COVID-19 (coronavirus) update - information for UQ travellers

Can any new bookings be made for international travel outside Australia?

1. Only international travel to New Zealand is permitted.
2. All other outbound travel from Australia, is not permitted. The Australian Government's ban on Australians travelling overseas remains in place.

Trans-Tasman travel bookings must be made in accordance with the COVID-19 travel approval process. See FAQ ‘Travel Approval Process’ for more information.

Travel restrictions apply to all University travel, regardless of:

• the type of traveller;
• the funding source; or
• if the travel was previously approved.

Can any new bookings be made for international travel inbound to Australia?

Inbound international travel is prohibited unless there are exceptional circumstances, which requires approval from the Executive Dean (or equivalent USLG member). Approval from the Provost or the Chief Operating Officeris no longer required.

In a very limited set of circumstances, some inbound international UQ travel may be approved. However, it is subject to demonstration of criticality to UQ operations or research, current government restrictions, public health rules including self-isolation protocols, and approval from senior executives.

Travel bookings must be made in accordance with the COVID-19 travel approval process. See FAQ ‘Travel Approval Process’ for more information.

Can any new bookings be made for domestic travel within Australia?

Subject to government restrictions, public health rules including self-isolation protocols, and appropriate approval, some essential UQ travel within Australia may be undertaken.

• Travel within Australia – travel within, to and or from any Australian state and territory that includes a flight or overnight accommodation requires approval from Head of School/Director (or equivalent):

Travel bookings must be made in accordance with the COVID-19 travel approval process. See FAQ ‘Travel Approval Process’ for more information.

Coursework Students must refer to the Student Travel Approval process and HDR candidates should follow the HDR Travel guide. 

How do I make my booking?

All approved travel must be booked through FCM Travel Solutions, UQ’s preferred travel supplier (this includes airfares and hotel/motel accommodation).

Please refer to Booking travel in the 6 Steps to Travel for more information.

The only permissible exceptions to using FCM Travel Solutions are listed on the UQ Travel website, however the COVID-19 travel approval process must still be followed, see FAQ ’Travel Approval Process’ for more information.

Can I take private travel days in conjunction with my UQ approved travel?

Private travel taken in conjunction with UQ business travel must be approved in accordance with the COVID-19 travel approval process. See FAQ ‘Travel Approval Process’ for more information.

Travellers must complete a Dual Purpose Calculator if they plan on undertaking any private travel in conjunction with UQ business travel.

UQ will not be responsible or liable for managing any issues relating to or arising from private travel (including accompanying non-UQ travellers) undertaken in conjunction with any UQ business travel.

Refer to FAQ ‘Insurance (other) - My UQ approved travel includes a personal (private) travel component, am I covered by UQ travel insurance for the personal travel?’.

FCM Travel Solutions has given me a quote, how do I pay for it?

Once your travel has been approved (refer to FAQ ‘Travel Approval Process’) please contact your local Finance Team, providing them with the following information:

• FCM Travel Solutions Booking Number and name of traveller/s (if you’ve received a quote)
• Amount owing to FCM Travel Solutions and due date
• Copy of completed and signed approval forms

Payment will be advised to FCM Travel Solutions on your behalf.

My domestic travel was approved prior to UQ travel restrictions being implemented - can I still undertake my UQ approved travel?

Effective 18 May 2020 (updated 7 December 2020), the following measures are for essential travel only and apply to all UQ travellers;

Travel within Australia – travel within, to and or from any Australian state and territory that includes a flight or overnight accommodation requires approval from Head of School/Director (or equivalent).

All travel approved prior to 18 May 2020, will require re-approval as per the above. Please refer to FAQs under ‘Travel Approval Process’.

Travel Insurance:

If you made a UQ travel arrangement (e.g. flight, accommodation, or vehicle rental) after 4pm (AEDT) on 2 March 2020, which has been approved in accordance with UQ policy and procedure:

• You will not have UQ travel insurance cover for any claim for travel cancellation and disruption expenses related to that travel arrangement which was caused by COVID-19 (such as additional travel or accommodation expenses);
• You may have cover (subject to full policy terms, conditions, limitations and exclusions, including due diligence requirements) for
  • medical and medical evacuation expenses relating to COVID-19; and
  • claims with causes other than COVID-19, such as unrelated illness or lost baggage.

​For domestic travel within Australia, there is no cover for medical expenses which are included in the Medicare Benefits Schedule and/or which are recoverable under a private health policy (including Overseas Health Cover and Overseas Visitor Cover).

UQ has booked travel for a guest to travel to Australia – can they still undertake their international travel?

Inbound international travel is prohibited unless there are exceptional circumstances (and compliant with government restrictions) which requires approval from the Executive Dean (or equivalent USLG member). Provost or Chief Operating Officer approval is no longer required.

All travel approved prior to 18 May 2020, will require re-approval as per the above. Please refer to FAQs under ‘Travel Approval Process’.

On 19 March 2020 the Australian Government announced that from 9:00pm (AEDT) 20 March 2020, non-Australian citizens and non-Australian residents will not be allowed to enter Australia. Australian citizens and Australian residents will still be able to return from overseas but they will be required to self-isolate for 14 days.

