Policy

Travel - Policy

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1. Purpose and Objectives

This policy outlines the University’s requirements for University travel. The objective of this policy is to facilitate University-required travel, while managing costs, risks and maintaining effective business operations and processes.

2. Definitions, Terms, Acronyms

Best Fare of the Day – The most direct and economical airfare available at the time of booking via the University's approved travel suppliers and systems, while also meeting the business requirements of the UQ traveller.

CFO – Chief Financial Officer.

DFAT – Department of Foreign Affairs and Trade.

Domestic travel – All travel within Australia.

Dual Purpose Travel – Occurs when a trip includes both a University travel component and a private travel component.

Fringe Benefits Tax – A tax payable by the University on the value of certain benefits provided to their employees, or to associates of those employees, in respect of their employment. UQ travellers should refer to the FBT Policy.

High Risk Destinations – Countries or regions listed as either 'Reconsider your need to travel', 'Do not travel' or where no travel advice has been issued on the DFAT Smart Traveller website. Other countries or regions may be determined as high risk destinations by the University.

International travel – All travel outside Australia (including New Zealand).

University travel – For the purpose of this policy, University travel is an approved journey involving a flight on a commercial or charter aircraft, accommodation or vehicle hire, as part of University business activities.

UQ traveller - Any person who travels on approved University business or who travels as an approved representative of the University.

USMG – The University of Queensland Senior Management Group.

VCC – Vice-Chancellor’s Committee.

3. Policy Scope/Coverage

This policy applies to all UQ travellers.

4. Policy Statement

Travel is integral to University business and must provide a benefit or add value to the University. Approved University travel is based upon a shared understanding between the University and the UQ traveller that the purpose of the University travel clearly advances the UQ Mission Statement.

UQ travellers must spend University funds prudently and only travel after exploring other alternatives such as web meetings or telephone conferencing.

When undertaking University travel, UQ travellers are representing the University and therefore must ensure that their behaviour is at all times appropriate to the purpose of the travel, compliant with local laws and customs and consistent with the UQ Code of Conduct and/or Student Charter. UQ travellers should be vigilant with their personal safety while on University travel and should avoid taking unnecessary risks.

UQ travellers will comply with all travel-related duty of care and personal safety requirements as determined necessary by the University.

5. Travel Principles

5.1 Supplier selection

5.1.1 University travel must be booked and paid for via the University's approved travel suppliers and systems only, in accordance with the Procedures.

5.2 Travel approval

5.2.1 University travel must be approved in advance of the journey taking place.

5.2.2 UQ travellers must not approve their own University travel or travel expenses. Staff must not be asked to approve University travel or travel expenses for an individual to whom they report.

5.2.3 Approval of University travel must occur in the shortest timeframe possible to take advantage of advanced purchase pricing.

5.2.4 Domestic travel:

  • A pre-trip approval application is not required, in accordance with the Procedures.

5.2.5 International travel:

  • A pre-trip approval application is required, in accordance with the Procedures.

5.2.6 High risk destinations:

  • The appropriate member of USMG must approve countries or regions listed as either 'Reconsider your need to travel' or where no travel advice has been issued on the DFAT Smart Traveller website.
  • UQ travellers must not travel to countries or regions listed as 'Do not travel' on the DFAT Smart Traveller website, unless approved by a member of VCC.
  • UQ travellers must submit a pre-trip approval application for high risk destinations at least 10 business days before departure.

5.2.7 It is the UQ traveller's responsibility to read the travel advice provided by the DFAT Smart Traveller website and monitor any variations to the travel advice:

  • before applying for approval to travel; and
  • between approval and commencement of the journey.

5.3 Cost of travel

5.3.1 UQ travellers should select the most direct and economical airfare available at the time of booking (Best Fare of the Day) via the University's approved travel suppliers and systems, while also meeting the business requirements of the traveller.

