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

By booking business travel through Campus Travel your business unit or project will not be charged travel agent booking fees. These fees will be absorbed centrally.

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.

How to book domestic travel

From 14 August 2017, all domestic travel booked via the UQ Online Booking Tool will be paid by the University through the UQ Travel Account.

Booking via the Online Booking Tool is the preferred method of booking domestic travel.

Benefits of using the Online Booking Tool:

  1.  You don’t need a quote to book domestic travel, just simple written approval (email is fine) from your supervisor.
  2. Secure domestic travel bookings instantly, making booking delays a thing of the past.
  3. Removes the need for you to pay via purchase orders or credit cards. You can add a Project Number or Fund Code if you want to charge the travel to a specific account.
  4. Eliminates booking fees for your business unit or project. These fees are absorbed centrally.
  5. You will no longer be required to collect invoices or reconcile any travel booked using the Online Booking Tool.

How to book domestic travel online vs offline Fact Sheet

Online Booking Tool and booking domestic travel Fact Sheet.

    Online Booking Tool

    UQ travellers can log onto the Online Booking Tool with Single Sign On (SSO). SSO uses your UQ credentials (UQ Username/Kerberos ID & Password) to access the Online Booking Tool.

    You will need to ensure you have logged into the UQ intranet (Internet Management Service) before you access the Online Booking Tool.

    To do this you will need to:

    1.  Login to the UQ intranet; the IMS screen will appear, click ‘Agree and Continue’. 
    2. A login confirmation screen will appear. Click the green button to continue.
    3. To update the frequency of this login to weekly instead of daily, select the ‘Preferences’ tab before you click the green button.
    4. Select the weekly login option and save your preferences. Go back to the ‘Login’ tab and select the green button.

    Offline bookings (via a consultant)

    The Online Booking Tool is easy to use and the preferred method for booking domestic travel at UQ. Travellers can still contact Campus Travel directly if they prefer, however travel bookings made by a consultant will need to be paid by credit card, purchase order or travel card. Travellers will also need to collect invoices and reconcile their travel expenses.

    Email: uq@campustravel.com.au

    Phone: +61 7 3393 8855   (after hours 1300 662 703)

    In person

    Campus Travel Office, St Lucia campus​
    Physics Annexe Building, Staff House Rd
    The University of QLD,
    St Lucia QLD 4072

    LIVE CHAT with Campus Travel

    Price beat guarantee

    Campus Travel guarantees to beat any airfare or rate, provided the same product is available at the time of booking. View the Price Beat Guarantee details [PDF].

    If you have found a cheaper alternative fare, contact Campus Travel at uq@campustravel.com.au

    How to book international travel

    (A corporate credit card, purchase order or Travel Card is required for booking)

    Email: uq@campustravel.com.au

    Phone: +61 7 3393 8855   (after hours 1300 662 703)

    In person


    Campus Travel Office, St Lucia campus​
    Physics Annexe Building, Staff House Rd
    The University of QLD,
    St Lucia QLD 4072

    LIVE CHAT with Campus Travel

    Price beat guarantee

    Campus Travel guarantees to beat any airfare or rate, provided the same product is available at the time of booking. View the Price Beat Guarantee details [PDF].

    If you have found a cheaper alternative fare, contact Campus Travel at uq@campustravel.com.au

     

    Group bookings (greater than 10 travellers)

    Campus Travel Group Bookings team can assist with:

    • Commercial flights
    • Charter flights
    • Hotel bookings
    • Conferences up to 100 people (for any larger please email Campus Travel Groups team to discuss)
    • Day tours
    • Meals
    • Coaches
    • Transfers
    • Guides
    • Special events, including cultural, sporting, musical etc
    • Study tours
    • Student tours
    • Inbound groups and delegations
    • Graduations

    Anything not on this list, please email Campus Travel Groups team.

    Group Booking Pricing

    Group bookings attract different pricing to what you may find for an individual or less than 10 travellers. In some cases a group costing can be more expensive however, it does come with additional benefits such as flexible payment terms, traveller name changes, luggage allowances and other fare conditions.

