International Staffing and Mobility Procedure - Staff International Travel for Australian Campuses

Parent Policy

International Staffing and Mobility Policy

Title of Supporting Procedures

Staff International Travel Procedures for Australian Campuses

Preamble

These procedures have been developed to facilitate:

• comprehensive planning to utilise the trip most effectively;
• University contact with the travelling staff member in the event of any emergencies or unexpected occurrences;
• comprehensive budgeting for travel on behalf of both the staff member and the funding entity; and
• the University's commitment that all its dealings are characterised by openness and transparency and conform to best academic and financial standards.

Travel Procedures

Definitions

Authorising Officer: Vice-Chancellor, a Deputy Vice-Chancellor, Vice President, Dean or Divisional Director or their formal delegate.

Best Fare of the Day (BFoD): The lowest fare offered by any airline at the time of booking, provided that the fare satisfies the traveller’s business requirements (including but not limited to time of flight/s, class and connecting services).

DFAT: Department of Foreign Affairs and Trade

OSP: Outside Studies Program

Restricted Fare: A discounted fare where changes or cancellation may be allowed with a penalty.

Faculty/Directorate International Travel Officer: A nominated position within a Faculty/Division/department, responsible for collecting all travel-related information at a central point and is equipped to provide reports as required.

ESS Travel and Expenses: Travel and Expenses module which is accessed via Employee Self Service. The module streamlines the process of requesting and approving domestic and international business-related travel undertaken by University staff.

1. Prepare a Travel Plan and address security and risk management requirements
2. Seek authorisation and approval
3. Organise travel details including: immigration, travel class; booking flight, accommodation and apply for travel insurance
4. Consider costs, reimbursement and leave entitlements
5. Attach the final itinerary to the Travel Plan
6. Undertake Pre-departure briefings
7. Provide post-trip report

Section 1. Prepare a Travel Plan and address security and risk management requirements

Travel Plan

Any staff member undertaking travel on behalf of Monash University must prepare and submit a Travel Plan [word] for approval. This can be in electronic form via the ESS Travel and Expenses module where this has been implemented by the faculty/division; or a paper-based Travel Plan. Where ESS Travel and Expenses is implemented, the use of the system is mandatory. If an area has implemented a local Travel Plan (paper-based systems only), such plans must include the following information as a minimum requirement:

1. Name of Traveler
2. Period of the travel
3. Faculty/Department
4. Purpose of the trip
5. Passport No. and Country of Issue
6. Emergency contact details:- name and telephone no. (not a co-traveler)
7. Outline of proposed work activities, including dates and anticipated number of hours/days of meetings /conference and the outcomes anticipated for the university
8. DFAT warning status (current) of intended destinations
9. Listing of visas required
10. Confirmation of a check with the Business Travel Insurance website to establish whether there are currently countries/regions where insurers require prior clearance before providing cover.
11. Confirmation that FBT advice has been sought for private travel associated with business travel, from fbthelp-l@adm.monash.edu.au
12. Trip details including airline and flight number or other travel mode (e.g. train), departure and arrival location dates and times (Route details are not required, departure and arrival destination only)
13. Contact name and phone number of hotels and other accommodation
14. Details of the TMC through which travel will be booked and, if not booked through the preferred TMC, the reasons for using another provider. (Refer to Section 3 of this Procedure).
15. Cost estimate including fares, accommodation and other travel costs.
16. Leave form (if applicable)
17. Authorisation/approval
18. Staff member signature

A Travel Plan which contains the information listed above provides most of the details required for the Monash University Travel Diary which must be provided to the Faculty/Directorate International Travel Officer on completion of the trip. Where ESS Travel and Expenses is implemented, the online travel diary must be finalised via ESS upon completion of the trip

Consider risks and review travel warnings

The warnings posted by DFAT and the World Health Organisation (WHO) are critical for staff safety, security and university insurance cover. Travel advisories can be accessed via SmartTraveller. Further information can be sourced from Embassyworld.com. Direct access to WHO travel warnings can be sourced from the WHO website.

Including private travel

Staff have a responsibility to advise Corporate Finance Division of any private travel which may be included in an international trip which is otherwise of a business nature so that Fringe Benefits Tax (FBT) can be assessed where applicable. Staff are required to provide details of private travel to fbthelp-l@adm.monash.edu.au .