5.3.2 If Best Fare of the Day is not selected, the UQ traveller may be asked to provide a reason and the lost savings will be reported to the University.

5.3.3 University travel will be booked as early as possible to obtain the most cost-effective rates.

5.3.4 Whenever possible University travel should be booked on non-flexible fares.

5.4 Class of travel

5.4.1 Domestic air travel must be booked at Economy class for all University travel except for the following:

  • Members of Senate, who are not UQ staff or students, undertaking University travel.

5.4.2 International air travel must be booked at Economy class except for the following:

  • If the flight is more than 7 continuous hours then the Chancellor, Deputy Chancellor, members of USMG and UQ travellers undertaking duties as a Senate member, may book to travel at Premium Economy class or Business class.
  • The appropriate USMG member may use their discretion to authorise other UQ travellers to travel at Premium Economy or Business class for flights greater than 7 continuous hours.
  • Where the UQ traveller's employment contract expressly specifies otherwise.

5.4.3 UQ travellers who wish to upgrade air travel to a higher class must do so with their own personal funds or loyalty/frequent flyer points.

5.5 Dual purpose travel

5.5.1 Dual purpose travel is allowed only where specifically authorised, in accordance with the Procedures.

5.5.2 The University will not fund any travel that creates a Fringe Benefits Tax liability, unless approved otherwise in advance by the CFO.

5.5.3 The UQ traveller must personally pay the cost of any private travel components, including airfares, in order to eliminate any FBT liability to the University.

5.5.4 The private travel component of dual purpose travel must not be paid for using University funds.

5.6 General provisions

5.6.1 UQ travellers who act outside of this Policy and the associated Procedures will be personally liable for any unauthorised travel costs and may also be subject to disciplinary actions.

5.6.2 University travel funded by research grants must be in accordance with the broad structure of the project cost detailed in the application, contract budget, any revised budget or research plan approved by the grantor and in accordance with the Procedures.

5.6.3 The University will only fund travel expenses as per the Procedures.

5.6.4 No more than 50% of the VCC are to travel in the same craft/vehicle at the same time.

Custodians
Director, Governance and Risk
Mr Suresh Chand

Procedures

Travel - Procedures

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1. Purpose and Objectives

This procedure gives effect to PPL 1.09.01a Travel - Policy.

2. Definitions, Terms, Acronyms

ATO - Australian Taxation Office.

Best Fare of the Day - The most direct and economical airfare available at the time of booking via the University's approved travel suppliers and systems, while also meeting the business requirements of the UQ traveller.

CFO - Chief Financial Officer.

DFAT - Department of Foreign Affairs and Trade.

Domestic travel - All travel within Australia.

Dual purpose travel - Occurs when a trip includes both a University travel component and a private travel component.

Fringe Benefits Tax - A tax payable by the University on the value of certain benefits provided to their employees, or to associates of those employees, in respect of their employment. UQ travellers should refer to the FBT Policy.

High risk destinations - Countries or regions listed as either 'Reconsider your need to travel', 'Do not travel' or where no travel advice has been issued on the DFAT Smart Traveller website. Other countries or regions may be determined as high risk destinations by the University.

International travel - All travel outside Australia (including New Zealand).

University travel - For the purpose of this procedure, University travel is an approved journey involving a flight on a commercial or charter aircraft, accommodation or vehicle hire, as part of University business activities.

USMG - The University of Queensland Senior Management Group.

UQ traveller - Any person who travels on approved University business or who travels as an approved representative of the University.

VCC - Vice-Chancellor's Committee.

3. Scope/Coverage

This procedure applies to all UQ travellers.

4. Procedures Statement

This document is designed to provide guidance to the UQ traveller on how to facilitate University travel. The content of this document is set out in the subsequent sections:

  • Supplier selection
  • Travel approval
  • Travel bookings
  • Travel safety and security
  • Travel expenses
  • Associated private travel
  • General provisions.