    Travellers should be aware that group pricing is subject to availability and change without notice until a booking is confirmed with payment.

    Obtaining a Quote

    Group travel can be more complex than an individual travel booking. Quotes cannot always be provided within the same day the request is sent to Campus Travel. Please allow the following time lines for your quote to be processed:

    • Domestic group quote up to 2 business days
    • International group quote up to 5 business days

    At the time of requesting a quote your Campus Travel consultant will advise of the timelines for your enquiry.

    Travellers should be aware that quotes are not confirmed itineraries. During the quote process, the itinerary is not held nor confirmed.

    Minimum deposits per person are required to secure your group itinerary. At time of quoting, your Campus Travel consultant will advise payment timelines to secure your booking.

    The Campus Travel group bookings team can be contacted on:

    Campus Travel Group Booking Request [PDF]

    Airfares and loyalty programs/points

    • All flights should be booked through Campus Travel, either through the Online Booking Tool  for domestic travel or via email uq@campustravel.com.au for international travel, to access the UQ negotiated airfare discounts.
    • Exceptions to booking through Campus Travel are outlined below.
    • The Best Fare of the Day should be selected (the most direct and economical airfare available at the time of booking that meets the business requirements of the traveller).
    • Utilisation of Best Fare of the Day must override all personal airline preferences and/or accrual of frequent flyer points. 
    • Where possible, non-flexible fares should be used.
    • Unused airfare credits (credits on hold) must be used for subsequent bookings where possible.
    • Bookings should be made as early as possible in order to obtain the most cost effective rates.

    Domestic travel

    • All flights must be booked at Economy class (except for Senate members, who are not UQ staff or students).

    International travel

    • All international airfares must be booked at Economy class except for Senate and the University Senior Management Group (USMG), and travellers undertaking duties as a Senate member when the flight is more than 7 continuous hours.
    • An appropriate USMG member may use their discretion to authorise other travellers for flights more than 7 continuous hours.

    Loyalty Programs and Points

    Participation in supplier loyalty programs is your choice and you’re responsible for the payment of any membership fees.
    You are able to accrue points resulting from University travel.

    Upgrade using personal funds or loyalty / Frequent Flyer points

    If you wish to upgrade air travel to a higher class than what was approved, you must do so with your own personal funds or loyalty/frequent flyer points.

    This can be arranged through the Campus Travel team email uq@campustravel.com.au.

    Accommodation

    • All accommodation should be booked through Campus Travel, either through the Online Booking Tool  for domestic travel or via email uq@campustravel.com.au for international travel, to access the UQ negotiated accommodation discounts.  
    • If Campus Travel cannot beat a conference package pricing, you may book accommodation through the conference organiser.
    • Exceptions to booking through Campus Travel are outlined below.
    • Accommodation should be booked at the same time as airfares, unless there are sound reasons for not doing so.
    • Campus Travel are able to book accommodation through Airbnb. You are required to agree to the terms and conditions of Airbnb when you book. The agreement is between you and Airbnb, not the University. When booking through sites such as Airbnb, you should be aware 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 as part of the Work Off-Campus (WOC) procedure (PPL).
    • If you arrange private accommodation (such as staying with friends, colleagues or family) the University will not pay accommodation expenses.

    Accommodation rates

    UQ reasonable domestic accommodation rates (rate per night) are below. This booking tool only displays accommodation up to $400 per night. In exceptional circumstances that warrants accommodation more than $400 per night, please contact the Campus Travel team directly:

    +61 7 3393 8855
    uq@campustravel.com.au

    UQ reasonable domestic accommodation rates (rate per night)

    Brisbane $200
    Sydney $250
    Melbourne $235
    Canberra $210
    Perth $190
    Adelaide $225
    Darwin $180
    Hobart $175
    Regional centres $140

    Car hire and ground transport

    Car hire

    • Car Hire should be booked through Campus Travel, either through the Online Booking Tool  for domestic travel or via email uq@campustravel.com.au for international travel, to access the UQ negotiated discounts.
    • Exceptions to booking through Campus Travel are outlined below.
    • Travellers should consider car hire when driving is more cost-effective than other forms of transport, when travelling with other UQ travellers or transporting large material.
    • You must observe all traffic laws and will be personally liable for any breaches of those laws (including parking and speeding offences).