It’s the traveller’s responsibility to understand and abide by any government restrictions and/or requirements (including visas) and any public health rules, including quarantining. Even if travel is approved, travellers must comply with federal and state restrictions. More information regarding travel to Australia can be accessed through the Australian Department of Home Affairs website.

When should I change my UQ travel arrangements if travel restrictions are imposed after booking travel?

It will depend on when you are due to travel. UQ recommends travellers explore their options for changing or cancelling if travel is imminent and new travel restrictions have been imposed by government/s. Travellers should be aware of cost implications and time restrictions (e.g. cancellation window).

The timing of when you change your travel arrangements may affect insurance cover for the costs associated with those changes. See FAQ “Insurance – other: Travel Insurance – costs of changes/cancellations for UQ travel”.

How do I change my travel arrangements?

1. If travel was booked via FCM Travel Solutions, contact FCM Travel Solutions.
2. If travel was booked with travel suppliers other than FCM Travel Solutions (airlines, accommodation providers etc.) contact the supplier directly.

What do I need to do if I am already travelling internationally?

If you are already travelling on UQ travel that was approved, booked and paid for prior to 4pm (AEDT) on 02 March 2020, re-approval is not required, providing your travel arrangements have not or will not change.

The University and Australia Government still recommends that all travellers currently overseas should make arrangements to either return to Australia or their home location, whichever is the safer as soon as possible. This applies to all approved UQ travellers including staff, students and guests.

All UQ travellers must register their travel with International SOS and provide their correct contact details while travelling (email and mobile phone contact).

Due to the increased spread of COVID-19 (coronavirus) all international travellers should review the Australian Government’s Smart Traveller website for country specific information prior to, and during, travel and comply with any additional entry/exit requirements. Travellers should also allow for travel disruptions/delays at airports worldwide due to additional screening measures.

It’s the traveller’s responsibility, when arriving in Australia, to understand and abide by any government restrictions and/or requirements (including visas) and any public health rules, including quarantining. Even if travel is approved, travellers must comply with federal and state travel restrictions. More information regarding travel to Australia can be accessed through the Australian Department of Home Affairs website.

Travellers arriving into Australia may be charged fees for quarantining in government arranged accommodation. More information, including quarantining fees, can be accessed through the Australian Department of Health website

What should I do if I feel unwell while on UQ approved travel?

If UQ travellers begin to feel unwell, they should immediately contact UQ’s 24/7 travel assistance provider, International SOS (ISOS).

Phone +61 2 9372 2468 (reverse charge available). If you do not have telephone access, email sydney@internationalsos.com.  Quote UQ membership number 12AYCA778031.

What happens if I am required to self-isolate due to COVID-19 during UQ approved travel–will those expenses be covered by UQ travel insurance?

If your UQ approved travel arrangement was made after 4pm (AEDT) on 2 March 2020 expenses relating to COVID-19 quarantine arrangements will not be covered by UQ Travel Insurance.

However, all claims will be assessed by UQ’s Travel Insurer on a case by case basis according to policy terms, conditions, limitations and exclusions, and if your UQ approved travel was booked before 4pm (AEDT) on 2 March 2020 and you incur necessary additional travel or accommodation expenses due to unforeseen circumstances outside of your control (e.g. accommodation and/or meals) then those costs are likely to be covered by UQ travel insurance.

What happens if I incur medical expenses due to COVID-19 while on UQ approved travel–will those expenses be covered by UQ travel insurance?

All claims will be assessed by UQ’s Travel Insurer on a case by case basis according to policy terms, conditions, limitations and exclusions. However, if your sickness occurs during your authorised travel and is not a pre-existing condition (i.e. symptoms did not manifest before undertaking your journey) then cover is likely to be available if you exercised appropriate due diligence in planning and undertaking your journey.

What if I make a change to my travel arrangements?

If you make a new travel arrangement (e.g. change your return flight date and/or route) after 4pm (AEDT) on 2 March 2020, you may not have UQ travel insurance cover for any claim for travel cancellation and disruption related to that new travel arrangement which was caused by COVID-19. For example, additional travel or accommodation expenses due to COVID-19. However you will still have cover for claims with different causes, such as illness or lost baggage unrelated to COVID-19 (subject to full policy terms, conditions, exclusions and limitations).

Cover is also likely to still be available for claims relating to COVID-19 where a change to your original travel arrangements (booked before 4pm AEDT on 2 March 2020) is necessary for reasons outside your control (this does not include changes to comply with UQ travel advice).

Am I covered by UQ travel insurance for returning home early due to the DFAT advice issued on 18 March 2020 that travellers who wish to return home do so as soon as possible?

No. This was a recommendation relating to the timing of return travel, not a directive to return home. This advice does not mean that the cost of early return to Australia will be covered by UQ travel insurance. Early return must be necessary for other reasons in order for expenses to be covered by UQ travel insurance.

How do I change my travel arrangements?

1. If travel was booked via FCM Travel Solutions, contact FCM Travel Solutions.
2. If travel was booked with travel suppliers other than FCM Travel Solutions (airlines, accommodation providers etc.) contact the supplier directly.

