Frequently Asked Questions
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.
Use of FCM Travel Solutions
UQ has engaged FCM Travel Solutions as its preferred travel services provider, with responsibility for managing UQ's travel requirements.
UQ travel bookings must be made with FCM Travel Solutions.
Refer to Exceptions to using FCM Travel Solutions for allowed exceptions.
FCM HUB - Managing and updating your travel profile
Q. What is FCM HUB?
- FCM HUB is a Travel Profile Management System owned by UQ’s travel services provider, FCM Travel Solutions. FCM HUB is a system that manages and updates your travel profile information and preferences such as your legal name, contact information while travelling, memberships and passport details. You can also organise visas and find out important travel information via FCM HUB.
- Travel bookings are made in Savi, to access Savi from FCM HUB click on the Create a New Booking tile.
Q. How do I access FCM HUB?
- You can access FCM HUB by using the Travel Approval and Booking tile at the top of the UQ Travel website.
- FCM HUB uses UQ Authenticate to login. UQ Authenticate requires your UQ credentials (UQ Username/Kerberos ID & password) to be entered to access FCM HUB.
- You must be logged in to the Internet Session Management (ISM) service.
Q. Who has access to FCM HUB?
All UQ staff have access to FCM HUB. There are two role types in FCM HUB:
- Traveller
- View, edit and update their own travel profile information only
- Travel arranger
- View, edit, update and create profiles on behalf of UQ approved travellers, including external guests and students
Q. Who can create profiles in FCM HUB?
Approved UQ travel arrangers. Please contact UQ Travel for more information.
Q. What if a non-staff UQ traveller does not have an email address? How do I add them to FCM HUB?
All profiles in FCM HUB require a unique email address that is specific to that profile. If you do not have an email address for a non-staff UQ traveller you will need to create a dummy email address for the purpose of saving the profile (no communication will be sent to this email address). This is not encouraged and should only be done as a last resort.
Itineraries and travel documentation for non-staff UQ travellers will always be sent to the UQ person making the booking.
The travellers mobile phone number must be added to the FCM HUB profile, the mobile number cannot be a travel arranger’s number. The mobile number will only be contacted in the event of flight changes, disruption and cancellations.
Q. I am creating a non-UQ staff profile and the email address for the traveller already exists, what do I do?
All profiles in FCM HUB require a unique email address that is specific to that profile. If the profile you are creating is for a non-UQ staff member and FCM HUB is telling you the email address already exists in the system you should:
- Check that a profile does not already exist in FCM HUB for UQ
If a profile does not exist, you are getting this message due to the traveller having a profile with FCM under another customer account. You should:
- Create a new profile for the non-UQ traveller and use a dummy email address (no communication will be sent to this email address).
Itineraries and travel documentation for non-staff UQ travellers will always be sent to the UQ person making the booking.
Q. What cost centre should I use when creating a non UQ staff profile in FCM HUB?
Please use the Opal unit the travel will be charged to.
Q. FCM have all my travel profile information including airlines memberships. Do I need to update this in FCM HUB?
If you are a current UQ staff member a profile will be created in FCM HUB for you. If you had any travel memberships and passport information with FCM (or Campus Travel prior to November 2020) this information should be transferred to the FCM HUB. We do however recommend all travellers login to FCM HUB to ensure profile information is correct and updated with membership details, contact information, passports etc.
Q. Do I need to add passport information to my profile?
Passport information is required for travellers who fly internationally. Some airlines require passport information to be included at the time of booking confirmation. Failure to provide this information may result in your booking being cancelled or not being completed. If this information was provided to FCM (or Campus Travel prior to November 2020) this information will be transferred to FCM HUB.
Q. I cannot see my preferred title in the selection drop down?
The titles available in FCM HUB are globally recognised and accepted by airlines and certain countries.
Q. Why is ‘X’ not an available selection in the gender field?
Travellers showing ‘X’ in the sex field of passports may encounter difficulties when travelling internationally in certain countries or with certain airlines. For this reason, FCM HUB only accepts either male (M) or female (F) to be entered in the gender field. For more information please contact FCM.
SAVI - Online Booking Platform
Q. What is Savi?
Savi is an Online Booking Platform, owned by UQ’s travel services provider, FCM Travel Solutions. Savi allows UQ travellers and travel arrangers to book approved domestic travel and international (point to point economy) travel including flights, accommodation, car hire and transfers. Booking fees for Savi are centrally funded.