5. Supplier Selection

The University has engaged Campus Travel as its preferred travel management company, with responsibility for managing the University’s business travel requirements.

The use of a single travel management company strengthens the University’s duty of care requirements to our travellers, whilst increasing UQ’s buying power to achieve the best value possible from our large travel expenditure.

By booking travel through the preferred supplier, Campus Travel, the UQ traveller's business unit or project will not pay travel booking fees. The booking fees will be absorbed centrally.

6. Travel Approval

6.1 Approval responsibilities

6.1.1 UQ traveller

It is the UQ traveller’s responsibility when seeking University travel approval to:

  • comply with PPL 1.09.01a Travel - Policy;
  • only undertake University travel after exploring other alternatives, ensuring the University is receiving value for money;
  • inform their Supervisor if any part of their trip changes before commencement or during their trip;
  • check funds are available to cover the expected travel costs prior to requesting domestic travel approval;
  • confirm that their day-to-day work commitments, including teaching responsibilities, are covered for the duration of their trip;
  • comply with PPL 2.30.09b Work Off-Campus - Procedure, if applicable, and
  • have the correct documentation to enter planned destinations and perform the required business activities, prior to departure.

6.1.2 Supervisor

It is the responsibility of the UQ traveller’s Supervisor when approving University travel to ensure:

  • travel is approved in the shortest timeframe possible;
  • the purpose of travel is legitimate and for official University business activities;
  • the benefit to be gained by the trip justifies the expense;
  • the relevant Work Off-Campus documentation has been completed and considered, if applicable; and
  • the UQ traveller’s day-to-day work responsibilities are covered during their absence.

6.2 Domestic travel approval process

A UniFi pre-trip approval application is not required for domestic travel. The UQ traveller is only required to obtain simple written approval (usually via email) from their Supervisor prior to booking domestic travel, in accordance with this procedure.

When seeking approval, the UQ traveller should include:

  • details of travel location;
  • reason for travel;
  • travel dates;
  • estimated cost of trip;
  • details of any private days (including an attached Dual Purpose Travel Calculator - Domestic); and
  • details of any intended leave to be taken.

The UQ traveller must ensure there are funds available to cover the estimated travel expenses before seeking Supervisor approval.

Evidence of domestic travel approval must be retained by both the UQ traveller and Supervisor for audit and record management purposes.

6.3 International travel approval process

A UniFi pre-trip approval application is required for international travel. The UQ traveller is required to submit an International Travel Request in UniFi prior to booking their travel.

6.4 High risk destinations

It is the UQ traveller’s responsibility to read the travel advice provided on the DFAT Smart Traveller website and monitor any variations to the travel advice:

  • before applying for approval to travel;
  • between approval and commencement of the journey; and
  • while travelling.

High risk destinations are countries or regions listed as either ‘Reconsider your need to travel’, ‘Do not travel’, or where no travel advice has been issued on DFAT Smart Traveller website.

The UQ traveller must have approval for high risk destinations (indicated in the table below), prior to departure.

The UQ traveller must submit an International Travel Request in UniFi at least 10 business days before departure, ensuring appropriate risk assessment documentation is provided.

The UQ traveller must separately notify Insurance Services if they are travelling to any high risk destination including Afghanistan, Chad, Chechnya, Cote d’lvoire (Ivory Coast), Democratic Republic of Congo, Iran, Iraq, Israel, Myanmar, Somalia or Sudan.

DFAT travel

advice level

Explanation

UniFi High Risk Destination

approval required

Level 1 –

Exercise normal

safety precautions

The UQ traveller should exercise common sense and look out for suspicious behaviour, as they would in Australia.

None.

Level 2 –

Exercise a high

degree of caution

The UQ traveller should pay close attention to personal security at all times and monitor the media about possible new safety or security risks.

None.

Level 3 –

Reconsider your

need to travel

There is a high level of risk in the country/region. This may be due to a very high threat of terrorist attack or a volatile and unpredictable security situation.

