Prior to departure, it is the traveller’s responsibility to ensure they are prepared for international travel and hold the correct documentation in order to travel to the planned destinations and perform the required business activities.

International travellers should have also considered the security, health and cyber related risks their travel poses to ECU, its staff and students. Advice with regard to the risks international travellers need to consider and proposed actions they should be taking, including how they can obtain ECU Secure Loan devices for travel to certain high-risk countries, is available via International Travel Advice.

For general travel advice including how to minimise your telephone and internet costs whilst travelling click here.

Staff planning student Learning Abroad programs should review the School Led Learning Abroad Guidelines and seek further information  from the Study Tours, Clinical Placements and Practicums Sharepoint prior to making arrangements.

University Credit Cards

Staff who intend to utilise their University Credit Card during international Authorised University Travel must advise the Commonwealth Bank of their expected travel dates and destination countries by calling them on Tel: 13 15 76.

Passports

Ensure you hold a current passport with a suitable length of validity. Some destinations require a minimum validity period beyond your planned date of exit. If unsure, you should contact the consulate office of the country you plan to visit.

The maintenance of a passport is considered a personal expense and is not generally claimable from the University.  In exceptional circumstances and with approval from the Executive Dean/Dean/Director, the payment of a passport renewal and any associated FBT may be met by ECU.

Visas/Immigration Requirements

Some international destinations require a visa suitable for the purpose of the business travel. Advice and applications are available through the FCM Travel Platform - CIBTVisas. Visas are acceptable travel expenditure if required as part of business travel.

Note: Be aware of overseas immigration requirements. It is essential that each staff member becomes familiar with the immigration/visa requirements for each country being visited (the University’s Travel Agent can assist with this). Some countries require a professional or business visa for anyone who is teaching or lecturing in that country. Entry into such a country with only a social or tourist visa may cause staff to be detained.

Documentation

Make a copy of your passport details, airline tickets, personal insurance policy (if required), visas and credit card numbers in the event they are lost or stolen and leave with your nominated point of contact.

Student Travel

The ECU Student Travel Approval Form is the method by which ECU students obtain approval to undertake course-related travel. Students complete the form and submit it to the relevant School/Centre for processing.

Staff planning student Learning Abroad programs should review the Outbound Learning Abroad Governance Guidelines and liaise with the International Office for program approval. The program approval must first be in place before individual student travel is authorised.

The ECU Student Travel  Study Abroad Form is to be used to approve travel for ECU students who are travelling to participate in a study experience (Student Exchange, Study Tour, International Placement, etc).

Where appropriate, the online Pre-Trip Approval tool (PTA) via the FCM Travel Platform may be used to obtain approval for students to undertake travel. The approval process must managed by a School/Centre staff member on behalf of the traveller.

Note for Travel Arrangers: Should the students ‘Supervisor/Research Supervisor’ not be selectable as the Level 1 approver in the PTA request, please upload a copy of their approval to the PTA as a supporting document, then select the Executive Dean/Dean or Director as both the Level 1 and Level 2 approver.

Travellers on Authorised University Business must book traditional accommodation (registered hotels) via the University's Travel Agent, either via the FCM Travel Platform or through the consultant.

However, Travellers are permitted to book accommodation directly with:

• Registered hotels, in instances where Conference rates are available and cannot be obtained through the University's Travel Agent; and
• Airbnb, provided travellers take all appropriate measures to ensure their safety and assist the University in exercising its duty of care by following the associated guidelines (see below).

The University's Travel Agent must be advised of all registered hotel, Airbnb and Booking.com bookings so that details can be included in the itinerary and, therefore, visible through their live traveller tracking system in case of emergency.

When booking your accommodation - consider safety of the location booked, avoid accommodation where entrances are in back streets or isolated locations. If you can't tell from a map, check online reviews from other travellers.

Airbnb

• The University's Travel Agent is unable to book accommodation via Airbnb on a Traveller's behalf.
• Review the refund/cancellation policies before committing to a property.
• Link your ECU email address to your personal Airbnb profile and mark bookings as a “business trip”.
• Payment is to be made via a University Credit Card.
• Select self-contained accommodation rather than shared accommodation.
• Only book with a “verified” host who has documented positive reviews on the Airbnb website.
• Do not book Airbnb accommodation in locations rated either “reconsider your need for travel” or “do not travel” by DFAT.
• Include all Airbnb information in your travel approval request.
• Familiarise yourself with applicable State and Local Laws prior to using Airbnb, as Airbnb may be illegal in some locations.
• The traveller accepts all responsibility for personal risk and safety , and it is expected that travellers have carried out appropriate due diligence before departure and on arrival, to ensure the standard of accommodation meets their needs, has high ratings (customer reviews), is safe, and is conducive to conducting university business.