Q. How do I access Savi?
- You can access Savi through FCM HUB by clicking on the Travel Approval and Booking/FCM HUB (profiles and booking) tab at the top of the UQ Travel website.
- Once in FCM HUB click on the Create a new booking - Savi tile.
- Savi uses UQ Authenticate to login. UQ Authenticate requires your UQ credentials (UQ Username/Kerberos ID & Password) to be entered to access FCM HUB.
- You must be logged in to the Internet Session Management (ISM) service.
Q. What is Savi Select?
Savi Select functionality allows UQ travellers and travel arrangers to email multiple itinerary options to another traveller, including external guests and students. The email recipient can then choose to accept, review or request changes to the suggested itinerary options. This makes booking travel on behalf of others a much easier experience.
Q. Can I book travel in Savi for another UQ staff member?
Yes, if the traveller has a profile and can be found in Savi you can book travel on their behalf. The travel itinerary will always be sent to the person making the booking who will need to send the documentation to the traveller.
Q. Can I book travel in Savi for a non-staff UQ traveller (e.g. external guest or student)?
Yes, if the traveller has a profile and can be found in Savi you can book travel on their behalf. If they do not have an active profile you will need to contact an approved travel arranger to create a profile in FCM HUB. The travel itinerary will always be sent to the person making the booking who will need to send the documentation to the traveller.
Q. Do I need to submit a UniTask Travel Request to book on Savi?
Yes, the UniTask Travel Request form Trip ID must be entered into the Savi UnitTask Trip ID field (mandatory) to finalise the booking This applies to both domestic and international bookings.Refer to Approval for travel section of the website.
Q. Can I book premium economy or business class on Savi?
No, if a traveller has an approved exemption to fly a higher class than Economy (as per the UQ Travel Policy) then the travel must be booked offline via a FCM consultant.
Q. How do I pay for my booking on Savi?
Travel booked through FCM will be paid for automatically by the UQ Travel Account and charged to the traveller's default chart string in ExpenseMe Pro (UQ’s expense management system). You do not need to enter any payment details in Savi.
Q. Can I add chart string information in Savi?
Chart string information cannot be added to your booking in Savi. Travellers and travel arrangers should check their default chart string information is correct in the ExpenseMe Pro (UQ’s expense management system). Contact your Finance transactional team for assistance.
Q. Can I book personal travel on Savi?
No.
UQ Travel Policy and Dual Purpose Travel Procedure - Travellers
Revised Travel Policy and new Dual Purpose Travel Procedure are now available on the PPL.
What has prompted the change in policy?
In response to feedback surveys, as well as lessons learnt over recent years, we are introducing a revised Travel Policy and new Dual Purpose Travel Procedure.
The policy and procedure have been simplified for travellers and approvers, reducing the administrative burden while still allowing private travel for travellers under the Australian Taxation Office (ATO) rules.
Who does the policy apply to?
The policy and procedure apply to a person undertaking travel approved by UQ, regardless of funding source, for the purpose of UQ business.
Who does the policy NOT apply to?
The policy and procedure do not apply to students (undergraduate/postgraduate coursework students and HDR candidates should refer to the Student Travel Procedure).
The policy and procedure do not apply to staff travelling as part of their Special Studies Program (SSP).
Even if UQ is contributing to the travel costs, a UQ traveller does not include:
- travellers undertaking travel because of personal reasons (e.g. family related, health related, returning to their home country of their own will);
- job interviewees who are invited to UQ;
- research participants;
- volunteers;
- external guests who are invited to UQ, but are not travelling as a representative of UQ; or
- staff travelling to or from a home base to begin employment at UQ, or at the conclusion of a term or contract.
Travel within Queensland and overnight/flight NOT required – what do I need to know?
If the travel is within Queensland and does not include a flight or overnight accommodation (i.e. a day trip to undertake field work and you’re driving from one location to another), then the policy and procedure does not apply. In this circumstance, the traveller should follow the OHS Work Off-Campus Procedure (PPL).
Can I take leave during my UQ business trip?
Yes, if the private days are in a UQ business location where you are currently conducting UQ business. The total number of private days must be less than the total number of business days.
There will be no need for you to make a personal co-contribution for UQ business travel flights where there is private travel during the business trip, as long as the travel is approved in accordance with the travel policy and procedure. You will only cover the costs on the private days in the business location e.g. accommodation, meals/incidentals etc.