Destination must be approved by the appropriate USMG member, currently the Deputy Vice-Chancellor (External Engagement).

Level 4 –

Do not travel

The security situation is extremely dangerous. This may be due to a very high threat of terrorist attack, widespread armed conflict and or dangerous levels of violent crime.

A UQ traveller must not travel to these destinations, unless explicitly approved by a member of the VCC, currently Deputy Vice-Chancellor (External Engagement).

No advice issued

For some countries and regions, DFAT does not issue a full travel advisory. The UQ traveller should research the destination and complete appropriate risk assessment documentation.

Destination must be approved by the appropriate USMG member, currently Deputy Vice-Chancellor (External Engagement).

7. Travel Bookings

The UQ traveller must book their travel through the UQ preferred supplier, Campus Travel.

Travel bookings can be made either via the Online Booking Tool or directly through the Campus Travel team email uq@campustravel.com.au.

University travel should be booked as early as possible to obtain the most cost-effective rates.

By booking travel through the preferred supplier, Campus Travel, the UQ traveller's business unit or project will not pay travel booking fees. The booking fees will be absorbed centrally.

The exceptions to booking through Campus Travel are:

  • if Campus Travel cannot beat or match the conference package offered then the UQ traveller can book directly with the conference organiser; or
  • if the University travel is wholly funded by an external source which mandates the use of their own travel agent. In most cases the UQ traveller should be able to book through Campus Travel and invoice the external source for the cost.

7.1 Air travel

The UQ traveller should select the most direct and economical airfare available at the time of booking (Best Fare of the Day) while also meeting the business requirements of the UQ traveller.

If Best Fare of The Day is not selected, the UQ traveller may be asked to provide a reason and the lost savings will be reported to the University.

Utilisation of the ‘Best Fare of the Day’ must override all personal airline preferences and/or accrual of frequent flyer points.

Non-flexible fares should be used, where possible.

Unused airfare credits (credits on hold) must be used for subsequent bookings, where possible.

7.2 Class of travel

Domestic air travel must be booked at Economy class (except for Senate members who are not UQ staff or students).

International air travel must be booked at Economy class except for the following:

  • If the flight is more than 7 continuous hours then the Chancellor, Deputy Chancellor, members of USMG and UQ travellers undertaking duties as a Senate member, may book to travel at Premium Economy class or Business class.
  • The appropriate USMG member may use their discretion to authorise a UQ traveller to travel at Premium Economy class or Business class for flights greater than 7 continuous hours.
  • Where the UQ traveller's employment contract expressly specifies otherwise.

7.3 Upgrading class of travel

If a UQ traveller wishes to upgrade air travel to a higher class than what was approved, they must do so with their own personal funds or loyalty/frequent flyer points. This can be arranged through the Campus Travel team.

7.4 Accommodation

All accommodation should be booked through the preferred supplier, Campus Travel, either via the Online Booking Tool or directly through the Campus Travel team, to access the UQ negotiated accommodation discounts.

Accommodation should be booked at the same time as airfares to reduce the booking fees paid by the University.

If Campus Travel cannot beat a conference package pricing UQ travellers may book accommodation through the conference organiser.

Campus Travel are able to book non-commercial accommodation providers such as Airbnb. The UQ traveller is required to agree to the terms and conditions of the non-commercial accommodation provider when the booking is made. The agreement is between the UQ traveller and the non-commercial accommodation provider, not the University. When booking through non-commercial accommodation providers such as Airbnb, the UQ traveller should be aware of the risk that the accommodation may not be adequate on arrival and alternate lodgings may be required.

When undertaking field work and research trips that involve non-commercial accommodation such as camping, the details of this activity should be considered under PPL 2.30.09b Work Off-Campus - Procedure.

If the UQ traveller elects to arrange private accommodation (such as staying with friends, colleagues or family) the University will not pay accommodation expenses.

