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Overseas Travel

Overview

Overseas travel by staff and students is a routine part of UTS operations. Risks to wellbeing, personal safety and security whilst travelling overseas (e.g. due to civil unrest, natural disaster, infectious disease or conducting hazardous work) must be effectively and systematically managed.

UTS has integrated health and safety risk management into the travel approval processes to fulfil its duty of care towards staff and students while travelling.

As a UTS traveller, you have access to the services of International SOS. International SOS are a multinational organisation that can provide you with pre-departure medical and security advice on the countries you are visiting. This includes information on the risks associated with the particular country, cultural information and more. International SOS also can provide language translation services, ground transport information, vaccinations required, and referrals to doctors.

Before travel, download the International SOS mobile app and visit the International SOS travel safety portal. This should be your first port of call for up to date alerts on safety and security while in-country. If you need more information or in the event of a medical or security emergency always remember to contact International SOS on +61 2 9372 2468.

UTS has corporate travel insurance for UTS staff and students on approved travel.

Risk management

PRIOR TO TRAVEL

  • View the International SOS web portal (opens an external site) to check of latest health, security and safety risks of your destinations
  • Staff must complete the Overseas Travel Pre-departure Checklist (PDF ) that covers:
    • A clear justification as to why overseas travel is required and that travel is currently permissible to the destination
    • Installation of International SOS app on travellers mobile phone (opens an external site)
    • Requirement to obtain a pre-travel health assessment from your treating medical practitioner to clear for travel (copy to UTS supervisor) where the traveller has a pre-existing medical condition
    • Contingency measures if you become stuck overseas at short notice
  • Staff must register travel details to receive the latest safety/security alerts and allow them to be contacted in case of emergency by:
    • booking trips through UTS Concur travel and expenses system.
    • use TripIt phone app (available from Concur site) to register any extra legs of journey and extra accommodation.
    • use TripIt to register any travel booked outside of Concur.
  • Staff should complete the UTS Overseas Travel eLearning module. This 15-minute module lays out matters to consider when undertaking UTS travel overseas. 
  • Students must register travel details by:
    • registering your details with International SOS MyTrips (opens an external site) before departure. MyTrips guide is linked under the Resources heading below, or
    • booking through our preferred travel agents, CTM or Anywhere Travel.
  • You must read the International SOS Pre-trip Advisory email, sent to you prior to travel, to check on the latest safety and security updates for your travel destination.
  • If you are a staff member travelling to a destination flagged as a Riskline “high-risk” destination by the Concur system, then you must complete the Overseas Travel Risk Assessment Form (PDF ) for approval. This will require you check and note the Smartraveller travel advisory level of your destination. You should also register your trip with Smartraveller.
  • Please also refer to the guide Pre-travel Tips for Safe and Secure Travel (PDF) for tips to help with your travel.
  • Review UTS Cybersecurity travel tips at least two weeks before travelling overseas.

DURING TRAVEL

  • UTS travellers have 24/7/365 access to International SOS services. If you need help, or in case of an emergency, call the International Assistance centre through the Assistance App (opens an external site) by pressing the phone icon at the bottom of the screen. This uses wifi so cell connection is not required.  You can also access the International SOS portal (opens an external site) for more contact details.
  • If you have an accident or incident while travelling you must notify your UTS supervisor as soon as you can.  The incident must be reported on HIRO (Hazard and Incident Reporting Online). If you need to make an insurance claim, refer to instruction on UTS corporate travel insurance.
  • Students must register or “check-in” all private travel whilst on UTS approved travel. You can do this via the International SOS MyTrips prior to your departure, or you can check-in using the International SOS Assistance app whilst travelling. If you do not check-in your personal travel legs you may not be covered by UTS insurance.

SERIOUS INCIDENT - RESPONSE PROCEDURE

Resources

Resources from International SOS.