Student Travel and Expenses Procedure

1. Purpose

1.1 The Student Travel and Expenses Procedure (the procedure) supports the implementation of, and should be read in conjunction with, the Student Travel and Expenses Policy (the policy).

2. Scope

2.1 The scope of the policy applies to this procedure.

3. Principles

3.1 The principles outlined in the policy apply for this procedure.

4. Procedure statements

Approving university travel

4.1 Students must not undertake any travel before it is approved. Travel that is not approved is not categorised as university travel and is not covered or supported by UTS. All required information must be provided before approval and submitted in line with the policy and this procedure.

4.2 Domestic and international travel must be booked via a university preferred provider. Students must:

1. complete a travel approval form (available at Student travel forms (SharePoint)) and have it approved in line with the policy, and
2. get quotes, which reflect the lowest logical airfare, from the university's preferred providers.

4.3 Based on risk level ratings from the Department of Foreign Affairs and Trade (DFAT), university travel will be approved as follows.

1. Local university travel: Approved by heads of school or associate deans.
2. International university travel (low risk) (DFAT levels 1 and 2): Approved by heads of school or associate deans.
3. International university travel (high risk) (DFAT level 3): Approved by deans or directors.
4. International university travel (high risk) (DFAT level 4): Approved by the Provost in line with the policy.

4.4 Staff approving university travel must ensure that all the necessary details and approval steps are complete in advance of approval. Once approval is granted, university travel may be booked.

Booking flights

4.5 Students (and staff approving travel) must ensure the lowest logical fare is achieved when approving university travel by taking the following steps: 

1. book flights in line with the policy 
2. avoid flexible fares where certainty of travel is known 
3. if flexibility is required, consider a less flexible fare to the destination and a flexible fare on return 
4. use preferred providers 
5. ensure there is minimal delay in sending the approved travel approval form to the preferred provider.

4.6 Flight bookings should be made as far in advance as possible using a safe and reliable airline via the most practical route possible using the lowest logical fare as follows. 

1. Domestic and trans-Tasman travel bookings should normally be made a minimum of 21 days in advance of departure. 
2. International travel bookings should normally be made a minimum of 60 days in advance of departure.

4.7 Students may gain points with their frequent flyer programs and/or use their personal frequent flyer points to upgrade flights only where the choice of airline and/or upgrade does not compromise the university’s lowest logical fare requirements.

Booking accommodation

4.8 Accommodation should be booked in conjunction with the airfare booking via a UTS preferred provider. This streamlines the payment process and ensures all travel related information is registered with International SOS.

4.9 Hotel accommodation should be comparable to Australian 3 or 4 star rating and provide a safe environment located near the student’s place of study. Room rates should be reasonable considering the city/region being visited (for example, an AUD$100 a night hotel in Hanoi would be extravagant but in London an AUD$100 a night hotel is likely to be substandard).

4.10 On extended stays, students may consider a serviced apartment for better value and greater convenience.

4.11 When attending conferences students may consider choosing from the associated conference package so long as it is in line with the policy and this procedure.

4.12 Hotel membership or loyalty fees will not be funded by UTS. Students who use hotel membership or loyalty fees to pay for preferred accommodation while on university travel will not be reimbursed for the value of the accommodation.

4.13 Staying with friends and/or family is permitted for students on university travel but must be approved in line with the requirements outlined in the travel approval form (available at Student travel forms (SharePoint)).

Ground transport and transfers

4.14 When considering modes of transport, students should provide a reason for their choice of transfers (train, taxis, car hire or other), using a UTS preferred provider and taking into consideration the university’s lowest logical fare requirements.

4.15 If hiring a vehicle overseas, students should select a local provider offering a suitable vehicle at a reasonable price (and review the terms and conditions before confirming a booking). Additional insurance on overseas rentals may be necessary depending on the kind of cover provided (refer also Insurance (SharePoint)). Contact the tax and insurance unit for further information.

4.16 Use of rental cars, taxis, shuttle services or public transport may be considered for university travel as an approved part of the travel arrangements on the travel approval form (available at Student travel forms (SharePoint)).

Health, safety and risk management

4.17 UTS has incorporated the following risk management provisions into its travel approvals and processes for students. 

1. Travel booked with UTS preferred providers ensures automatic registration with International SOS/UTS global assistance program. International SOS (UTS’s preferred provider for medical, health and security services) works with UTS’s preferred providers to ensure all travel data is captured and registered for students undertaking university travel. In the event of an emergency, International SOS can locate and provide emergency assistance to students. Students can access their International SOS emergency card online. 
2. Travel approvals consider travel advice ratings provided by DFAT with permissions required for high-risk travel (refer the policy and the Delegations). 
3. Students undertaking international travel must complete an overseas travel pre-departure checklist (available at Overseas travel: Risk management) before travel. 
4. Students undertaking research as part of their travel must comply with the conditions of travel as outlined in the policy. 
5. Students undertaking fieldwork while on university travel should follow the Fieldwork Guidelines (PDF) (available at Fieldwork).

4.18 Students must: 

1. monitor and adhere to the relevant DFAT travel advice and any direction from the university (including managers, supervisors or travel approvers) before and during their university travel 
2. familiarise themselves with the information provided at Health, safety and wellbeing management, particularly in relation to Work and study off-campus and Preventing injury and illness 
3. ensure that all inoculations, immunisations, visas and other travel requirements are acquired or organised before university travel 
4. report any incident that occurs while on university travel in Hazard and Incident Reporting Online (HIRO) as soon as possible.