For detailed examples, please refer to the Dual Purpose Travel Procedure.
What is the definition of a “business location”?
A business location is a city/town/village where the authorised business is undertaken. Each night must be spent in the business location (same city/town/village) to be considered a work location for tax purposes. A personal day trip to another city or town within the same country, with the night spent in the UQ business location, is allowable within the policy.
Can I add a private holiday location prior to the start [or following the end] of my UQ business trip?
Yes, you can take leave in a private holiday location prior to commencing (or following completion of) the UQ business trip.
If the private holiday is taken prior to the start of the UQ business activity, then you will be responsible for making your own personal travel arrangements through your own travel supplier/s and personally fund all costs (including the one way airfare) to get to the UQ business location. In this case, the UQ travel only begins once you arrive in the business location.
If the private holiday is taken following the end of the UQ business activity, then you will be responsible for making your own personal travel arrangements through your own travel supplier/s and personally fund all costs (including the one way airfare) to return to your normal place of work. In this case, the UQ travel ends once you leave the business location.
All costs incurred on private days must be funded personally by the traveller.
You will not be cover by UQ Travel Insurance for the private holiday component prior to the start (or following the end) of a UQ business trip. UQ Travel Insurance coverage will only apply to the approved UQ business locations.
E.g. From Brisbane
to UQ business location (London)
to private holiday location (Paris)
to Brisbane
UQ covers UQ business components:
- Covers 100% of flight costs from Brisbane to UQ business location (London)
- Covers 100% of accommodation and other costs on UQ business and travel days in the business location (London)
- UQ Travel Insurance cover applies in the UQ business location (London) for both business days and private days
Traveller covers private holiday location costs including:
- Arranges and pays 100% of flight costs from UQ business location (London) to private holiday location (Paris)
- Arranges and pays 100% of flights from private holiday location (Paris) back to UQ work location (Brisbane)
- Arranges and pays 100% of accommodation and any other costs on private days (Paris to Brisbane)
- Private Travel Insurance cover once the traveller leaves the business location (London)
The UQ travel ends when the traveller leaves the business location (London) in the scenario above.
For detailed examples, please refer to the Dual Purpose Travel Procedure.
Can I add a private holiday location between UQ business locations?
No, this is not allowed.
It is not possible to achieve the simplification of travel administration sought for travellers and approvers while remaining compliant with Australian Taxation Office requirements.
Will I still need to provide the details of my private holiday travel as part of my UQ travel request?
No, only the UQ business travel and private days in UQ business locations should be included in your UQ travel request. Private holiday destinations must not be included in your UQ travel request.
Do I need to arrange my own travel insurance for any private travel days?
UQ travellers are covered by the UQ travel insurance policy for all UQ business locations, for both business, travel/transit days, weekends and private days taken in UQ business locations.
See Travel Insurance website for more information as to what is and isn’t covered by UQ travel insurance.
UQ travellers including a private holiday location prior to the start (or following the end) of a UQ business trip will need to arrange their own private travel insurance coverage for this period and location.
Do I need to use UQ suppliers and UQ systems to book my private holiday travel?
No. If you want to add a private holiday location prior to the start (or following the end) of your UQ business trip then please use your own suppliers. You can book where and how you want.
If you are taking private days in a UQ business location and you would like to use the same accommodation, we encourage you to use the UQ travel supplier, FCM Travel Solutions, who can arrange this and invoice you separately for your private days.
Only the UQ business travel components (flights and accommodation) must be booked through the UQ supplier via the UQ systems.
In what circumstances can I fly a higher class of travel (premium or business)?
Domestic air travel must be booked at Economy Class.
International air travel must be booked at Economy Class except if the air travel is more than 7 continuous hours, the travel approver may use their discretion to approve a UQ traveller to travel at a higher class of travel (Premium Economy or Business Class) in certain circumstances including:
- to accommodate the specific health and safety needs of a UQ traveller such as:
- a medically certified disability or medical condition; or
- the UQ travel is required to be undertaken within a very short timeframe (e.g. less than 48 hours total time in the business location).
- budget is available and:
- the air travel is paid for by an external organisation with funds not administered by UQ, or where a higher class of travel above Economy Class is explicitly included and stated in the approved budget of an externally funded project/contract; or
- the air travel is paid (or upgraded from Economy Class) using consultancy funding.