I am still overseas, how long will UQ travel insurance cover me?

Some staff and students who are now unable to return had left Australia on approved UQ travel. For staff or students who travelled overseas prior to 2 March 2020 and who remain in international locations, it is important to remember that UQ Travel Insurance only applies for the period of approved UQ travel, up to a maximum journey duration of 12 months.

If a student or staff member is unable to return from UQ approved travel when originally planned, they may be able to seek an extension of their travel approval from their UQ travel approver, subject to the 12-month maximum period of cover. In some circumstances where return to Australia is not possible within the 12-month period, a limited extension of cover may be available. Advice should be sought from Insurance Services regarding the particular circumstances of individual travellers. 

Does UQ Travel Insurance have an exclusion for pandemics?

No. There is no pandemic (or epidemic) exclusion. Whether or not you have cover for a claim will depend on the particular circumstances of the claim. Please refer to the other FAQs for some examples of when cover is likely and unlikely to be available.   

Will UQ Travel Insurance cover the fees associated with quarantining in government arranged accommodation on arrival to Australia?

If the journey was part of UQ approved travel then cover may be available for these fees under UQ travel insurance, if travel was arranged prior to 4pm (AEDT) on 2 March 2020.  All claims will be assessed by UQ’s travel insurer on a case by case basis, travellers will need to submit a travel insurance claim via UQ Insurance Services to determine whether or not cover is available in your particular circumstances.  

If the journey was part of personal travel arrangements, travellers should check directly with their private travel insurance company.

What happens if I decide to cancel a future UQ approved domestic travel booking within Australia, due to concern about risks associated with COVID-19 (coronavirus) – will my costs of cancellation be covered by UQ Travel Insurance?

If you are concerned about undertaking a domestic travel booking within Australia (i.e. approved, not interstate, and no flight) you should first discuss your concerns with your supervisor. The traveller and travel approver must agree whether the domestic travel is critical to the University’s operations, and whether travel should be undertaken at this time.

If you made a travel arrangement after 4pm (AEDT) on 2 March 2020, you will not have UQ travel insurance cover for any cancellation or disruption claim related to COVID-19. 

If you made your travel arrangements (e.g. flight, accommodation, or vehicle rental) before 4pm (AEDT) on 2 March 2020, and you could have undertaken your travel, but have instead chosen to cancel, this is likely to be considered a disinclination to travel and your costs of cancellation are unlikely to be covered by UQ Travel Insurance.

My UQ approved travel includes a personal (private) travel component, am I covered by UQ travel insurance for the personal travel?

Under current UQ travel restrictions, no private travel is to be undertaken in conjunction with UQ business travel.

For travel undertaken prior to current restrictions, you may not be covered for your personal travel. UQ's travel insurance policy only provides cover for incidental personal/private travel, and not for private portions of dual purpose travel. Please refer to the Travel Insurance Brochures. Please contact Insurance Services if you have any further questions about UQ travel insurance cover.

Please contact your private travel insurer if you have any questions about cover under a private travel insurance policy. 

Where you incur out-of-pocket expenses for private portions of dual purpose travel, please lodge a claim through your private travel insurance policy. 

Please see FAQ below for how to lodge a claim for out-of-pocket expenses that are directly related to your UQ approved business travel or for incidental private travel.

What happens if my reason for undertaking UQ approved travel was cancelled due to COVID-19 - will the costs of cancellation be covered by UQ Travel Insurance?

All claims will be assessed by UQ’s Travel Insurer on a case by case basis according to policy terms, conditions, limitations and exclusions. However if the purpose for travel no longer exists (e.g. a conference/meeting or exchange program has been cancelled) and this is out of your control, then cover is likely to be available for the reasonable and necessary costs of cancellation.

Cover for cancellation may also depend on the date of travel and the date on which you booked and change your travel arrangements. Refer to other FAQ responses. 

If you are an exchange student, and your exchange program is/was still being offered online, then it is unlikely that cover will be available for the costs of returning to Australia early.

Cover for cancellation will only be available where cancellation was necessary for reasons other than the UQ-imposed travel restriction.

DFAT raised their travel advice to Level 4 (Do Not Travel) for my travel location - does UQ travel insurance cover my early return home?

As at 18 March 2020 DFAT increased its travel rating for all overseas destinations to Level 4 (Do Not Travel).

Regardless of UQ travel insurance coverage, DFAT increasing their travel advice rating to Level 4 (Do Not Travel) means that you should have made travel arrangements to leave that location as soon as possible.

DFAT increasing its travel advice rating to Level 4 (Do Not Travel) does not necessarily mean that the cost of early return to Australia will be covered by UQ travel insurance. Early return must have been necessary for other reasons in order for expenses to be covered by UQ travel insurance (e.g. purpose for travel no longer exists – refer other FAQ responses).

How do I change my travel arrangements?

1. If travel was booked via FCM Travel Solutions, contact FCM Travel Solutions.
2. If travel was booked with travel suppliers other than FCM Travel Solutions (airlines, accommodation providers etc.) contact the supplier directly

Travel Insurance – costs of changes/cancellations for UQ travel

Travellers must keep full records of all costs relating to changes or cancellations to destinations affected by COVID-19.