    Ground transport

    • The University encourages the use of public transport when economical, safe and practical.
    • Taxi services may be used for short duration business related journeys.
    • Organisational units may arrange corporate TRANSLink Go Cards for use in the Brisbane region.
    • Alternative forms of transport, such as Uber, may be used. You must agree to the terms and conditions of the transport provider. The agreement is between you and the transport provider, not the University. You should be aware of the risk of alternative forms of transport possibly not being adequate and needing to find other means of transport. 
    • The University has a number of pool vehicles that may be available for local travel.
    • When a University pool vehicle is not available, or not appropriate, your Supervisor may authorise the use of a private vehicle, provided the vehicle is adequately covered by your own insurance policy (both comprehensive and third party property insurance). You may claim a kilometre allowance using the Kilometre Reimbursement Claim form [XLS].

    Exceptions to using Campus Travel

    Exceptions to using Campus Travel for UQ travellers

    The University recognises that certain circumstances sometime warrant an exception to the requirement to book through Campus Travel.

    The only permissible exceptions to using Campus Travel are:

    Exception to booking travel with Campus Travel

    Exception Conditions

    Students, including HDR candidates, undertaking travel related to their program. This includes travel on field trips, exchange, placement, scholarship or grant. Travel must be approved and the Insurance Travel Notification Template must be completed and sent to Insurance Services by the approving supervisor.
    Staff travelling as part of their Special Studies Program (SSP). Travel must be approved and the Insurance Travel Notification Template must be completed and sent to Insurance Services by the approving supervisor.
    University travel that is booked and paid for by an external organisation or self-funded by the traveller where no reimbursement is requested from available UQ funds. Travel must be approved and a copy of your itinerary and contact details must be given to your supervisor.
    UQ travellers whose primary place of residence is outside of Australia. Travel must be approved and a copy of your itinerary and contact details must be given to your supervisor.

    When Campus Travel cannot match a conference package.

    You must provide a quote from Campus Travel for evidence of comparison. You are required to leave accommodation and contact details with your supervisor.

    Accommodation and car hire associated with research and field work activities, where a pre-planned detailed itinerary is not feasible and high flexibility is needed to meet the business requirement of the trip. Examples are research dependent on local environment (eg. Weather) or nature of monitoring/research (eg tagging of animals).

    Exception must be approved prior to departure by the Head of Business unit.

    Completion of Work-Off Campus Plan.

     

     

    Research and field work where it is not feasible for a travel agent to book –such as accommodation offered by alternative lodging providers (e.g research facilities, remote communities, camping grounds).

    Completion of Work-Off Campus Plan.

    Exception must be approved prior to departure by the Head of Business unit.

    Research and field work where the accommodation sought is part of a broader offering integral to the business requirement of the trip (e.g access to additional facilities, access to dive boat etc).

    Completion of Work-Off Campus Work Plan.

    Exception must be approved prior to departure by the Head of Business unit.

    Unexpected last minute flights (and associated accommodation) originating in a country outside Australia whilst the original trip is in progress.

    Supervisor approval is required for late change.

    Send revised itinerary with contact details to Supervisor.

    Private accommodation.

    Contact details of host and traveller with must be provided to Supervisor prior to departure.

    Online Booking Tool

    Book discounted flights, accommodation and hire car via the UQ Online Booking Tool.

    SERKO

    Need help?

    See our Online Booking Tool user guide.

    Need help with your travel booking? Start a live chat with Campus Travel.

    LIVE CHAT with Campus Travel

    Feedback

    Do you have feedback about the service provided by Campus Travel? Let UQ know.

    Complete a feedback form