7.5 Car hire

The UQ traveller should consider car hire when driving is more cost-effective than other forms of transport, when travelling with other travellers or transporting large materials. The UQ traveller must observe all traffic laws and will be personally liable for any breaches of those laws (including parking and speeding offences).

7.6 Ground transport

The University encourages the use of public transport when it is economical, safe and practical. When public transport is not feasible, taxi services may be used for short duration trips.

Alternative forms of transport, such as Uber, may be used. The UQ traveller must agree to the terms and conditions of the transport provider. The agreement is between the UQ traveller and the transport provider, not the University. The UQ traveller should be aware of the risk of alternative forms of transport possibly not being adequate and needing to find other means of transport.

8. Travel Safety and Security

8.1 Emergency assistance

In the event of an emergency it is important to first contact the local emergency response agencies.

A UQ traveller is provided assistance while travelling through the UQ insurance provider, Chubb Assistance. If assistance is required:

  • Travel emergency 24/7 contact

Call Chubb Assistance +61 2 8907 5995 (quote policy number 01PP529201). Reverse charges are available.

The University strongly advises the UQ traveller to keep the Chubb phone number and the UQ insurance policy number with them at all times while travelling.

  • Travel changes after hours assistance

Call Campus Travel +61 7 3393 8855 (calls from overseas) or 1300 662 703 (calls from within Australia).

Campus Travel can be contacted 24 hours a day, 365 days of the year.

8.2 Keeping in contact with the University

While travelling, the UQ traveller must provide their contact details to their Supervisor. It is strongly recommended that the UQ traveller keep in regular contact with their Supervisor, particularly if changes occur to the original travel plan.

9. Travel Expenses

The UQ traveller must spend University funds in a reasonable and publicly defensible manner. The University will not fund any expenses on days deemed as private during the University travel.

The UQ traveller must comply with PPL 9.45.06 Hospitality Policy regarding the use of University funds for hospitality and entertainment.

9.1 Types of costs covered

The University will fund reasonable travel costs including:

  • Air travel (e.g. commercial airlines, charter aircraft, airport taxes and fees)
  • Accommodation (e.g. hotels, hostels)
  • Non-commercial accommodation (e.g. camping grounds, Airbnb)
  • Ground transportation (e.g. hire car, taxi, bus, Uber, train)
  • Other modes of transport (e.g. ferry)
  • Meals (includes groceries for self-catered accommodation)
  • Conference or function packages (packages may include accommodation, meals etc.)
  • Incidentals (e.g. parking, public transport, water, coffee, tea)
  • Other items (e.g. internet, laundry, visas, vaccinations) – depending on the nature of the travel and time spent away from home.

9.2 Payment methods - prior to travel

The University’s preferred supplier, Campus Travel, manages travel bookings for the University including flights, accommodation, car hire, some ground transport (e.g. rail passes) and some other travel services such as visas.

By booking travel through Campus Travel, the UQ traveller’s business unit or project will not pay travel booking fees. The booking fees will be absorbed centrally.

The payment method to Campus Travel is listed in order of preference below:

  • UQ Travel Account (applicable to domestic bookings made in the Online Booking Tool)
  • UQ Corporate Credit Card
  • Purchase Order
  • Travel Card (see below).

9.3 Payment methods - while travelling

The payment method for expenses incurred whilst travelling is listed in order of preference below:

UQ Travel Allowance

Domestic and international travel allowance is available to cover the costs of meals and incidentals per overnight stay while on University travel (see Section 9.4 Travel allowances).

Actuals

  1. UQ Corporate Credit Card

A frequent UQ traveller should consider applying for a UQ Corporate Credit Card. For more information on the UQ Corporate Credit Card application and card management refer to PPL 9.40.02 Corporate Credit Cards.

  1. Reimbursement

A UQ traveller can claim reasonable out-of-pocket expenses, with appropriate supporting documentation. For more information on the reimbursement process refer to PPL 9.45.03 Expense Claims.