Where changes or cancellations are directed by UQ, imminent travel departures should be cancelled or deferred.

An insurance claim may be able to be made via UQ Insurance Services.  All claims will be assessed by UQ’s Travel Insurer on a case by case basis according to policy terms, conditions, limitations and exclusions.

If you are unable to travel for reasons outside of your control (e.g. a DFAT Level 4 Do Not Travel), and it was not foreseeable at the time of booking that it may be necessary to cancel your travel, then UQ Travel Insurance cover is likely to be available for the costs of cancellation. However UQ Travel Insurance cover is unlikely to be available where the only reason for cancellation was a UQ-imposed travel restriction.

Please refer to the FAQ below for more details on how to make a travel insurance claim. Where possible, costs should be recovered from the travel supplier, including airline, travel agent, accommodation or other transport provider before making an insurance claim.

Please email UQ Insurance Services before changing non-imminent travel arrangements, or if you have questions about travel insurance including making a claim.

The UQ travel insurance policy will not respond to travel cancellation or disruption claims relating to or resulting from COVID-19 for the following travel as this was no longer an unforeseen event/circumstance:

• Travel to / from Hubei province booked after 5pm (AEST), 22 January 2020
• Travel to / from mainland China booked after 9am (AEST), 2 February 2020
• Travel to / from locations outside mainland China booked at or after 4pm (AEDT), 2 March 2020.

For travel booked prior to these dates, cover for cancellation will depend on the date of travel, the date on which you change your travel arrangements, and the situation in your travel destination at the time of making that change.

Following introduction of a worldwide DFAT advice rating of Level 4 (Do Not Travel) on 18 March 2020, cover for cancellation is likely to be available for cancellation of UQ approved international travel arrangements to locations where all of the following criteria are met:

1. Travel arrangements are to a location outside mainland China; and
2. Travel arrangements were booked and paid for before 4pm (AEDT) on 2 March 2020; and
3. Travel departure is imminent; and
4. Travel arrangements are for a location which had a DFAT Level 4 travel advice rating at the time of cancellation (which includes any overseas location, following update of the DFAT advice rating for all overseas destinations to Level 4 on 18 March 2020).

Chubb have advised that travellers with travel arrangements that are more than four (4) weeks away may wish to delay cancelling their travel until their travel date is less than four (4) weeks away in case the position on travel improves. Cover is therefore unlikely to be available for cancellations of travel arrangements that are more than 4 weeks away, unless cancellation is necessary for other reasons (e.g. where the purpose for travel no longer exists because it has been cancelled by a third party).

I have incurred out-of-pocket expenses as a result of cancelling my travel booking.  How do I make an Insurance Claim?

Once you have recovered all possible expenses from an airline, travel agent, accommodation provider or other source, you can submit a travel insurance claim for any remaining out of pocket expenses.

Please refer to the other FAQs regarding the circumstances in which a claim is likely to be accepted by UQ’s Travel Insurer.  Cover for cancellation will only be available where cancellation was necessary for reasons other than a UQ-imposed travel restriction.

All claims will be assessed by UQ’s Travel Insurer on a case-by-case basis, and in accordance with the policy terms, conditions, exclusions and limitations. 

To submit a travel insurance claim for out-of-pocket expenses due to postponement or cancellation of your travel, please complete and sign a copy of the Travel Insurance Claim form, and email it to insuranceclaims@uq.edu.au with the following supporting documentation:

1. A copy of your UQ travel approval which includes your date/s, destination/s and purpose for travel;
   1. for international staff travel approved through UniFi, include the travel approval number in Section 1 of the claim form;
   2. for UQ approved student exchanges, provide your UQ Global Experiences Confirmation Letter;
   3. for all other travel, provide the relevant written UQ travel approval given before you booked your travel;
2. A copy of the original itinerary, including flights, transfers and accommodation;
3. A copy of the invoices/receipts for the out-of-pocket expenses being claimed;
4. Correspondence from the airline/accommodation provider/travel agent confirming the claimed expenses are fully non-refundable, or confirmation of amounts that are refunded/held in credit;
5. Evidence of the activity that was due to be undertaken (e.g. invitation letter from conference organiser/placement agreement/invitation letter from Host University);
6. Correspondence from the conference/event/exchange organiser confirming the cancellation/postponement.
7. Any additional supporting documentation, including staff travel diary and dual purpose calculator where applicable.

N.B.  Please email signed, completed claims forms with the relevant supporting documentation to insuranceclaims@uq.edu.au.  DO NOT email claims directly to Chubb Insurance.  Claims that are emailed directly to Chubb Insurance will be referred to Insurance Services which may result in extended processing delays.

An Insurance Services representative will be in contact with you as soon as possible to request any further information or documentation required, or to advise that your claim has been lodged with the Insurer.  Please note, as we are experiencing a higher than usual volume of claims and enquiries, we ask that you await a response from our team.

The below is an archive of key dates and updates. For the most up to date information please refer to the top of the UQ Travel COVID-19 update page.