Undertaking business activities

In order for a staff member undertaking Monash University work/research to have the work deemed as work time by the ATO, the staff member will need to attach details to the Travel Plan outlining the proposed work activities, including dates and anticipated number of hours/days of meetings /conference and the outcomes anticipated for the university. For ATO substantiation purposes, any documentation from the destination institution/conference, such as a conference program, conference paper acceptance, emails confirming arrangements, or letter of invitation, should be attached to the Travel Plan. Approval must be sought as per Authorisation and Approval requirements, prior to undertaking the travel.

Section 2. Seek authorisation and approval

Authorisation/approval must be sought in advance for all international work related travel whether or not the university is paying for any of the travel costs.

A staff member who is required to travel internationally to fulfill their Monash University work commitments must seek and receive formal authorisation prior to departure from their home campus. Authorisation comprises formal sign off of a “Request for Approval to Undertake International Travel” (Travel Plan) from the Authorising Officer.

International travel may be authorised for any of the following activities:

• attending a conference, symposium, colloquium or workshop;
• taking up and returning from an expatriate posting;
• undertaking an OSP which has been fully endorsed by the university;
• conducting commercial business on behalf of the university, including consulting;
• specific approved tours, such as touring orchestra, choir or sports team;
• traveling scholarship;
• undertaking research and field work;
• visiting fellowships at overseas universities/institutions;
• appointing of overseas Chairs;
• teaching and training at offshore locations;
• undertaking marketing and business development activities;
• visiting offshore campuses and or centres;
• external secondments approved and funded by the University,

International travel may also be authorised for other activities with written pre-approval by the Authorising Officer.

A decision to authorise/approve international travel must be based on:

• whether the intended travel is a component of the staff member’s work for the University;
• the current DFAT advice; and
• whether the university Insurance Program applies in respect to the intended destinations.

Seek advice from the University’s Security Manager when traveling to a destination with DFAT warning level 3 or 4 alert

If there is an adverse DFAT travel warning of 'Reconsider your need to travel' or 'Do not travel' relating to the proposed travel destination, the travel must be approved by the Deputy Vice Chancellor (International). Advice must be sought from the university's Security Manager. First, a written request from the Authorising Officer, or their formal delegate and the Dean/Divisional Director, must be obtained by completing the Security/Safety Plan [pdf] and attaching that to the Travel Plan. The Authorising Officer must verify that they are satisfied that:

• the travel cannot reasonably be deferred;
• the travel is essential for the staff member’s work, work unit or research program;
• the staff member traveling is fully aware of potential risks in the country and cities to be visited and will engage in suitable risk reduction strategies;
• the staff member has the necessary local networks, support and language that may be required to substantially reduce or deal with the risks; and
• Travel insurance cover has been confirmed by the Insurance Services Office.

Second, the approved Security/Safety Plan and Travel Plan is submitted to the Security Manager. The Security Manager considers the request on a case-by-case basis and provides a recommendation to the Deputy Vice Chancellor (Global Engagement).

University Insurance Manager
Email: Liam McCarthy@monash.edu
Telephone: (03) 9905 6368

The Security Manager considers the request on a case by case basis and provides a recommendation to the Deputy Vice Chancellor (Global Engagement).

University Security Manager
Email: travelsecurity@adm.monash.edu.au
Telephone: (03) 9902 0087

Whether the travel is appropriate in the circumstances will be a matter for final judgment by the Deputy Vice Chancellor (Global Engagement) and will generally be based on consideration of the statement by the Authorising Officer in relation to the:

• essential nature of the travel;
• degree of risk of personal safety and the staff member’s ability to manage that risk; and
• personal knowledge of the areas to be visited.

If permission is granted and a staff member travels to a location for which there is a DFAT warning “Reconsider your need to travel” or “Do not travel”, then the staff member must:

• register with their home embassy in that country upon arrival;
• keep their contact details current at all times with the University and the embassy: and
• regularly check their email and make contact with their home office to monitor the security status of the areas they are visiting.

Emergency Evacuation

Staff should monitor threatening situations and maintain contact with the Australian Embassy in the host country. Staff must contact the Australian Embassy and the Monash Business Travel insurer prior to taking any action to evacuate. An emergency assistance contact number for the Monash Business Travel insurer is provided on the travel insurance certificate.

In case of an emergency overseas, the first point of contact with Monash University should be the Authorising Officer who will notify the university Security Manager

See: Guidelines for Health & Safety during International Travel [pdf]

Responsibility: Staff member requesting to travel, Authorising Officer.

