When paying for travel expenses, it is your responsibility to ensure the costs are reasonable and that you are achieving best value for money.

Campus Travel, UQ's preferred supplier, can manage all trip requirements. By booking travel through the preferred supplier, your business unit or project will not be charged travel agent booking fees.  These fees will be absorbed centrally.

 It is also your responsibility to ensure that appropriate records are kept to ensure the University can satisfy audit and reporting obligations.

Pre-departure travel expenses

Campus Travel manages travel bookings for the University including flights, accommodation, car hire, some ground transport (such as rail passes) and other travel services including visas. By booking travel through Campus Travel your business unit or project will not be charged travel agent booking fees.  These fees will be absorbed centrally.

The payment method to Campus Travel is listed in order of preference below:

  • UQ Corporate Credit Card
  • Purchase Order, or
  • Travel Card. 

Your local Finance Officer or travel booker will be able to assist you in this process.

Reprinting a Campus Travel invoice

If you need to re-print an invoice from Campus Travel contact Campus Travel directly by email uq@campustravel.com.au.

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.

Expenses while travelling

Reasonable business related expenses incurred while travelling will be funded by the University. You must obtain supporting documentation for all expenditure that is funded by the University, or for which you will be seeking reimbursement.

The University will not fund any expenses on the days deemed as private on your work trip.

Guidance regarding the use of University funds for hospitality and entertainment can be found in the Hospitality Policy (PPL) and the UQ Fringe Benefits Tax Guide [PDF].

Paying for travel expenditure

The payment method of expenses incurred whilst travelling is listed in order of preference below:

  1. UQ Corporate Credit Card 
    If you are a frequent UQ traveller you should consider applying for a UQ Corporate Credit Card. For more information on the UQ Corporate Credit Card application and card management refer to the Corporate Credit Cards Procedure (PPL). 
  2. Reimbursements
    You can claim for reasonable out-of-pocket expenses on your return, with appropriate supporting documentation. For more information on the reimbursement process and the relevant claim forms, refer to the Reimbursements Procedure (PPL).
  3. Travel Card
    If you do not have a UQ Corporate Card, are a UQ student or travelling to a cash-only economy, you can apply for a Travel Card (a debit card with a pre-determined cash load).  For more information on the Travel Card application and card management refer to the Travel Card Procedure (PPL).

Requests to load funds onto a Travel Card for domestic travel are processed via the UniFi Domestic Travel Card Load. Requests to load funds onto a Travel Card for international travel are processed via the UniFi International Travel Request and Card Load.  Please refer to the UQ Travel training material for further information.

Note: You must have written approval from your Supervisor to travel before a Domestic Travel Card load can be requested and arranged.

Travel Allowances

A Travel Allowance for domestic travel (accommodation, meals and incidentals) and international travel (meals and incidentals) can be claimed in lieu of related actual expenses. This option is currently at the discretion of the Head of organisational unit.

By mutual agreement, you and the Head of the organisational unit may set reasonable limits on the meal and incidental allowances paid. This limit may be in the form of a percentage of the Australian Tax Office (ATO) reasonable allowance rate schedule for meals and incidentals or a capped amount (no greater than the ATO reasonable allowance rate). Refer to the Domestic Travel Allowance Calculator 2016 - 17 [XLS] and the International Travel Allowance Calculator 2016 - 17 [XLS], maintained by Finance and Business Services.

Claims up to the agreed limit for meals and incidentals would not require receipts unless submission of receipts is required to comply with granting agency regulations.