4.19 In addition to local consular support, the International SOS/UTS global assistance program provides assistance while travelling overseas, including 24/7 support, medical advice, access to counselling sessions and case management support. Students can also access general information and support services at Support.

Travel insurance, passports and visas

4.20 UTS’s corporate travel insurance is comprehensive but does include some limitations (refer UTS travel insurance) and may not cover specific countries or countries with a high-risk rating. Students should ensure they are covered as part of the travel approval process.

4.21 Students are responsible for arranging their own travel insurance for any associated personal travel.

4.22 Students must have a valid passport (a minimum validity of 6 months is preferred) and any visas required for their intended travel in line with the policy.

Payment for university travel and expenses

4.23 When booking university travel through a UTS preferred provider, the signed travel approval form (available at Student travel forms (SharePoint)) provides the information required for the travel company to invoice UTS each month. The specific travel funds will then be recovered from the budget area indicated on the form.

4.24 The preferred method of travel-related payment for students is normally via reimbursement on the payment request form (available at Student travel forms (SharePoint)). Travel expenses for students undertaking university travel are outlined in the policy and Appendix 1.

Complaints

4.25 Any issues, complaints or other feedback regarding the performance of the university's preferred providers should be emailed to the UTS travel manager.

Breaches

4.26 A breach of this procedure is considered a breach of the policy.

5. Roles and responsibilities

5.1 Procedure owner: The Chief Financial Officer is responsible for enforcement, compliance and approval of this procedure.

5.2 Procedure contact: The Head, Shared Services, Finance Unit is responsible for the implementation of this procedure and acting as a primary point of contact for advice on implementing its provisions.

5.3 Implementation and governance roles: Implementation and governance roles are outlined in section 5 of the policy.

6. Definitions

These definitions apply for this procedure and are in addition to the definitions outlined in the policy and in Schedule 1, Student Rules. Definitions in the singular also include the plural meaning of the word.

Domestic travel is defined in the Staff Travel, Expenses and Credit Card Policy.

International travel is defined in the Staff Travel, Expenses and Credit Card Policy.

Lowest logical fare is defined in the Student Travel and Expenses Policy.

Approval information

Procedure contact	Head, Shared Services, Finance Unit
Approval authority	Chief Financial Officer
Review date	2028
File number	UR20/50
Superseded documents	Travel Guidelines 2012 (UR10/425)

Version history

Version	Approved by	Approval date	Effective date	Sections modified
1.0	Deputy Vice-Chancellor (Resources)	23/12/2019	24/02/2020	New procedures.
1.1	Vice-Chancellor	28/04/2022	28/04/2022	Ownership changes and updates to reflect portfolio realignment under Fit for 2027 project.
1.2	Director, Governance Support Unit (Delegation 3.14.1)	23/11/2022	20/12/2022	Minor clarification to student wellbeing provisions as part of the new Sexual Harm Prevention and Response Policy.
2.0	Chief Financial Officer	23/04/2024	02/05/2024	Full review.

References

Fieldwork Guidelines (available at Fieldwork)

Health, safety and wellbeing management

International SOS/UTS global risk management and assistance program

Overseas travel pre-departure checklist (available at Overseas travel: Risk management)

Support

Staff Travel, Expenses and Credit Card Policy

Student Travel and Expenses Policy

Student travel forms (SharePoint)

UTS Delegations

UTS Hazard and Incident Reporting Online (HIRO)

UTS Travel Insurance

Appendix 1. Allowable and non-allowable travel expenses and reimbursements

Business expenses

The following items are allowable business expenses:

• Necessary health examinations, inoculations, vaccinations
• Necessary visas and consulate fees
• Postage, photocopying, printing
• Necessary laundry or dry cleaning (while travelling): Students away for more than five nights or in difficult climates are expected to need to use laundry or dry cleaning services
• Business calls and reasonable business internet use
• Corporate gifts (refer Entertainment Policy): Allowable by negotiation with the dean or director before departure.

The following items are non-allowable business expenses:

• Passport

Travel expenses

The following items are allowable travel expenses:

• Meals: Allowable by negotiation with the dean or director before departure
• Compulsory exit and entry fees
• Transport costs
• Porter fees and airport trolley hire
• Tipping (refer Entertainment Policy)
• ‘No-show’ charges for hotel or car hire (permissible in extenuating circumstances).

The following items are non-allowable travel expenses:

• Rental car upgrades
• Parking tickets or traffic violations.

Finance expenses

The following items are allowable finance expenses:

• Currency exchange rate fees/commissions.

The following items are non-allowable finance expenses:

• Interest charges on personal credit cards.

Personal expenses

The following items are allowable personal expenses:

• Necessary medical attention from a local doctor
• Reasonable personal phone calls
• Bottled water, soft drinks.

The following items are non-allowable travel expenses:

• Clothing or toiletry items
• Expenses related to vacation or personal days (taken before, during or after a business trip)
• Hairdressers
• Magazines, books, newspapers, personal reading materials
• Alcohol including minibar (one glass of wine or beer is permitted with lunch and evening meal)
• Movies (for example, hotel in-house movies)
• Personal accident insurance
• Personal vehicle (maintenance or repairs)
• Personal entertainment, including sports events
• Personal travel or property insurance
• Personal internet use
• Personal telephone calls in excess of reasonable calls home
• Souvenirs or personal gifts.