Update - 5 March 2021

Virgin Australia credits forfeited

As a result of COVID-19 travel restrictions UQ had a large volume of airline tickets unable to be used. A project was undertaken between UQ Travel, UQ Finance and UQ’s travel services provider, FCM Travel Solutions, to manage the airline refunds process to achieve the best possible outcome for UQ. To date almost $1.5 Million has been refunded back to UQ travellers.

The remaining tickets are non-refundable and held in credit with the airlines. 40% of UQ’s credits with Virgin Australia are international tickets and unlikely to be used in the near future due to ongoing COVID-19 travel restrictions. Due to credit restrictions applied by Virgin Australia, the management and processing costs are higher than the value of the remaining non-refundable tickets. Therefore, UQ has decided to forfeit the remaining non-refundable tickets with Virgin Australia. 

Effective immediately, all UQ tickets held in credit prior to 1 March 2021 with Virgin Australia will no longer be able to be used for future bookings. This only applies to Virgin Australia tickets booked with Campus Travel or FCM Travel Solutions. Credits with other airlines remain unchanged, unless advised otherwise.

Queries regarding forfeited Virgin Australia credits on externally funded projects with external reporting requirements should be addressed to the local Finance Team.

Update -  4 December 2020 

Changes to travel within Australia

Consistent with government advice and the easing of interstate border restrictions, the University has reassessed its position on official travel within Australia only. International travel restrictions remain unchanged.

Effective 7 December, COVID-19 travel restrictions for UQ travellers are as follows:

(Students must refer to the Student Travel Approval process.)

• Travel within Australia – travel within, to and or from any Australian state and territory that includes a flight or overnight accommodation requires approval from Head of School/Director (or equivalent):
  • Domestic Travel Declaration must be completed.
  • Domestic Travel Business Case is no longer required.

Travellers and approvers are responsible for checking if planned travel is to or from a declared hotspot, which can change at short notice. Mandatory quarantine in government arranged accommodation maybe required and charges will apply.

• Inbound International travel – prohibited unless exceptional circumstances which requires approval from the Provost or Chief Operating Officer:
  • International Travel Business Case and Traveller Declaration must be completed.
• Outbound International travel – prohibited and is not to be undertaken, booked or approval sought.

In all situations:

• No private travel is to be undertaken in conjunction with any UQ business travel.
• Non UQ travellers including family are not permitted to travel with an approved UQ traveller.
• All requests and approvals for travel are subject to:
  • Justification that the business travel is essential (as per government restrictions) and critical to UQ and cannot be completed via another medium (e.g. video conferencing)
  • Full compliance with applicable government guidelines and restrictions
  • Confirmation that funds to pay for the travel and associated costs are available
  • The traveller, travel endorser/recommender, and travel approver recognising the risks associated with the travel given that there is currently no travel insurance cover for any COVID-19 related claims.
• Completed travel forms must be emailed to UQ Travel and the Finance PST for payment to be provided to FCM Travel Solutions (all bookings to be made by FCM Travel Solutions).

The University will continue to monitor the situation and reassess its travel position consistent with government advice and restrictions.

Update - 7 October 2020

UQ travel restrictions remain unchanged

As Australian states and territories ease local COVID-19 restrictions, including Queensland Stage 4 effective 1 October 2020, it is important to note that travel restrictions between states and territories may still be in place and can change with limited notice.

COVID-19 travel restrictions for UQ travellers remain unchanged, as follows: (Students must refer to the Student Travel Approval process.)

• Intrastate travel – travel within Queensland that includes a flight or overnight accommodation requires approval from your Head of School/Director (or equivalent).

Travel for field trips related to high-value and/or time critical research activities will be prioritised (subject to any government restrictions/permits).

• Interstate travel – prohibited unless exceptional circumstances which requires the approval of your USMG member. 
• Inbound International travel – prohibited unless exceptional circumstances which requires approval from the Provost or the Chief Operating Officer.
• Outbound international travel – prohibited and is not to be undertaken, booked or approval sought.

Travellers and approvers are responsible for checking if planned travel is to or from a declared hotspot, which can change at short notice. Mandatory quarantine in government arranged accommodation maybe required and charges will apply.

In all situations:

• No private travel is to be undertaken in conjunction with any UQ business travel.
• Non UQ travellers including family are not permitted to travel with an approved UQ traveller.
• All requests and approvals for travel are subject to:
  • Justification that the business travel is essential (as per government restrictions) and critical to UQ and cannot be completed via another medium (e.g. video conferencing)
  • Full compliance with applicable government guidelines and restrictions
  • Confirmation that funds to pay for the travel and associated costs are available
  • The traveller, travel endorser/recommender, and travel approver recognising the risks associated with the travel given that there is currently no travel insurance cover for any COVID-19 related claims.
• Completed Travel Business Case and Traveller Declaration forms must be emailed to UQ Travel and the Finance PST for payment to be provided to FCM Travel Solutions (all bookings to be made by FCM Travel Solutions).

The University will continue to monitor the situation and reassess its travel position consistent with government advice and restrictions.

