These Frequently Asked Questions (FAQs) should be read in conjunction with UQ's Travel Policy and Procedures. Please note the FAQs are subject to change and will be further developed as required.  Current as at 11 June 2018. 

Use of Campus Travel

Q: What happens when travel is paid and organised by an external organisation?

If the University travel is funded by an external source:

  • It is appropriate for the external organisation to continue booking your associated travel.
  • A copy of your itinerary and contact details must be supplied to your supervisor, and as required, the completion of any Work Off-Campus OHS Risk Assessments documentation.
  • You must still have approval to travel on University business in accordance with the Travel Policy. You will be covered by the UQ Travel Insurance if you follow the steps above.

Q: Is the travel considered to be “UQ business” if a visitor is travelling to UQ to meet with UQ staff/present a guest lecture etc?

Visitors such as guest lecturers, external collaborators, academics flown to the University for job interviews are not part of the definition of UQ traveller/University business under the Travel Policy.

Therefore there is no policy requirement to use Campus Travel for such bookings.

However, we recommend where possible bookings are made via Campus Travel. This allows access to negotiated discounts and increases the consolidated spending power of UQ for future airline negotiations etc.

Q: Does Campus Travel have to be used for group student travel – e.g undergraduate field trips?

No, this is not considered official UQ business, nor are they representing UQ. Therefore booking through Campus Travel is not required.

Q:  Are there any exceptions to using Campus Travel for UQ travellers?

The University recognises that certain circumstances sometimes 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.

Travel must be approved and a copy of your itinerary and contact details must be given to 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*

*As per the Travel Procedure document, if the UQ traveller elects to arrange private accommodation (such as staying with friends, colleagues or family) the University will not pay accommodation expenses

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

 Q. Will Campus Travel book staff personal travel and travel for my family?

Yes. Please refer to the below table for further reference to the conditions for staff and personal travel bookings.

 

UQ Travel Policy

Q: How will UQ staff obtain approval for domestic travel?

A UniFi Travel Request is no longer required for domestic travel and written Supervisor approval (usually via email) is sufficient. Business Units should not create a local form or database to record domestic travel approvals.

The onus is on the traveller to check if there are available funds for the trip.

A copy of the written approval must be retained by both traveller and supervisor for Audit and Insurance purposes. The request to the Supervisor for domestic travel approval should include:

  • Details of travel location;
  • Reason for travel;
  • Travel dates;
  • Estimated cost of trip and source of funds (estimate only, a Campus Travel quote is not required);
  • Details of any private days (including an attached Dual Purpose Travel Calculator if the trip includes private days); and 
  • Details of any intended leave to be taken.

Q:  How will UQ staff obtain approval for international travel?

The approval process for international travel remains unchanged for now. Staff will be required to submit an International Travel Request in UniFi prior to booking travel.

Minor changes have been made in the “Field Trip approval” step. Updated UniFi International Travel Workflow training material is available now on Blackboard.

Q:  What is regarded as '7 continuous hours' when applying for Business Class travel?

7 continuous hours is determined by the duration of the flight i.e.

  • Brisbane – Singapore (with no voluntary stops or transits) is approx. an 8hr flight therefore premium / business class is permitted subject to appropriate approvals
  • Brisbane – Denpasar is approx. 6.25hrs therefore premium / business is NOT permitted
  • Brisbane – Auckland is approx. 3hrs therefore premium / business is NOT permitted
  • Brisbane – London return (with a transit in Singapore and Melbourne) premium / business permitted as the Singapore – London flight is 14hrs. subject to appropriate approvals
    • In this example the entire itinerary would be booked in premium / business as the airline calculates the fare as a Brisbane – London return and not by individual sectors

As in the policy, it is at the discretion of the appropriate USMG member to approve premium / business class for flights greater than 7 continuous hours. Premium and business class flights are reported on monthly to the executive team.

Travellers also have the option to self-fund the difference between the economy fare and the premium / business class fare should they opt to. This does not require USMG approval.

At the time of requesting quotes, Campus Travel will be able to offer assistance and guidance to travellers / bookers in regards to the premium / business class policy with more clarification on what is permitted for individual bookings.

Q: Can I travel a higher class than Economy if my research grant conditions allow?

Yes.

UQ Travel Allowance

Q: How do I claim for UQ Travel Allowance via EMS ProMaster?