UQ travellers may upgrade travel to a higher class with their own personal funds or loyalty/frequent flyer points. This does not require approval. This can be facilitated by UQ’s travel services provider, FCM Travel Solutions.
Can I travel a higher class than Economy if my grant conditions allow?
Yes, see above FAQ ‘In what circumstances can I fly a higher class of travel (premium or business)?’.
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
Will UQ cover the costs if I need to undertake a Fit for Travel medical clearance?
Yes, UQ will reimburse travellers for the cost of an appointment with a doctor to assess fitness for travel if the traveller has a pre-existing condition or is over 75 years of age.
This cost should be included in the travel budget.
What vaccinations are required for international travel?
Vaccination recommendations based on specific country advice can be found on the UQ International SOS portal (search by location list, select ‘Medical’ tab). Travellers should always consult a doctor for travel health advice or contact UQ’s travel risk provider, International SOS, to discuss their specific needs. UQ will reimburse travellers for the cost of vaccinations required for their specific UQ travel destinations, other than for vaccinations listed in the Immunise Australia Program.
See FAQ COVID-19 Travel section - ‘Is COVID-19 vaccination required for international travel?’
What if travel is paid by an external organisation (or self-funded)?
You must still have approval to travel for the purpose of UQ business in accordance with the Travel Policy and Procedure (and to have access to UQ’s travel insurance cover). This includes the restrictions for private days as detailed in the Dual Purpose Travel Procedure.
If the travel is approved by UQ, but is funded by and external organisation (or self-funded):
- it is appropriate for the external organisation to book your UQ authorised travel
- you do not have to use FCM (UQ’s travel management company) to book your UQ authorised travel
- the UQ business component itinerary details must be registered through International SOS.
Who can support me if I have questions about a proposed trip?
If there are any questions about the purpose or activities on the proposed trip, the traveller should address these to their supervisor/travel approver directly.
Your local Finance Team can assist with any questions about funding sources. For advice on the application of the Travel policy contact UQ Travel or for the Dual Purpose Travel Procedure contact fbs-tax@uq.edu.au.
Can UQ staff undertake overseas work arrangements?
Overseas work arrangements are complex, beyond just travel insurance and workers compensation considerations, and the University does not automatically allow staff to be employed whilst overseas for personal reasons. Overseas work arrangements may trigger implications for payroll, tax withholding, tax reporting, social security/pension/superannuation, workers insurance, immigration, etc whilst the worker is overseas, for both Australia and the overseas jurisdiction.
In all instances, where there is in-principle support to allow an employee to work from overseas, formal advice must first be obtained regarding the potential statutory employer obligations for UQ that may arise. As the University does not provide inhouse advice regarding international statutory obligations, we must obtain that written advice from an external tax firm. Costs for this advice and any subsequent additional costs that may arise relating to any statutory obligations will be borne by the organisation unit.
Staff members will separately need to obtain advice on their personal tax obligations in both Australia and the overseas jurisdiction for the duration of overseas work, at their own expense.
Before approving a request to work outside Australia, please contact Global Mobility to discuss obtaining this advice.
If a staff member is approved to undertake their normal work duties (but in a different location overseas, for personal reasons) it should be treated/approved as a remote working arrangement, not UQ travel. Therefore travel approval isn’t required and UQ travel insurance does not apply. Essentially the traveller is undertaking travel in their personal capacity, not on behalf of UQ. Costs would be covered by the traveller.
For questions about Queensland workers compensation please contact UQ Work Injury Management.
Staff based in Queensland who enter into temporary arrangements under which they work overseas are covered by UQ’s workers compensation as long as they are absent from QLD for not longer than 6 months, and compensation would have been payable had the injury been sustained in Queensland. If a staff member permanently relocates overseas, they are not covered under UQ’s workers compensation.
For questions about workers compensation for staff based interstate, or other insurance policies, please contact UQ Insurance Services.
Travel Approvers
Revised Travel Policy and new Dual Purpose Travel Procedure are now available on the PPL.
What has prompted the change in the Travel Policy?
In response to feedback surveys, as well as lessons learnt over recent years, we are introducing a revised Travel Policy and new Dual Purpose Travel Procedure.
The policy and procedure have been simplified for travellers and approvers, reducing the administrative burden while still allowing private travel for travellers under the Australian Taxation Office (ATO) rules.
Who is the Travel Approver moving forward?
