• Section 1 - Key Information
• Section 2 - Purpose
• Section 3 - Scope
• Section 4 - Key Decisions
• Section 5 - Policy Statement
• Section 6 - Procedures
• Part A - Need to Travel and Sustainable Travel
• Part B - Risk and Duty of Care
• Part C - Traveller Safety and Security
• Part D - Emergency Procedures
• Part E - Traveller Responsibilities
• Part F - Travel Approver Responsibilities
• Part G - Class of Air Travel
• Part H - Travel Expenses
• Part I - Personal Travel and Accompanied Travel
• Part J - Approved Accommodation
• Part K - Ground Transportation
• Part L - Frequent Flyer Schemes and Business Lounge Membership
• Section 7 - Definitions
• Section 8 - Authority and Associated Information

Section 1 - Key Information

Section 2 - Purpose

(1) The purpose of this policy is to:

1. ensure University travel is necessary, safe and provides value to the University;
2. support the health, safety and wellbeing of travellers;
3. ensure University travel is appropriately approved and managed;
4. minimise financial, legal, reputational and environmental risks; and
5. ensure travel complies with other University policies, guidelines, insurance requirements and applicable laws.

(2) The University is committed to demonstrating leadership on climate change in our research, teaching and operations. Reducing our carbon emissions wherever possible is imperative to meeting our carbon neutral target by 2029. This Policy supports the University’s responsibilities to measure and disclose greenhouse gas emissions associated with business travel, including Scope 3 emissions, in line with applicable sustainability reporting standards.

Section 3 - Scope

(3) This Policy applies to:

1. all University representatives travelling on University Business. University funded travel, including that funded by operating budgets, outside earnings and grants, must follow this Policy.
2. University-related business does not include Outside Studies Programs.

Section 4 - Key Decisions

Section 5 - Policy Statement

(4) University travel must:

1. be necessary and provide a clear benefit to the University;
2. be undertaken safely and responsibly, taking health, safety and security risks including Department of Foreign Affairs and Trade (DFAT) travel advice into account;
3. comply with this Policy and all applicable laws;
4. represent value for money;
5. minimise environmental impacts wherever practical; and
6. protect the University’s people, reputation and resources.

(5) Core travel principles: every traveller, approver and travel arranger shares responsible for ensuring University travel is:

1. Necessary
2. Safe
3. Compliant
4. Financially responsible
5. Environmentally sustainable

Section 6 - Procedures

(6) All staff undertaking travel for University business are required to be aware and abide by all conditions in this Policy and Procedure and the Travel Guidelines for Staff available from the Business Travel intranet.

(7) The University is committed to reducing greenhouse gas emissions associated with business travel. Staff are expected to avoid unnecessary travel, select lower-emission travel options where practicable and minimise the environmental impact of travel while meeting legitimate business requirements.

(8) Before planning any travel, staff should consider alternative options to travel including videoconferencing and where possible, reduce carbon emissions by taking sustainable travel alternatives such as trains, trams, coaches, buses, University fleet or rental hybrid or electric vehicles.

(9) Staff can use the ICAO (International Civil Aviation Organisation) Carbon Emissions Calculator (CEC) and Cornell Hotel Sustainability Benchmarking Index (use Measure 1: HCMI Room Night Emissions kgCO2e) (or similar tools) to calculate the flight and accommodation related carbon emissions for each trip.

(10) Individuals providing services under contract to the University should refer to their contract travel provisions before enacting this Procedure and associated Policy and Guidelines.

Part A - Need to Travel and Sustainable Travel

(11) Before approving University-funded travel, the traveller and Financial Delegated Approver must be satisfied that: 

1. the travel is necessary to achieve a legitimate University business purpose;
2. the expected benefits justify the cost of travel; and
3. reasonable alternatives, including virtual engagement, have been considered.

