Staff International Travel
Information for Travellers, Administrators and Approvers
The Staff International Travel process is used for staff to gain approval to travel internationally on University business regardless of the funding source.
The process provides visibility of staff location and enables the University to provide support and / or alert authorities where necessary in the event of incidents or emergencies.
Administration staff can assist with creating a travel profile, travel request and travel diary. The traveller is required to complete the risk assessment and submit a travel diary.
It is recommended that you visit the Smartraveller webpage.
Creating a Travel Profile
Before a traveller can request to travel internationally for University business, a travel profile needs to be created. Information entered in the profile will be used when requesting travel reducing the need to re-enter the same information multiple times.
Follow the guide on Create or Modify a Travel Profile (PDF 201KB)
Creating a Travel Request
Once the traveller has a travel profile, a request for international travel can be created. This includes completing a risk assessment relevant to the destination country or countries.
Follow the guide on Create, Modify, Copy or Cancel a Travel Request (PDF 607KB)
Approving a Travel Request
Most travel requests will flow through the following stages. More information on each of these can be found in the Approving an International Travel Request (PDF 123KB) guide.
The current Department of Foreign Affairs and Trade (DFAT) risk level of destination country or countries proposed for travel will depict the level of approval required.
The Travel Approval Workflow (PDF 95KB) will display what approval is required based on DFAT risk level.
Completing a Travel Diary
A travel diary will be pre-populated with information based on destination, accommodation and travel days. The diary needs to be completed and submitted within fourteen (14) days of the traveller's return date.
Follow the guide on Complete a Travel Diary (PDF 220KB) .
Depending on your role, there are a range of reports available to view. Reports have been specifically designed to assist in locating individual travellers or to identify if any travellers are within a certain region or country. There are four (4) reports available:
- Travel Location
- Travel in Transit
- Travel Diary
- Travel Finance
Group / Title
|Completing travel request and travel diary||
Your local business area
|Completing risk assessment||
Work Health and Safety
|Approval guidance with regard to risk assessment||
Work Health and Safety
Risk and Assurance Office
|Travel diary advice||
(including login issues)
Managing special roles within the process ie: School Administrators / Read-only Reporting view
Senior professional staff member to email a request to IDS Client Services
|Travel Management Companies||
Accounts Supervisor (Financial Services)