The role of travel approver will vary across UQ. In most cases, the relevant travel approver will be the UQ traveller’s supervisor or Head of Organisational Unit (such as a school, institute, centre or division) or their approved delegate (i.e. Head of School/Deputy Head of School/Centre Director/School Manager/Centre Manager/Deputy Director/Faculty Executive Manager or equivalent). Refer to your local area for guidance if you are unsure who is your appropriate travel approver.
What is the role and responsibilities of a Supervisor/Travel Approver when approving travel?
The UQ traveller’s supervisor should confirm the following with the UQ traveller prior to departure:
- appropriate controls have been or will be implemented to effectively manage the risks associated with undertaking the UQ travel;
- the traveller is fit to undertake UQ travel having regard to the nature, purpose, destination, and duration of the travel (it’s the responsibility of the traveller to get a medical clearance for international travel if they have a pre-existing condition); and
- appropriate communication arrangements have been put in place to remain in contact with the traveller.
The travel approver is responsible for assessing and ensuring the following, where relevant, in a timely manner:
- the UQ travel is necessary;
- the travel plan is reasonable (timing, duration, total cost etc.) and demonstrates prudent use of UQ resources (i.e. the most logical and economical route is selected and, if required, Premium Economy or Business Class is justified); and
- all proposed business location/s are for legitimate UQ business purposes.
How do I know funding is available for travel?
It is the traveller’s responsibility to ensure travel is properly budgeted for and funds are available to pay for travel. The travel approver is NOT required to check there are funds available within budget, whether the travel is allowed under a grant’s funding rules or the dates of any events.
If required, the travel approver can request the traveller provide written confirmation from the local finance team to confirm funding availability.
What other checks and measures are in place?
The traveller’s supervisor and the funding source’s budget holder will receive consolidated email notification of actual travel expenses via ExpenseMe Pro (UQ’s expense management system). Budget monitoring, by the budget holder and Finance advisory team, applies to travel expenditure as per other expenditure types.
A key element of the simplification and efficiency of the new travel policy and procedure is a higher expectation of accountability by individual travellers.
In what circumstances can I approve a higher class of travel (premium or business)?
Domestic air travel must be booked at Economy Class.
International air travel must be booked at Economy Class except if the air travel is more than 7 continuous hours, the travel approver may use their discretion to approve a UQ traveller to travel at a higher class of travel (Premium Economy or Business Class) in certain circumstances including:
- to accommodate the specific health and safety needs of a UQ traveller such as:
- a medically certified disability or medical condition; or
- the UQ travel is required to be undertaken within a very short timeframe (e.g. less than 48 hours total time in the business location).
- budget is available and:
- the air travel is paid for by an external organisation with funds not administered by UQ, or where a higher class of travel above Economy Class is explicitly included and stated in the approved budget of an externally funded project/contract; or
- the air travel is paid (or upgraded from Economy Class) using consultancy funding.
UQ travellers may upgrade travel to a higher class with their own personal funds or loyalty/frequent flyer points. This can be facilitated by UQ’s travel services provider, FCM Travel Solutions.
Who can support me if I have questions about a proposed trip?
If there are any questions about the purpose or activities on the proposed trip, the travel approver should address these to the traveller directly.
Your local Finance Team can assist with any questions about funding sources. For advice on the application of the Travel policy or the UniTask Travel request contact UQ Travel or for the Dual Purpose Travel Procedure contact fbs-tax@uq.edu.au.
COVID-19 Key Updates (ARCHIVED)
The below is an archive of key dates and updates. For the most up to date information please refer to the Latest Travel Updates.
Update - 28 January 2022
Changes to domestic travel restrictions
Effective 28 January 2022, domestic travel is permitted for UQ travellers. International travel restrictions remain unchanged.
COVID-19 travel restrictions for UQ travellers are as follows:
Domestic travel
- Travel to/from and within any Australian state/territory that includes a flight or overnight accommodation requires approval from Head of School/Director (or equivalent).
- Domestic Travel Declaration must be completed and emailed to your finance team.
- Travellers must comply with applicable state and territory government restrictions including entry requirements, and arrange travel accordingly.
- Travellers must ensure they take caution if travelling to remote communities, including Aboriginal and Torres Strait Islander communities.
- Coursework Students must refer to the Student Travel Approval process and HDR candidates should follow the HDR Travel guide.
International Travel
- No international travel is allowed other than to undertake critical UQ assignments/activities which may be approved for exceptional circumstances (see list below what is not normally considered an exceptional circumstance).