Sustainable Travel Decision Framework

(12) Where travel is required, travellers must apply the following hierarchy when planning their trip:

1. Avoid – Do not travel where the business objective can reasonably be achieved through virtual engagement 
2. Substitute - Where travel is necessary, select the lowest-emissions mode of transport that meets operational requirements (e.g. rail, public transport, or University fleet electric or hybrid vehicles).
3. Reduce - Staff must minimise travel-related emissions by:
   1. reducing the number of trips,
   2. selecting direct routes and efficient itineraries, and
   3. consolidating multiple business purposes into a single trip where practicable.
4. Optimise - Where multiple travel options remain, select the option that delivers the lowest greenhouse gas emissions while representing value for money and meeting business requirements.

(13) The financial Delegated Approver must be satisfied that the Sustainable Travel Decision Framework has been applied before approving the PTA.

(14) When planning a trip, travellers must:

1. choose a direct flight where possible;
2. check alternative airlines’ reported emissions for the most direct route;
3. pack lightly; and
4. set a personal target to lessen their footprint for their next trip.

(15) Air travel must not be used where the destination can reasonably be reached by rail or other equivalent ground transport within four (4) hours unless:

1. there is a documented business, operational, safety or accessibility reason; and
2. the justified is recorded in the Pre-Trip Approval and approved by the Financial Delegated Approver.

(16) Where emissions cannot be avoided or reduced, the University may apply carbon offsets in accordance with its approved carbon management framework. Carbon offsets will be procured centrally by the University using recognised and verified offset standards.

(17) Individual travellers must not independently procure offsets.

Part B - Risk and Duty of Care

(18) The safety of travellers is the University’s highest priority.

(19) Before booking international travel, travellers must review the DFAT advice for every country, city and airport on their itinerary, including transit locations.

(20) University travel must not include travel to, or transit through, a DFAT Level 4 (Do not Travel) destination.

(21) Travel to a DFAT Level 3 (Reconsider your need to travel) destination may only occur after additional written approval of a Senior Executive Group member and a risk assessment by the line manager; Senior Manager; travel office or insurance office.

(22) Where DFAT does not currently issue a travel advisory for a destination, the University must undertake its own risk assessment using alternative sources of information, including local conditions, travel health advice, insurance requirements, and travel advisories issued by other reputable government agencies.

(23) For all High Risk Travel, Fieldwork Safety Risk Assessment Form and upload it to the Pre-Trip Approval form in the University’s booking tool.

(24) If travel advice changes before departure, travellers must stop and seek further approval from their Senior School Manager or financial travel approver before continuing with their travel plans.

(25) If travel advice changes while travelling, travellers must follow advice from a University Senior Executive Group member, DFAT and/or emergency authorities.

(26) The University may cancel, postpone or amend travel where the safety of travellers cannot be reasonably assured.

(27) Travel to DFAT Level 4 rated destinations is outside the University risk appetite and would constitute a failure of the University’s duty of care to staff and students. When a request is submitted to travel to a DFAT Level 4 rated country, the system will automatically notify the financial delegate approver, and the trip request will be rejected.

(28) All University funded travel must be booked through the University’s contracted travel service provider and initiated through the University’s travel booking tool unless an approved exception applies as outlined in Part J (Approved Accommodation) and Part K (Ground Transport Alternatives) of this Policy.

(29) Airfares and accommodation booked through the University’s contracted travel service provider must:

1. represent value for money and be booked at the best available fare or rate at the time of booking, taking into account the traveller’s health, safety, wellbeing, business requirements and the practicalities of the traveller’s schedule;
2. booked through the University’s travel booking tool as early as practicable to maximise cost savings. It is recommended to make optimal booking for all airfares is at least 3 weeks prior to departure.

(30) University-related business does not include Outside Studies Programs. Outside Studies Program is designed to encourage and support academic staff in focusing on research and scholarship by providing them with a dedicated period free from regular duties. For details on criteria and how to apply for Outside Students Program refer to the Outside Studies program for Academic Staff Policy (OSP travel and accommodation does not need to be booked via the University’s travel service provider but we recommend a Pre-Trip Approval to be submitted for approval so the University has a record of the traveller’s travel details).

(31) Refer to the Travel Guidelines for Staff for more information.

Part C - Traveller Safety and Security

(32) All travellers must comply with clause (19).