Update - 09 October 2020

Risks associated with staff travelling overseas for personal reasons

Consistent with the current Australian Government advice for Australians not to travel overseas due to the risks and issues associated with COVID 19, all outbound international travel for UQ business purposes remains prohibited.

While UQ’s prohibition on outbound international travel does not explicitly apply to travel undertaken by staff for personal reasons, there are significant risks and issues that need to be considered and managed by staff who have or who intend to travel overseas, and their supervisors.

There are cases of UQ staff who have, during their approved leave, travelled overseas for personal reasons and now face challenges to return to Australia, with the real possibility of their return being significantly delayed (for several months in some cases). Such delays have the potential to adversely affect the staff’s health and wellbeing and the operations and outputs of their work area. 

Staff intending to undertake overseas travel for personal reason/s are encouraged to assess, in conjunction with their supervisors where appropriate, the risk of not being able to return to Australia (and to resume their work duties) when planned. At a minimum, such assessments should consider the following: 

• Extremely limited airline capacity globally leading to confirmed flight arrangements being regularly cancelled or postponed with little notice.
• Risk of a COVID-19 ‘second wave’ in countries and regions, and once again going into lockdown. Such measures greatly impact the movement of people in countries and across borders.
• The likely impact on the staff member’s health and wellbeing arising from any prolonged isolation from their family and friends.
• The likely impact on the work area and its deliverables if the staff member is unable to perform their work duties due to their inability to return to Australia as planned. In rare circumstances, it may be possible for the staff member to perform work duties while overseas. However, such arrangements may pose risks for the staff member and UQ and may require appropriate insurance cover (including workers compensation cover) to be in place. Advice should be sought from Insurance Services based on each staff member’s particular circumstances.

Travel insurance – 12-month maximum cover

Some staff and students who are now unable to return had left Australia on approved UQ travel. For staff or students who travelled overseas prior to 2 March 2020 and who remain in international locations, it is important to remember that UQ Travel Insurance only applies for the period of approved UQ travel, up to a maximum journey duration of 12 months.

If a student or staff member is unable to return from UQ approved travel when originally planned, they may be able to seek an extension of their travel approval from their UQ travel approver, subject to the 12-month maximum period of cover. In some circumstances where return to Australia is not possible within the 12-month period, a limited extension of cover may be available. Advice should be sought from Insurance Services regarding the particular circumstances of individual travellers. 

Update - 14 September 2020

Refunding of International Airline Tickets in Credit

As a result of COVID-19 travel restrictions, UQ has a significant volume of tickets held in credit with airlines. 

Given the significant uncertainty around the timing of the reopening of Australian borders and the resumption of international travel, and the impact of these restrictions and border closures on the financial viability of many travel suppliers including airlines, UQ has decided to seek refunds for all international tickets held in credit with airlines. 

Effective immediately, all international tickets currently held in credit and any future cancelled bookings managed by FCM Travel Solutions will be processed for refund, where the airline permits.

Refunds will be applied to the chartstring, net any applicable fees, from which the initial payment to purchase the ticket was made. Where there has been a change in the status of the chartstring, such as closure of a project, the relevant Finance team will contact the traveller or booker directly to discuss the options.

The above mentioned procedure will apply only to international airline tickets booked with FCM Travel Solutions. Travellers and bookers who booked tickets with suppliers other than FCM Travel Solutions are responsible for ensuring they obtain refunds for their tickets given the risks highlighted.  

More information, please contact UQ Travel.

Update - 4 June 2020 

The Australian Government continues to advise Australians to avoid all non-essential domestic travel to help prevent the spread of COVID-19. The Australian Government’s ban on Australians travelling overseas remains in place.

The following measures are for essential travel only and applies to all UQ travellers. (Students must refer to the Student Travel Approval process.)

Updated approval process for travel within Queensland (from 8 June 2020):

• Intrastate travel – travel within Queensland that includes a flight or overnight accommodation requires approval from your Head of School/Director (or equivalent).

Travel for field trips related to high-value and/or time critical research activities will be prioritised (subject to any government restrictions/permits).

Approval for travel outside Queensland remains unchanged (as at 18 May 2020):

• Interstate travel – prohibited unless exceptional circumstances which requires the approval of your USMG member.
• Inbound International travel – prohibited unless exceptional circumstances which requires approval from the Provost or the Chief Operating Officer.
• Outbound international travel – prohibited and is not to be undertaken, booked or approval sought.

In all situations:

• No private travel is to be undertaken in conjunction with any UQ business travel.
• All requests and approvals for travel are subject to:

• Justification that the business travel is essential (as per government restrictions) and critical to UQ and cannot be completed via another medium (e.g. video conferencing)
• Full compliance with applicable government guidelines and restrictions
• Confirmation that funds to pay for the travel and associated costs are available
• The traveller, travel endorser/recommender, and travel approver recognising the risks associated with the travel given that there is currently no travel insurance cover for any COVID 19 related claims.

• Completed Travel Business Case and Traveller Declaration forms must be emailed to UQ Travel and the Finance PST for payment to be provided to Campus Travel (all bookings to be made by Campus Travel).