  1. Travel Card

A ​UQ traveller can apply for a Travel Card (a debit card with a pre-determined cash load) if they:

  • aren't eligible for a UQ Corporate Credit Card;
  • are a UQ student; or
  • are travelling to a cash-only economy.

For more information on the Travel Card application and card management refer to PPL 9.43.03 Travel Cards.

9.4 Travel allowances

Travel allowance is for meals and incidentals per overnight stay while travelling on University business. Travel allowance will paid in lieu of actual expenditure on meals or incidentals.

Specifically, travel allowance will apply to:

  • Meals (food and drink for breakfast, lunch and dinner)
  • Expenses incidental to travel such as: morning and afternoon tea, snacks, drinks (coffee, tea etc.), public transport, gratuities, phone or internet charges, laundry.

Travel allowance should only be claimed if the UQ traveller expects to fully spend the amount received on meals and incidentals.

UQ Corporate Credit Card holders will be eligible to claim for travel allowance.

Travel allowance does not require travellers to collect receipts for meals or incidentals, unless submission of receipts is required to comply with granting agency regulations.

The travel allowance rates can't be adjusted however University business units may opt to pay actuals for the entire trip rather than the travel allowance.

If the business unit opts to pay actuals, the UQ travel allowance rates should be used as a guideline for appropriate actual expenditure on meals and incidentals during travel.

Travel allowance will not be paid:

  • If meals are fully provided for during any travel days (i.e. paid for by an external organisation or as part of a conference package).
  • If actual expenditure on meals and incidentals using UQ funds was used during any travel days of the trip.
  • On any days of private travel.

A UQ traveller who is found to have taken a travel allowance and also claimed actuals must repay the University the travel allowance and appropriate actions will be taken for material and/or repeated breaches.

9.4.1 Domestic travel

The domestic travel allowance rate is $85 per overnight stay while on UQ business travel. The domestic travel allowance rate applies to all locations in Australia.

UQ staff can apply for a domestic travel allowance through the Expense Management System (ProMaster) by logging in and creating an expense claim. UQ staff will be paid $85 via their personal bank account for meals and incidentals per overnight stay while on UQ business travel.

9.4.2 International travel

The standard travel allowance rates for international travel can be determined by completing the International Travel Allowance Calculator, maintained by Finance and Business Services.

International travel allowance can be loaded onto Travel Cards through the International Travel Request in UniFi.

International travel allowance rates for international travel are outlined below:

Country Cost Group

Daily Allowance

Country Cost Group 1

$60

Country Cost Group 2

$85

Country Cost Group 3

$115

Country Cost Group 4

$130

Country Cost Group 5

$170

Country Cost Group 6

$200

Note: Country Cost Group for international travel is based on the Australian Taxation Office (ATO) country groups.

10. Associated Private Travel

10.1 Dual purpose travel approval

If the UQ traveller takes any private days during University travel, this is considered dual purpose travel.

If dual purpose travel is planned, the UQ traveller must complete either the Dual Purpose Travel Calculator - Domestic or the Dual Purpose Travel Calculator - International, prior to booking travel. The appropriate calculator must be attached when seeking approval to travel.

Dual purpose travel is allowed only when specifically authorised by the travel approver.

For more information refer to the UQ Dual Purpose Travel Guide.

10.2 Dual purpose travel and FBT

An FBT liability arises when the University pays for costs associated with private travel (including flights, transport, accommodation, meals and incidentals). If the appropriate dual purpose travel calculator determines the private component of the trip is not merely incidental to the business component of the University travel, then an FBT liability arises.

The UQ traveller must personally pay the cost of any private travel components, including airfares, in order to eliminate any FBT liability to the University.

It is the UQ traveller's responsibility to negate the FBT liability to the University prior to booking travel.

The private travel component of dual purpose travel must not be paid for using University funds.