(33) All travellers must take reasonable steps to protect their own health, safety and security while travelling on University Business:

1. act responsibly, make sensible decisions, and avoid unnecessary risks that could affect their own health, safety and wellbeing and the safety of others, while travelling on University business;
2. avoid activities, situations or behaviours that could reasonably place themselves or others at unnecessary risk;
3. follow local laws and directions from emergency services and government authorities;
4. follow reasonable safety directions issued by the University
5. monitor official travel and safety advice before and during travel;
6. promptly report any serious incident or safety concern to the University as soon as reasonably practicable;
7. maintain contact with the University during significant emergencies where practicable.

(34) Before travelling internationally, travellers should familiarise themselves with the destination's laws, local customs, health requirements and safety risks. Travellers must comply with the laws of the countries they visit and regularly review the latest advice on the Australian Government's Smartraveller website before and during their trip. If the travel advice or risk level changes, travellers must reconsider their travel plans and seek further advice from the University before continuing.

(35) Some travellers may face additional risks depending on their personal circumstances or the destination they are visiting. Travellers should consider whether they require additional planning or support and refer to the Travel Guidelines for further information.

(36) Number of Staff in Same Aircraft/Vehicle:

1. it is preferable that no more than three (3) La Trobe Senior Executive Group Members may travel together on the same flight either domestically or internationally;
2. it is preferable that no more than five (5) La Trobe University staff may travel together on the same flight either domestically or internationally;
3. it is preferable that no more than 50% of a department’s staff may travel together in the same flight/vehicle at the same time.

Travel to DFAT 3 destinations:

(37) For travel to DFAT Levels 3 rated countries, prior to travel:

1. travellers must contact the Insurance Office to ensure they are covered by the University’s travel insurance (insurance@latrobe.edu.au) to assist with their decision making process;
2. when submitting the Pre-Trip Approval request, written confirmation from the insurance office must be attached and the Financial Delegate Approver must carefully consider (in consultation with their SEG member) whether it is necessary to travel on behalf of the University to a DFAT Level 3 rated destination;
3. if a country is rated DFAT Level 3 but has areas that are rated DFAT level 4, then written approval from a SEG member must be attached to the travel request in the travel booking tool.

(38) If the DFAT travel advisory rating changes to a higher level (DFAT Level 3 or Level 4) for any destination on the approved itinerary before departure, the traveller must immediately notify their Financial Delegate Authoriser and insurance office. The University will reassess the risks and determine whether the travel may proceed. Travel must not proceed where any destination or transit location on the itinerary is subject to a DFAT level 4 advisory.

(39) Where travel has already commenced and the DFAT risk rating changes to a higher level (Level 3 or Level 4), the traveller must immediately contact their relevant Financial Delegate Authoriser and the Insurance Office and seek recommendation to continue their travel. The Financial Delegate Authoriser will contact their relevant SEG member to seek recommendation on whether the travel will continue or not.

Part D - Emergency Procedures

(40) The University is committed to supporting the health, safety and wellbeing of staff travelling on approved University business. Travellers are responsible for taking reasonable steps to protect their own safety and must familiarise themselves with emergency procedures and contact information before departure.

(41) In the event of an emergency or where there are concerns for a traveller's immediate health or safety, the traveller must:

1. contact the relevant local emergency services (000 in Australia or the equivalent emergency service in the country of travel);
2. follow the advice of local authorities and the Australian Government's Smartraveller website (where applicable);
3. notify their manager or travel approver as soon as it is safe to do so; and
4. contact the University's travel insurer's emergency assistance service for medical, security or travel-related support, in accordance with the information provided on the Insurance Office Travel webpage.

(42) Travellers are expected to ensure that emergency contact details, including the University's travel insurer's emergency assistance service details, are readily accessible on their mobile devices.

(43) Where a significant incident occurs that may affect the traveller's health, safety or ability to continue their travel, the traveller must notify the University as soon as practicable so that appropriate support and business continuity arrangements can be implemented.