The University will continue to monitor the situation and reassess its travel position consistent with government advice and restrictions.

Further information

UQ travellers who have booked, or are planning to undertake travel must read the travel and insurance information on the UQ Travel website COVID-19 FAQS.

Until further notice:

• Travel requests cannot be submitted or approved in Unifi;

• Serko online booking tool access has been disabled 

Update - 10July 2020

Queensland Government quarantine requirements for all travellers

Returning from overseas:

From 1 July 2020 travellers arriving in Queensland from overseas will be charged fees for 14 days mandatory quarantine in government arranged accommodation.

If, before midnight on 17 June 2020, a traveller had a confirmed arrival date into Queensland, even if they arrive after 1 July 2020, the traveller will not be required to pay the quarantine accommodation fee. 

Returning from interstate:

From 10 July 2020 travellers may be eligible to enter Queensland from all Australian states/territories except declared hotspots, subject to completing a Queensland Border Declaration Pass.

Travellers arriving in Queensland from interstate who have been in a declared hotspot within the last 14 days must complete 14 days mandatory quarantine in government arranged accommodation. Charges will apply to cover the costs of quarantine.

The charges will be self-funded by the traveller, unless approved by the relevant USMG member to be funded from the traveller’s business unit.

Further information

More information, including quarantine fees and possible fee exemptions/waivers, can be found on the Queensland Government website.

Australian states and territories can apply their own travel restrictions and additional quarantine requirements. Information on government state and territory restrictions can be accessed through the Australian Department of Health website.

Update - 3 July 2020

Returning from interstate:

From midday 3 July 2020 travellers arriving in Queensland from interstate who have been in a declared hotspot within the last 14 days must complete 14 days mandatory quarantine in government arranged accommodation. Charges will apply to cover the costs of quarantine.

Update - 19 June 2020

Advanced notice of Queensland Government quarantine fee

From 1 July 2020 travellers arriving in Queensland from overseas will be charged fees for 14 days quarantine in government arranged accommodation.

If, before midnight on 17 June 2020, a traveller had a confirmed arrival date into Queensland, even if they arrive after 1 July 2020, the traveller will not be required to pay the quarantine accommodation fee. 

More information can be found on the Queensland Government website. Quarantine fees start at $2,800 for one adult.

Update - 18 May 2020

The Australian Government continues to advise Australians to avoid all non-essential domestic travel to help prevent the spread of COVID-19. The Australian Government’s ban on Australians travelling overseas remains in place.

In a very limited set of circumstances, some domestic UQ travel may be approved. However, it is subject to demonstration of criticality to UQ operations or research, current government restrictions, public health rules including self-isolation protocols, and approval from senior executives.  

Outbound international travel remains prohibited and is not to be undertaken, booked or approval sought.

The University will continue to monitor the situation and reassess its travel position consistent with government advice and restrictions.

Updated travel approval process (as at 18 May 2020)

See FAQ ‘Travel Approval Process’ for the mandatory travel approval requirements effective from 18 May 2020 until further notice.

The following measures are for essential travel only and applies to all UQ travellers:

• Intrastate travel – travel within Queensland that includes a flight or overnight accommodation requires approval from your USMG member.

Travel for field trips related to high-value and/or time critical research activities will be prioritised (subject to any government restrictions/permits).

• Interstate travel – prohibited unless exceptional circumstances (and compliant with government restrictions) which requires the approval of your USMG member.
• Inbound International travel – prohibited unless exceptional circumstances which requires approval from the Provost or the Chief Operating Officer.

Update - 1 April 2020

Campus Travel Office Closure St Lucia

Due to the ongoing outbreak of COVID-19, travel services globally have been significantly impacted. UQ travel restrictions can be found on the UQ Travel website COVID-19 FAQs. Until further notice, UQ will not book any domestic or international travel.

Due to the current situation Campus Travel, UQ’s travel services provider, will close their office located on Staff House Road at the University’s St Lucia campus.

Campus Travel remain operational offsite, however the number of team members has decreased in line with the reduction in bookings. Consultants who worked on the UQ account have been redeployed to other areas during this time.

Campus Travel will continue as the University’s travel services provider until the transition to FCM Travel Solutions. Both Campus Travel and FCM Travel Solutions are part of the Flight Centre Travel Group, therefore the transition should be seamless for UQ users.

To contact Campus Travel please email uq@campustravel.com.au or phone (07) 3393 8855.

Update - 23 March 2020

The Australian Government has advised that all non-essential travel within Australia be avoided, particularly interstate travel due to increased state border restrictions and requirement to isolate for 14 days.

The University now requires:

1. Any imminent domestic travel that involves a flight and / or travel interstate be cancelled or deferred until further notice.
2. No new domestic travel bookings be made that involve a flight or travel interstate regardless of:
   1. type of traveller;
   2. the funding source; or
   3. if the travel was previously approved.

All previous travel restrictions announced still apply. Do not book any domestic or international travel until further notice.

Travel Insurance

Cover for cancellation is likely to be available for cancellation of imminent domestic UQ approved travel arrangements if those arrangements were booked and paid for prior to 4pm (AEDT) on 2 March 2020.