Booking.com

• Travellers must include all Booking.com information in their travel approval request.
• All bookings with Booking.com must be made through the University's Travel Agent and are pay direct only, meaning travellers must pay the accommodation provider directly.
• Should a traveller be checking into 'apartment' style accommodation after hours or on a weekend, please contact FCM Travel prior to the commencement of your travel for the access 'pin code' (if it hasn't already been emailed to you).

Split payments across numerous University credit cards is against Policy so please ensure the transaction and daily limit of the corporate credit card is enough to cover the full cost of travel.

If you do not hold a University Credit Card, you can either:

• utilise the University Credit Card of a colleague or School / Centre Officer with their prior approval; or
• submit a request via the ”Application for the Issue of a Corporate Credit Card” in the FBSC Forms Kiosk.

In exceptional circumstances, consideration will be given to the use of advances up to the value of AU$500, subject to Executive Dean/Dean/Director approval, to meet the cost of travel-related expenditure. Any greater amount must be justified by the employee and approved by the Executive Dean/Dean/Director.

Forward approved Application for Advance Form to Accounts Payable or relevant Academic Unit Finance Team in advance of scheduled payment runs (see Month-end and Year-end Financial Process timelines within the Financial Services Procedures).

If a non-employee requires an advance from the University, the Application for Advance Form must be supported by an approved Exemption from Policies form . The coordinating staff member should complete the request on behalf of the non-employee.

For Research-related international travel, an employee can elect to receive a per diem allowance for meals and other sustenance (e.g. snacks, coffees) and minor incidental expenses (e.g. taxis) under the following conditions:

• The duration of the travel is between 21 and 90 days.
  • For travel periods longer than 90 days, please contact the University Tax Team to discuss Living Away from Home Allowance (LAFHA) ATO guidelines and tax implications.
• The per diem is requested prior to undertaking the travel and approved by the relevant financial delegate.
  • Submit approved Application for Per Diem Payments Form to Payroll and the amount will be credited to your bank account in the first available pay period.
• You must notify Payroll Services immediately should travel plans change from what was included on the Application Form (e.g. travel cancelled or returned earlier than planned).
• The per diem can apply to weekends, public holidays, and other "standby" days as long as they relate to the business portion of the trip.
• There is no further requirement for you to submit any receipts or invoices for expenses covered by the per diem allowance.
• You are not permitted to charge any expenses that are covered by the per diem allowance to a University credit card or claim any further reimbursement for meals and/or incidentals.
• First/Last Day of Travel: On the first and last day of travel, you can only claim the rates that apply to meals as outlined below.

Day of Arrival at Destination (local times)

Accommodation, sustenance meals and incidental expenditure should be in line with the reasonable amounts published annually by the Australian Taxation Office. Refer to the link to the ATO Reasonable Travel Expenditure Rates available from the Financial Services website.  Please note that the limits for meals apply on a per-meal basis, and for the purposes of international travel the applicable daily rate is apportioned as follows:

• Breakfast 25%
• Lunch 25%
• Dinner 50%

Unreasonable or excessive expenditure of University funds on alcohol while on Authorised University Travel is deemed inappropriate and treated as entertainment expenditure subject to FBT.

Entertainment of Guests

For the entertainment of guests whilst travelling on University business refer to the University’s Entertainment and Catering Expenditure Guidelines.

Telephone and Internet Usage

Business calls and internet usage are acceptable travel expenses.  Whilst away from home, personal calls to home whilst conducting business interstate or overseas are acceptable, as long as they are kept to a reasonable amount.  Refer to ITSC’s Mobile Phones website for information on how to minimise phone costs while overseas.

Excess Baggage

Business travel that necessitates the cartage of ECU materials and leads to an excess baggage fee will be covered.

Laundry Service

Reasonable laundry expenses will be considered for reimbursement if travelling on business for more than four nights.

Where no University credit card is available, only bona fide claims for travel-related expenses will be reimbursed. Refer to Reimbursement Guidelines.

All advances, withdrawal of cash via credit card and claims for cash reimbursement must be reconciled/submitted within 14 days of the last day of travel accompanied by approval from the delegated financial authority. Any claims that do not reference a travel approval request (PTA) number must be submitted along with a copy of the relevant Travel Approval.