Part E - Traveller Responsibilities

(44) Every traveller must before Travel:

1. complete all required information in the travel booking tool (name as shown on passport; DOB; Passport details; Emergency contacts; mobility requirements; Loyalty programs; travel preferences) in Travel booking platform before submitting a Pre-Trip Approval;
2. ensure they hold a valid passport that meets the entry requirements, including minimum validity periods, for all countries and transit points on their itinerary. Passport costs are a personal expense and are not covered by the University;
3. assess and ensure they are fit to travel and where required, obtain medical “fit for travel” certificate from their GP no less than a week prior to the travel departure date;
4. obtain the necessary vaccinations/medications required for their travel destination at their own expense;
5. complete a Fieldwork Safety Risk Assessment Form where required;
6. plan their travel carefully and ensure they make informed decisions about their own safety;
7. review the “Before You Go” page on the Smartraveller website for advice in planning and prior to departure on their trip;
8. check the current DFAT travel advice for every destination, region, city, airport and transit location on their itinerary. Travellers must ensure no part of their journey, including any transit, passes through a DFAT Level 4 destination. Some regions within the same country may have different DFAT travel advice and risk ratings;
9. subscribe to receive Smartraveller updates whilst overseas and/or follow Smartraveller on social media;
10. check whether Australian Government sanctions, laws or restrictions apply to the destination and ensure the proposed travel complies with them;
11. comply with University travel requirements set out in this Policy and the Travel Guidelines;
12. provide accurate itinerary and travel diary details in submitting their Pre-Trip Approval through the University’s booking tool;
13. disclose any personal travel or accompanying family member travel when seeking travel approval. All private costs, including costs for accompany family members are the traveller’s responsibility and must not be charged to the University or paid using a University corporate card.

(45) Every traveller must during travel:

1. monitor Smartraveller travel advice during travel;
2. immediately report significant safety or security concerns to their Manager or appropriate department (Health & Safety, Risk, Insurance, Security);
3. prior to departing on international travel, travellers must notify the University’s banking provider of their overseas travel plans to help avoid disruptions to card access and banking services while travelling;
4. travellers are responsible for arranging access to global roaming (voice and/or data) with IS for La Trobe issued Mobile services before they depart internationally.

Part F - Travel Approver Responsibilities

(46) Domestic and international travel must be approved through the University’s travel booking tool by the appropriate Financial Delegated Approver. Before booking, the traveller must discuss the need to travel and seek approval from their line manager and/or Financial Delegated Approver. The University will only support travel where it is deemed necessary, benefits the University and can be undertaken safely.

(47) Travel approvers for domestic and international travel must:

1. review the travel request and supporting information before either approve or declining the request;
2. consider the purpose of the trip and whether it is justified;
3. consider the relevant DFAT Risk Rating, travel advice, including any health, safety and security risks for the destination and any transit locations;
4. have the correct level of delegated financial authority;
5. ensure the trip cost is within budget;
6. travel approvers must verify that the Sustainable Travel Decision Framework (Part A), has been applied prior to approval;
7. check and approve any FBT liability implications where business and private travel are combined; 
8. ensure annual leave connected with the trip has been approved;
9. ensure the traveller has arranged over for their work and teaching duties while away, including a contingency plan if the traveller is delayed;
10. where travel has already commenced and the DFAT risk rating changes to a higher level (Level 3 or Level 4), the traveller’s Financial Delegate Authoriser will contact their relevant SEG member to seek recommendation on whether the travel will continue or not; and
11. fairly assess staff requests for Premium Economy or Business class travel, consulting with the appropriate Dean or Senior Executive Group member.

(48) If the actual cost of airfares and/or accommodation is higher than the amount approved by the Financial Delegated Approver in the Pre-Trip Approval by:

1. the approved estimated trip amount plus 10%; or
2. the approved estimated trip amount plus $500;
3. the Financial Delegated Approver must review and approve the extra cost before the booking can proceed. The Financial Delegated Approver will be required to approve the variance by email to the travel consultant.

Part G - Class of Air Travel

(49) All domestic travel must be booked in economy class to minimise costs and reduce our carbon footprint unless an approved exception applies.