From 11 June 2018, UQ staff will be able to apply for both Domestic and International Travel Allowances by:

  • Logging into EMS ProMaster
  • Creating an Expense Claim using the expense type Dom Travel Allowance or Int Travel Allowance;
  • Attaching relevant supporting documentation in PDF format (Domestic - Supervisor written approval; International - UniFi International Travel Request approval email).

Note: Travel Coordinators who enter UniFi International Travel Requests on behalf of others will need to forward the travel approval notification email they receive to the traveller.

Learn how to claim the Travel Allowances via EMS ProMaster:


Q: What is a UQ Travel Allowance?

The purpose of the UQ travel allowance (for both domestic and international travel) is to cover the additional expenses incurred living away from home, while travelling on official University business. 

The allowance is only payable for overnight journeys and will be calculated per overnight stay while travelling on University business.


Q: How much is the Travel Allowance?

Domestic travel allowance rate

The domestic travel allowance rate is $85 per overnight stay while on UQ business travel.

The domestic travel allowance rate applies to all locations in Australia.

International travel allowance rate

The international travel allowance rate is determined by country, per overnight stay while on UQ business travel.

To help with planning and budgeting, UQ Travel has developed a simple ITA Budget Calculator [XLS].


Q: What expenses does the Travel Allowance cover?

UQ Travel Allowance (both domestic and international) applies to:

  • The UQ traveller’s meals: food and drink for breakfast, lunch and dinner, morning and afternoon tea.
  • The UQ traveller’s incidental expenses such as snacks, drinks (water, coffee, tea etc.), gratuities, low value public transport (e.g. local journeys on a local bus, tram, train etc. that doesn’t cost more than 10% of the total overnight allowance).
  • Any other personal services rendered by the UQ traveller: phone or internet charges, laundry, dry cleaning, room service, etc.

 

Q: What about Travel Allowances for non-UQ staff such as students?

The current process for non-staff and students remains unchanged. 


Q: What will happen with Travel Cards?

UQ is in the process of phasing out Travel Cards for staff travel.

As of Monday, 11 June 2018, all Travel Allowance requests (both domestic and international) for UQ staff must be applied for via EMS ProMaster.

Until Travel Cards are phased out for staff travel, UQ staff can still use Travel Cards for actual expenditure in certain circumstances. For more information on the use of Travel Cards refer to PPL 9.43.03 Travel Cards or see Travel Cards FAQ below.

 

Q:  Is there a limit on the number of days UQ Travel Allowance can be claimed for?

If a UQ traveller is planning to claim a travel allowance exceeding 90 days in the same location, Finance and Business Services (Tax) must be consulted prior to submitting the allowance claim.

Travel Cards

Q:  How do I load funds onto a Travel Card?

In certain circumstances a UQ traveller may apply for a Travel Card (a debit card with a pre-determined cash load) to pay for expenses while they are travelling.

UQ staff can only use Travel Cards for actual expenditure and not for paying travel allowance. See Travel Allowance for further details on how travel allowance is paid to UQ staff.

For more information on the Travel Card application and card management refer to PPL 9.43.03 Travel Cards.

For information on how to request a Travel Card load, refer to the below topics -

Q:  Who do I contact if I haven’t received my Travel Card statement within 30 days of requesting?

Please contact fbs.support@uq.edu.au who will liaise with MasterCard on your behalf.

Q: My Travel Card statement includes previously reconciled transactions. Who should I contact?

Please contact fbs.support@uq.edu.au who will liaise with MasterCard on your behalf.

Q: What if I require assistance using my Travel Card or have forgotten my PIN? 

If you require assistance using your travel card or have forgotten your PIN, call:

  • 1800 098 231 in Australia 
  • +44 207 649 9404 internationally

To retrieve your PIN follow these steps when prompted:

  1. Enter 11 to access the menu in English.
  2. Enter 2 for card activation or PIN assistance.
  3. Enter your full card number followed by the # key.
  4. Enter your date of birth in the format DDMM then press the # key.
  5. Enter your card's 3 digit CVV number from the signature panel on the reverse side of the card then press the # key.
  6. Enter 1 when prompted.
  7. Enter 1 again when prompted.
  8. Your PIN will be read back to you.
  9. When finished, simply hang up.

UniFi Travel Requests

Contact Finance Client Support Services for assistance using UniFi.

Phone: (07) 334 66205

Email: fbs.support@uq.edu.au

Online Training: UniFi 9.2 Online Interactive Training Material