Section 3. Organise travel details including: immigration, travel class; booking flight, accommodation and apply for insurance

Visa/Work permit requirements

All staff members must meet the entry and visa requirements of all countries they are visiting, transiting or working in. It is the staff member's responsibility to ensure that they have a valid passport which is not due to expire within six months of the end of the travel. Further, if travelling to Africa or the Middle East, there must be at least two blank pages facing each other in the passport for each country visited to allow for entry/exit border control stamping.

Please check the expiry date of your passport and the number of blank pages. If in doubt, confirm your passport's validity with the Australian Passport Information Service on 131232

Travel Class

All University staff members are required to travel economy class except in the following circumstances.

• Monash University Vice Chancellor Group, Pro Vice-Chancellors, Deans and Divisional Directors are eligible to travel premium economy, mixed economy/business or business class where due consideration has been given to whether the purpose of the travel justifies the cost.
• Premium economy, mixed economy/business class airfares may be purchased where:
  • the airfare is fully funded by an external organization
  • frequent flyer points are used to upgrade an economy ticket; or
  • all of the following exceptional conditions apply:
    1. the staff member is travelling on one sector in excess of nine hours;
    2. a reasonable rest period prior to commencing work duties is unavailable;
    3. no periods of annual leave are taken at either end of the trip;
• the Vice-President (Administration) may approve first class air travel.
• the Dean/Pro Vice-Chancellor, Divisional Director may approve business class air travel.

Bookings

All staff who travel on behalf of the University, regardless of the source of funds used for travel and the duration of travel, must book international travel through one of the Strategic Travel Management Companies (TMC) except where:

• frequent flyer points are used to purchase the flight;
• the airfare is directly funded by an external organisation; or Travel expenses are being paid for directly by an external party (eg. flight is paid directly to the travel agent/airline by an external organisation), including funded privately by the staff member, or
• a research student obtains a (cheaper) student fare

Travel bookings should be made as early as possible with ticketing to be effected at least 3-4 weeks prior to travel.

Individual staff members planning to travel must contact either one of the strategic TMC’s to facilitate their bookings

Monash University has a ‘Best Fare of the Day’ (BFoD) policy for domestic and international air travel.

The BFoD must be accepted unless this fare does not satisfy their business needs. Where a higher cost option is taken, justification should be documented.

Refer to the conditions for selection of travel class outlined under Travel Class.

Accommodation may be booked through the Strategic TMCs.

In the case of car hire, staff must book via either a TMC or an endorsed car rental company, provided approval for the travel has already been granted.

The University recognises its responsibility to practice and promote environmental sustainability within the local, national and international community and so has committed to decreasing its carbon footprint through various initiatives. Staff are encouraged to demonstrate responsibility for their own carbon footprint and purchase carbon offsets. These will not be reimbursed by the University.

Accommodation and Local Transport

Accommodation

The choice of accommodation while travelling should be based on safety and security while enabling optimal working conditions and should:

• provide a safe and secure environment;
• be convenient to the place of work, and
• provide value for money appropriate to the country; i.e. In many countries, appropriate accommodation will be at the 3 - 4 star rating level.
• when individuals are funding their own expenses for overseas work, it is recommended that the same principles are applied.

Where possible, preferred accommodation should be used. Please see details on Travel Information page In order to select appropriate accommodation staff should:

• check the location where their work is to be undertaken;
• determine the availability of local transport in the areas to be visited;
• review the types of accommodation available in the areas;
• request advice on accommodation from the Strategic TMCs Hotels can be booked through the Strategic TMC’s or directly with the hotel; and
• obtain an estimate of the total accommodation cost to include in the Travel Plan for approval.

  Where the cost of accommodation exceeds AUD $500 per night (at the time of booking) the justification for selecting such accommodation must be documented in the Travel Plan for approval by the Authorising Officer.

Staff should pay for approved accommodation with the University's Corporate Card wherever possible. The cost of extras in addition to the room rate, such as accompanying person’s expenses, mini-bar and newspapers, are considered to be of a personal nature and must be paid separately to the business expenses of travel.

Transport

Where public transport is a safe and economical means of travelling locally, consideration should be given to using it.

Where public transport is not available or is considered unacceptable and car hire is appropriate, car rental bookings should be made through one of the Strategic TMCs, unless impractical due to OSP funding paid directly into the staff member's personal account.