(50) Flexible class airfares, whether domestic or international, are only permitted when no lower-cost alternatives are available.

(51) Members of the Senior Executive Group (SEG) and the Chancellor may book Business class for flights with a single leg of 8 hours or more.

(52) Premium Economy (or Business Class where the former is unavailable) may be approved for international air travel where:

1. the staff member’s employment contract specifies the class of travel;
2. it is warranted on medical grounds and written approval from a SEG Member is granted;
3. the staff member travels frequently (5 or more times a year) and approval has been given in accordance with the travel Policy and Guidelines on all trips with a single leg of 8 hours or more; or
4. the flight is externally funded.

(53) Where Premium Economy or Business Class flights are selected, the expense must be: 

1. within the Divisional budget; and
2. approved in writing by a SEG member. A written copy of the approval must be attached to the trip request for approval.

(54) Where Premium Economy or Business class flights are selected without prior approval from a SEG member, the staff member will be required to reimburse the University the cost difference between an economy flight and the Premium Economy/Business class fare purchased.

(55) For travel conducted under an external grant, the travel class and cost must comply with the specific requirements of the University or the funding body at all times.

(56) Staff may elect to personally pay or use Frequent Flyer points to upgrade an economy class ticket to a higher class of air travel. If an upgrade requires a more flexible fare base ticket, the traveller is responsible for privately funding the difference between the economy class ticket and the flexible fare base ticket.

Part H - Travel Expenses

(57) Cash expenditure on travel should be viewed as an exception and only incurred where no card payment alternative is available.

(58) Travellers must provide appropriate supporting documentation for all travel expenses. Where a receipt is unavailable, a Business Expense Verification Form will be required to accompany the acquittal in accordance with the Corporate Credit Card Policy.

(59) Travel expenses that cannot be appropriately substantiated may be declined or recovered from the traveller.

(60) Any travel booked outside the University’s approved travel booking tool without prior approval (using aggregate online providers such as direct airline websites or accommodation websites), may result in the traveller being required to reimburse the University for all or part of the cost. This will be decided at the University’s discretion.

Part I - Personal Travel and Accompanied Travel

(61) Travellers may combine approved University business travel with personal travel, provided the personal travel has been disclosed and approved in accordance with the Travel Guidelines.

(62) Personal travel and travel for accompanying family members must be arranged in accordance with the Travel Guidelines. The University recommends that staff book their family member/s air and accommodation themselves via their own travel agent or airline direct platform to avoid the University Travel Management Company (TMC) business booking fees per person, per booking which costs are payable by the staff member personally. 

(63) All personal travel costs including those relating to accompanying family members or other non-employees are the responsibility of the traveller and must not be charged to a University corporate credit card, claimed as a business expense, or paid using University funds.

(64) The traveller will be requested to contribute 50% of the airfare costs if 50% or more of the total travel time is personal leave or private activities. Evidence, such as travel diaries, will be considered if there is a dispute.

(65) The Traveller is responsible for understanding any Fringe Benefits Tax (FBT) implications associated with combining business and personal travel. 

(66) Queries about FBT implications should be directed to the Corporate Finance team, Office of the Chief Financial Officer and further information can be found in the Financial Management Procedure -Taxation.

(67) The University travel insurance includes coverage for Incidental Private Travel which means private travel which is taken either side of, or during approved University travel. However, the duration of incidental private travel must not exceed the duration of business travel. If you require further insurance cover, you must contact the Insurance Office.

Part J - Approved Accommodation

(68) Hotel Accommodation is the preferred lodging option for the University.

(69) Accommodation must be booked via the University's contracted TMC provider and initiated through the University's travel booking tool. Exceptions are outlined in the Travel Guidelines.

(70) The standard of accommodation chosen must provide a safe, secure and suitably comfortable environment, be conveniently located and represent reasonable value for money.

(71) Luxury or five-star accommodation should not be booked unless it represents value for money or is required due to exceptional business circumstances and must be approved by the appropriate authorised financial delegate.