For more information, refer to the UQ Dual Purpose Travel Guide.

10.3 FBT liability approval

The University will not fund any travel that creates an FBT liability, unless approved otherwise in advance by the CFO.

In exceptional circumstances, the CFO may approve private travel undertaken by a UQ traveller. The FBT will be charged to the same organisational unit as the original travel expenditure.

11. General Provisions

11.1 Travel insurance

Automatic travel insurance coverage applies to a UQ traveller on approved University travel, who is more than 50kms from their normal place of residence or business premises.

For more information regarding UQ travel insurance coverage, claims and exclusions, refer to the Staff Travel Insurance Policy Summary or the Student Travel Insurance Policy Summary.

11.2 Passports

When planning international University travel, the UQ traveller must ensure they have a current passport with a sufficient validity period remaining. Some destinations require a minimum validity period beyond the planned date of exit. If unsure, the UQ traveller should contact the consulate office of the country they plan to visit.

The UQ traveller should be aware some countries place restrictions on travellers who have travelled to certain countries. UQ’s preferred supplier, Campus Travel, can advise on destinations that may require some additional requirements before booking.

The University will not cover the cost of obtaining a passport unless approval is provided by the Head of organisational unit. This may result in an FBT liability. It is the UQ traveller's responsibility to negate the FBT liability to the University.

11.3 Travel visas

When travelling to international locations a UQ traveller may be required to apply for a visa to enter a specific country. The traveller should seek advice and apply for a Visa online through CIBTvisas or contact Campus Travel.

Prior to trip departure the UQ traveller must ensure they have the correct visa documentation to enter other countries and perform the required business activities.

The University will cover the cost of obtaining visas for a UQ traveller undertaking University travel that is solely for business purposes.

11.4 Medical advice and vaccinations

The University encourages the UQ traveller to seek medical advice prior to travelling overseas.

The cost of vaccinations and other precautions recommended as a result of seeking such advice will be refunded by the University to the extent that the UQ traveller is out-of-pocket. The UQ traveller must seek Medicare and/or private medical cover reimbursement before seeking the balance from the University.

11.5 Travel diary

11.5.1 Domestic travel

The UQ traveller is required to complete a travel diary (embedded in the Dual Purpose Travel Calculator - Domestic) when the University travel exceeds five consecutive nights and includes private day/s. If the University travel is solely for business purposes (no private days are taken), a travel diary is not required.

Weekends where the UQ traveller is on University travel the preceding Friday and the following Monday, are not considered private days.

Travel diaries must be stored locally for five years to meet audit and ATO requirements.

11.5.2 International travel

A travel diary is required to be completed if the UQ traveller undertakes University travel that exceeds five consecutive nights.

A travel diary can be completed in the UniFi International Travel Finalisation. Alternatively the travel diary document can be completed and stored locally for five years to meet audit and ATO requirements.

11.6 Loyalty programs and points

Participation in supplier loyalty programs is the UQ traveller's choice, therefore the UQ traveller is personally responsible for the payment of any membership fees.

Utilisation of the 'Best Fare of the Day' must override all personal airline preferences and/or accrual of frequent flyer points.

The UQ traveller is able to accrue points resulting from University travel.

Loyalty and frequent flyer programs must not be paid using University funds.

11.7 Airline lounge memberships

Airline lounge memberships (e.g. Qantas Club or Virgin Australia Lounge) are at the personal cost of the UQ traveller.

The Head of organisational unit may use their discretion to authorise the cost of lounge membership to be covered by the University if the UQ traveller travels frequently (i.e. at least five times a year).

If authorised by the Head of organisational unit the Airline Lounge Membership Use of University Funds Approval Form must be completed before purchasing or renewing the airline lounge membership.

Memberships may only be purchased or renewed for a 12 month period.

Custodians
Director, Governance and Risk
Mr Suresh Chand
Custodians
Director, Governance and Risk
Mr Suresh Chand