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 has adopted a travel policy which 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 (where insurance is available in the market) to safeguard the interests of the University and persons travelling on its behalf. Provide access to 24 hour emergency assistance in the event of a medical or other emergency; and Provide a standardised electronic process for arranging and approving all University travel.
For the purposes of interpretation within the UWA Travel Policy, travel is defined as: - Domestic and International Air travel.
- Domestic and International travel by sea craft (e.g. ferry or charter hire).
- Domestic and International travel by train or coach.
- Domestic and International Accommodation.
- Domestic and International Vehicle Hire.
The above definitions of travel must be arranged, approved and managed through the Travel Requisitioning System. Other forms of activities such as expenditure for travel on public transport and by taxi need to be managed using local processes. The policy excludes the use of personal or UWA vehicles for Metro, intrastate and interstate travel however these and all other forms of travel and associated requirements are covered under insurance by the UWA Corporate Travel Policy. For further clarification, please contact Safety and Health or Strategic Procurement In complying with the University Travel Policy staff will ensure that all financial and other risks are met by the University and that their travel activities are in accordance with the requirements of the UWA Fraud & Corruption Policy, Code of Ethics and Code of Conduct. Failure to comply with the University Travel policy may expose staff to financial and personal risk. University travellers are required to: - Submit a Travel Requisition within the Travel Requisitioning System for all travel, regardless of funding source(s);
- Comply with the UWA Financial Services Travel Expenditure Policy;
- Comply with the UWA Corporate Travel Insurance 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;
- For third party bookings ONLY, where an external organisation is booking and paying for travel, the traveller must submit a travel requisition within the Travel Requisitioning System for approval. Once approved the traveller may instruct the third party to book the travel. The traveller must then email the e-ticket or itinerary to travel@uwa.edu.au to enable the travel booking to be entered into the UWA Traveller Locator System and for emergency assistance to be provided as required. Misuse of this facility may result in substantive administration fees and / or penalties in line with the UWA Fraud & Corruption Policy, Code of Ethics and Code of Conduct.
- For students travelling on University activities, regardless of funding source, the student must request that the relevant Business Unit travel booker submits a travel requisition within the Travel Requisitioning System for approval on their behalf;
- Ensure their Travel Profile within the Travel Requisitioning System is kept up to date at all times;
- Comply with the Emergency Travel Management Plan (refer to University Travel Web page);
- Ensure accurate Travel Diaries are maintained within the Travel Requisitioning System for all travel;
- Ensure that they carry a copy of the UWA ISOS membership card (available from the ISOS Portal) at all times for all UWA travel; and
- Where travellers wish to incorporate personal leave within UWA business travel, they must ensure that a leave request is submitted via the On-line Staff HR Portal for approval prior to booking travel, and ensure they consult the University Taxation Policy with regard to Fringe Benefits Tax (FBT).
- Travellers will be deemed to have accepted full financial, personal and legal liability for the self funded element of travel upon submission of the travel quotation for approval within the Travel Requisitioning System.
International travellers are also required to: - Obtain and follow relevant travel advice from the International SOS (ISOS) and other reputable sources;
- 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 personnel and the Travel Service Provider are promptly advised of alterations to their Travel Plan as required;
- Maintain an accurate Travel Diary within the Travel Requisitioning Portal for all;
- 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 travel@uwa.edu.au 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 is updated within the Travel Requisitioning System.
- If travelling to destinations with an ISOS security (country) or medical risk warning of High or above, the traveller must ensure they have prepared a satisfactory exit strategy in case of emergency.
The Travel Requisitioning System will: - Automatically process all travel requisitions for all authorised staff, students and other persons required to travel to undertake University activities;
- Automatically provide notification of estimates derived from the Travel Service Provider(s) via the Travel Portal;
- Automatically process all Approvals inclusive of Financial Delegations and High Risk Travel as per predetermined internal workflow;
- Automatically request formal approval as required from a UWA Delegated Authority Band 4a (Dean, Executive Director or equivalent), or 4b (Dean, Executive Director or equivalent delegate) for international travel to or through countries where there is an International ISOS security and / or medical risk warning of High (reconsider your travel). Travel bookings will not proceed until such approval has been granted;
- Automatically request formal approval as required from a UWA Delegated Authority Band 3 (Senior Deputy Vice-Chancellor or Executive Director) for international travel to or through countries where there is an International SOS security and / or medical risk warning of Extreme (advised not to travel). Travel bookings will not proceed until such approval has been granted;
- Provide on-line remote access to travellers and/or travel bookers to maintain all Travel Diaries; and
- Provide estimated Fringe Benefits Tax (FBT) calculations (travellers must contact the UWA Taxation team to fully access FBT calculations);
- All University travel must be arranged, approved and managed through the Travel Requisitioning System unless approved by a band 3 officer.
Should University travellers be caught up in an emergency situation such as conflict, unrest, health alert or natural disaster (volcanic ash crisis, tsunami, earthquake etc) travellers are required to: - Immediately contact International SOS (ISOS) on +61 2 9372 2468 and comply with the instructions provided.
- Register with the Australian or home country embassy in the host country.
- Contact UWA supervisor, UWA Risk Management, UWA Health and Safety 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 the relevant embassy, ISOS, UWA contacts (Supervisor and Risk Management) and University appointed Travel Service Provider(s).
Related Information: International SOS (ISOS)
Overview of Corporate Travel Policy and Procedures – Financial Services University Financial Manual – Travel Payments
University Financial Manual – UWA Corporate Credit Cards conditions of use
University Delegations Policy 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 UWA Risk Management Contacts UWA Health & Safety Contacts
UWA Fraud & Corruption Policy |