(72) Staff are permitted to book multiple-occupancy accommodation (e.g. two-bedroom serviced apartment) instead of independent rooms where this allows for a lower overall cost to the University.

(73) Staff are permitted to book AirBnB where this lowers the overall cost to the University. Refer to the Travel Guidelines for further information.

(74) Exceptions and booking procedures must comply with the terms set out in Travel Guidelines.

Part K - Ground Transportation

Ground Transportation Considerations

(75) The following factors should always be considered when determining the most appropriate mode of transport for University Business Travel:

1. lower total cost to the University
2. low carbon footprint
3. period of time for which the vehicle is required
4. length of the trip
5. safety
6. location – e.g. interstate or local

Ground Transport Alternatives

(76) The following modes of transport may be used for University Business Travel. Staff should exercise their judgement to avoid significant overhead travel, incidental cost or personal inconvenience.

1. University Fleet Vehicle, being An Allocated Vehicle or Departmental Vehicle where available to the particular driver; a Pool Vehicle, a car share vehicle; a rental vehicle or an uber/taxi. Refer to the University Vehicle Fleet Policy for further information.
2. Private Vehicles - An employee may use their private vehicle only as an exception where no suitable University pool vehicle, car share vehicle or rental is available. The University does not provide insurance coverage for private vehicles. Any costs arising from accidents, damage, loss, and liability (including insurance excesses) in private vehicles are the sole responsibility of the driver and vehicle owner.

(77) Approval must be obtained from the employee's supervisor/manager (with the appropriate delegated financial authority) prior to use of a private vehicle.

(78) An employee with a disability may use their own vehicle if it has been fitted out specifically for their disability and University vehicles/rental vehicles cannot accommodate their requirements and do not need to obtain written supervisor/manager approval.

(79) Where applicable, public transport should be used as a cost-effective and environmentally conscious ground transport alternative.

Part L - Frequent Flyer Schemes and Business Lounge Membership

(80) The University will not pay for Frequent Flyer scheme membership.

(81) A Head of Division may approve the purchase of a business lounge membership if more than six air business trips per year are required as part of the staff member’s role.

Section 7 - Definitions

(82) For the purpose of this policy and procedure:

1. Accommodation: lodging other than that of permanent residence required due to travelling on University business for one or more nights.
2. Business travel: Travel undertaken on behalf of the University for an authorised University purpose that requires a traveller to be away from their normal workplace, residence, or usual location of work. Business travel may be domestic or international and includes travel for teaching, research, conferences, professional development, business meetings, graduations, marketing activities, fieldwork, placements, community engagement activities, and Outside Studies Programs. Business travel does not include normal travel between a traveller's home and usual place of work.
3. Corporate Credit Card: is a corporate purchasing card issued by La Trobe’s commercial banker to a La Trobe staff member at the direction of La Trobe University.
4. Externally funded: means paid for directly by a third party, and does not include grants or other means of indirect funding.
5. Head of Division: includes Dean, Executive Director or equivalent level.
6. High Risk Travel includes:
   1. travel to or through countries or regions subject to a DFAT Level 3 or Level 4 advisory;
   2. travel to destinations affected by armed conflict, civil unrest, terrorism, natural disasters, disease outbreaks or significant security threats;
   3. travel involving hazardous or risky activities, remote or isolated locations, or environments with limited access to medical or emergency assistance; and
   4. any travel the University determines presents an unacceptable level of risk.
7. Risky activity: includes an activity of a risky nature potentially resulting in serious injury or death.
8. Transit: means passing through an airport, city or country on the way to another destination, whether or not the traveller leaves the airport.
9. Travellers: includes travel arrangers.
10. University Business: is defined under the premise that the University will derive value from the travel to be undertaken and may include the following:
    1. attendance at conferences;
    2. external courses or development programs;
    3. University representation in an official capacity;
    4. University business in a commercial, business development or procurement capacity;
    5. obligations arising from membership of government bodies or international associations.

Section 8 - Authority and Associated Information

(83) This Policy is made under the La Trobe University Act 2009.

1. Business Travel intranet
2. Smartraveller website