• For third party bookings only, where an external organisation is booking and paying for travel, the traveller must complete a travel approval form for their Business Unit and also email the e-ticket or itinerary to travel@uwa.edu.au . The later will enable the booking to be be entered into the UWA Traveller Locator System and for emergency assistance to be provided as required.

International travellers are also required to:

• Obtain and follow relevant travel advice from the Department of Foreign Affairs and Trade (DFAT) and other reputable sources
• Where there is a DFAT warning of level 4 (reconsider your need to travel) or an equivalent warning, careful consideration should be given to whether the travel is essential at that time or could be deferred. Should travel be deemed necessary then formal approval from the relevant Dean, or Executive Director is required
• Where there is a DFAT warning of level 5 (advised not to travel) or an equivalent warning, formal approval from the Senior Deputy Vice-Chancellor or their nominee is required
• Comply with the UWA Working Overseas – Safety and Health Guidelines
• Ensure that the UWA Travel Organisers and UWA Work Organisers are provided with a detailed Travel Plan.
• Ensure that International SOS and relevant UWA personel and the Travel Service Provider are promptly advised of any departures from the Travel Plan as required.
• If impromptu or emergency flights are required whilst overseas only, the traveller should use their UWA Travel Service Providers (TSP) to arrange any additional bookings. However, if this is not practical then the traveller is required to ensure that their e-ticket or itinerary is emailed to their UWA TSP to enable them to update the International SOS System and for emergency assistance to be provided as required. The traveller is responsible to ensure their travel approval form is updated.

Should University travellers be caught up in an emergency situation such as conflict, unrest, health alert or natural disaster travellers are required to:

• Immediately contact International SOS on (02) 9372-2468 and comply with the instructions provided
• Register with the Australian or home country embassy in the host country
• Contact UWA supervisor, and University appointed Travel Service Provider(s)
• Keep abreast of developments, both local and international
• Develop an emergency response plan such as stay where they are; move temporarily to a safer location; or exit to home country at the earliest possible time. All movements should be communicated with relevant embassy, UWA contacts and University appointed Travel Service Provider(s)

The University’s Corporate Travel Insurance Policy provides for evacuation of insured travellers undertaking international travel for security threats.

Related Information
Department of Foreign Affairs and Trade "Smart Traveller" website
Overview of Travel Policy and Procedures – Financial Services

University Financial Manual – Travel Payments

Corporate Travel Insurance
Occupational Safety and Health Policy
Working Overseas - Safety and Health Guidelines
Field Work Procedures in Rural and Remote Areas
Driving in Remote Locations
Use of University Vehicles

Current five DFAT travel advice levels are:
http://www.smartraveller.gov.au/

1. Be alert to your own security
2. Exercise caution and monitor developments that might affect your safety
3. Exercise a high degree of caution
4. Reconsider your need to travel
5. Advised not to travel