If hiring a car overseas for any Monash University business, staff members must take all insurance offered by the motor vehicle hire company.

Staff should pay for approved car hire with the University's Corporate Card wherever possible.

Insurance

All Monash University staff undertaking international travel for university purposes must be covered by the university's Business Travel Insurance Policy from their home campus.

Staff who lodge their travel plan through ESS Travel and Expenses will receive an ESS system generated insurance certificate.

Staff from faculties and divisions where ESS Travel and Expenses has not been implemented and have lodged a paper based Travel Plan, must register online for university Business Travel insurance at the Insurance Services website.

Successful completion of the online travel insurance form provides the staff member with:

• A Confirmation of Cover Certificate; and
• Emergency telephone number if required whilst overseas.

A copy of the Cover Certificate should be carried at all times during travel.

From time to time the university's insurers have concerns about certain countries/regions and may require prior clearance on a case-by-case basis before insurance cover is provided. When applicable, a list of these countries/regions will be available on the Business Travel Insurance website.

FlightLock will alert the intending traveller if a booking has been made to any of these countries/regions. The Authorising Officer will need to check with the University Insurance Manager, Liam.McCarthy@monash.edu Contact: (03) 9905 6365 to ascertain whether appropriate insurance can be obtained. These issues will be treated on a case-by-case basis and final authorisation will only be provided on application to the Deputy Vice Chancellor (Global Engagement).

Security of Electronic Equipment

For insurance purposes all electronic equipment including mobile telephones and laptop computers must accompany the passenger as cabin luggage.

Staff should go to the Travellers Guide to IT to access guidelines for travelling with electronic equipment.

Staff on International Assignment (Expatriate posting)

Staff will be covered by the university's Business Travel Insurance Policy for the flight overseas and their return to Australia, providing they register their travel details on the Insurance Services website. During their assignment, staff are covered for health benefits by the Expatriate Health Insurance Plan.

For specific advice on insurance coverage for international assignments, staff should contact Expatriate and Senior Payroll Services, Monash HR on 613 9902 9545.

Group Travel

People organising group travel need to be aware of the number of staff travelling on any one air flight at the one time. Trip co-ordinators should contact the TMC to check multiple bookings on any one flight. Alternatively, the Insurance Services Office can be contacted to ascertain details on multiple bookings on a particular flight in Flightlock. This is necessary to ensure that any resultant insurance claims do not exceed the aggregate policy limit and to comply with risk management imperatives ensuring that a limited number of staff travel together on any one flight.

Responsibility: Staff member requesting to travel

Section 4. Consider cost, reimbursement and leave

All expenses and travel costs that are outlined in the Travel Plan, and authorised for payment, will be met either by payment with a university Corporate Card or by reimbursement on presentation of substantiated receipts and a completed Travel Diary. Staff members may choose to undertake part of their Monash work commitment documented in their Travel Plan (e.g. OSP or conference participation) at their personal expense.

The Monash University's Corporate Card is the preferred method of payment for all business travel and associated business expenses.

Responsibility: Staff member requesting to travel

Airline Clubs and Frequent Flyers

The university will not pay airline club or Frequent Flyer memberships other than as part of their salary packaging arrangements.

University staff are eligible to access the special corporate rate offered to Monash University Australia for membership to the Qantas Club and Virgin Blue’s ‘The Lounge’. For details on rates visit Airline Memberships.

Accompanying Family Members

There are no circumstances where costs associated with accompanying family members may be charged to university funds. If booking accompanying family members through the preferred TMC all associated costs are to be charged to the staff member's personal credit card.

Section 5. Attach the final itinerary to the Travel Plan

Once the flight and accommodation bookings have been confirmed, the final itinerary should be attached to the Travel Plan and provided to the International Travel Officer.

Section 6. Undertake pre-departure briefings including cultural training

Where cultural training is a mandatory part of the overseas program, this will be provided by the University. Local HR staff are the primary point of contact to arrange pre-departure briefings.

Section 7. Provide post-trip report

Staff members are required to provide a completed Monash University Travel Diary to the nominated Faculty /Directorate International Travel Officer as soon as practical after each travel occasion. If ESS Travel and Expenses is implemented then the Travel Diary is finalised via ESS; otherwise a manually prepared Travel Diary must be completed and submitted.