All claims will be assessed by UQ’s Travel Insurer on a case by case basis according to policy terms, conditions, limitations and exclusions.

Until further notice:

• international travel requests cannot be submitted or approved;
• Serko online booking tool access has been disabled.

Update - 19 March 2020

The Australian Government has announced that at 9:00pm (AEDT) 20 March, non-Australian citizens and non-Australian residents will not be allowed to enter Australia. Detailed information regarding the Australian government’s travel ban is limited at this time.

UQ travellers who are not Australian citizens or Australian residents and have an imminent travel booking to Australia must cancel or defer until further notice. See 'Already Booked' FAQ for more information regarding travel and insurance.

Australian citizens and Australian residents will still be able to return from overseas but they will be required to self-isolate for 14 days.

Update - 18 March 2020

The Australian Government now advise all travellers not to travel overseas at this time.

The University now recommends that all travellers currently overseas should make arrangements to either return to Australia or their home location, whichever is the safer as soon as possible. This applies to all approved UQ travellers including staff, students and guests.

This decision is based (but not limited) to the following risks:

• Airlines globally significantly reducing capacity and cancelling services until further notice
• Lack of or limited medical care due to COVID-19
• Risk of not complying with country visa requirements (overstay etc.)
• Ongoing financial costs related to long term overseas stay

Under these circumstances, the Australian government and the University’s ability to assist travellers overseas is now severely limited.

Restrictions and measures announced 5 and 16 March still apply. Do not book any international travel until further notice.

Travel Insurance

Because the Australian government’s travel advice rating has been raised to do not travel worldwide, cover for cancellation is likely to be available for cancellation of imminent international travel arrangements if it meets certain criteria (refer to the UQ Travel website COVID-19 FAQS).

All claims will be assessed by UQ’s Travel Insurer on a case by case basis according to policy terms, conditions, limitations and exclusions.

Update – 16 March 2020

The Australian Government now advise all travellers to reconsider their need for overseas travel at this time. Travellers may be quarantined, denied entry to some countries or airlines may cancel your flights at short notice, which means you may be stranded. Under these circumstances, the University’s ability to meet its duty of care obligations is severely limited.

The University has implemented the following measures, effective immediately:

1. Imminent University travel departures to any country outside Australia (including New Zealand) must be cancelled or deferred. This restriction applies to all University travel, regardless of when the travel was booked or the fund source.
2. All travellers (including Australian citizens) travelling or returning to Australia will be required to self-isolate for 14 days. Staff impacted should advise their supervisor.

Measures announced 5 March 2020 are still in place:

1. Do not book any international travel until further notice, even if the University travel has been approved prior to this announcement. This restriction applies to all University travel, regardless of fund source.
2. Restrict domestic University air travel to critical travel only.

Update - 13 March 2020

The Prime Minister has announced the Department of Foreign Affairs and Trade (DFAT) now advise all Australians to reconsider their need to travel overseas at this time. Regardless of your destination, age or health if your overseas travel is not essential, consider carefully whether now is the right time.

As advised by the Vice-Chancellor to all staff on Friday 6 March, UQ travellers and travel approvers must re-assess whether international travel already booked prior to 4pm (AEDT) on 2 March 2020 should be undertaken.

Update - 5 March 2020

Restrictions on all University air travel until further notice

Yesterday (4 March 2020) the University’s travel insurer informed UQ that COVID-19 is considered a foreseen circumstance for any new travel arrangements made after 4pm (AEDT) on 2 March 2020. This means that the UQ travel insurance policy will not respond to claims relating to or resulting from COVID-19 for any domestic or international travel booked after 4pm (AEDT) on 2 March 2020.

To enable us to continue to protect the health, safety and wellbeing of our people, and due to the advice from the insurer, effective immediately the University has implemented the following measures:

1. Do not book any international travel until further notice, even if the University travel has been approved prior to this announcement. This restriction applies to all University travel, regardless of fund source.
2. Travellers and travel approvers must re-assess whether international travel already booked prior to 4pm (AEDT) on 2 March 2020 should be undertaken, particularly to countries where the Australian Government has raised their travel advice in relation to COVID-19.
3. Restrict domestic University air travel to critical travel only.

Until further notice, international travel requests for UQ travel can not be submitted or approved. 

Timeline of UQ travel suspensions

The University has suspended all UQ approved travel for official University business purposes to:

• Hubei Province - China (suspended 24 January 2020)
• Mainland China (suspended 29 Jan 2020)
• Iran (suspended in Dec 2018 unrelated to COVID-19)
• Lombardy and Veneto regions - Italy (suspended 3 March 2020)
• Daegu and Cheongdo - South Korea (suspended 3 March 2020)
• South Korea overall (suspended 5 March 2020)
• Italy overall (suspended 10 March 2020)
• Mongolia overall (suspended 12 March 2020)
• Igualada, Santa Margarida de Montbui, Odena and Vilanova del Cami in the region of Catalonia - Spain (suspended 13 March 2020)
• All countries outside of Australia (suspended 16 March 2020)
• Domestic travel within Australia involving a flight or interstate travel (suspended 23 March 2020)