- This applies to all travel to, within or between countries outside of Australia and all UQ travellers based in Australia and overseas.
- In addition to UQ Business Days, travel may only include up to two (2) private ‘gap days’ per week in the same country as the business activity. No additional private travel days will be allowed as these will not be covered by UQ's Travel Insurance. Refer to the Travel Insurance Brochures for more information on what is/isn't a 'gap day'.
The following requirements need to be met before international travel can be booked:
- International Travel Business Case completed and;
- Endorsed by: Head of School, Director (or equivalent)
- Approved by: Relevant University Senior Leadership Group (USLG) member.
- For High Risk Destination countries rated by the Australian Government as Level 3 (reconsider your need to travel), Level 4 (do not travel) or Not Rated;
- Additional approval is required by the Provost for Academic staff or the Chief Operating Officer for professional staff (requests to be sent to travel@uq.edu.au)
- Traveller must complete a pre-trip briefing with International SOS which can be facilitated by the UQ Travel Team (email: travel@uq.edu.au).
- The International Travel Declaration and COVID-19 UQ Traveller Checklist must be completed by the traveller.
- Completed International Travel Business Case and Declaration forms must be emailed to travel@uq.edu.au.
- For business travel departing Australia, traveller must book travel arrangements via UQ’s travel management provider FCM Travel Solutions.
- Travellers departing Australia must be fully vaccinated against COVID-19 and comply with local COVID-19 travel requirements for arrival destination/s.
- Travellers based overseas must follow local COVID-19 travel requirements for both departure and arrival destination/s.
Exceptional circumstances for international travel would normally NOT include:
- Conferences/seminars
- Events/ ceremonies
- Professional development
- Marketing/promotional activity
- Student recruitment
- Any activity that can be done online or where alternative arrangements can be made (meetings, teaching, collaboration, field work etc.).
It is strongly advised that if an organisational unit wants to pursue an international travel request for a staff member or student, a local professional staff member (e.g. school manager or deputy director) is appointed to case-manage the above process on behalf of the traveller, as they understand the UQ process and have the network if requiring support.
Travellers and approvers are responsible for checking DFAT’s travel advice levels from when they start planning until their departure and during their travels, for both their destination and transit countries. If the travel advice level increases prior to departure, the travel must be re-approved. Travel advice levels can change at short notice.
Students
- The international travel approval process outlined above applies to Higher Degrees by Research (HDR) travel. HDR candidates should also follow the HDR Travel guide. Note that in addition to those circumstances outlined above HDR Placement activities are considered non-essential and so not supported for international travel.
- For all UG and PGCW students based in Australia and offshore, the University does not currently endorse international travel. UG or PGCW students that need to travel for mandatory credit bearing reasons may be considered on a case-by-case basis in consultation with the relevant school, ADA and the Director, Student Employability. Further information related to WIL activities can be obtained from Student Enrichment and Employability Development (SEED) at employability@uq.edu.au.
The University will continue to monitor the situation and reassess its travel position ensuring the health and safety of our travellers.
Update - 28 January 2022
COVID-19 Travel Insurance Cover
The UQ travel insurance policy will still not respond to many claims for travel cancellation and disruption expenses relating to or resulting from COVID-19, such as COVID related border closures, lockdowns, flight cancellations or disinclination to travel.
Cover may be available (subject to full policy terms, conditions, limitations and exclusions) for cancellation and disruption expenses in specific, limited unforeseen circumstances outside the control of UQ/the traveller, where travellers are directly affected by a COVID-19 diagnosis or quarantine directive. For example, forfeited (or additional unbudgeted) travel or accommodation expenses may be covered if necessitated by you, a close relative (e.g. parent, sibling or child) or a travelling companion contracting COVID-19, or if you are directed by a health authority to quarantine because you are a close contact of a positive or suspected positive case of COVID-19.
Refer to FAQs including “Travel Insurance – costs of changes/cancellations for UQ Travel”.
Cover may be available under UQ Travel Insurance for medical or medical evacuation expenses relating to COVID-19 for domestic and international UQ travel, if it was approved in accordance with UQ policy and procedure. This cover is subject to full policy terms, conditions, limitations and exclusions, including that:
- There is no cover for domestic medical expenses, which should be claimed under Medicare and/or private health (including Overseas Health Cover and Overseas Visitor Cover);
- UQ travellers must exercise due diligence to avoid loss under the policy. Failure to exercise due diligence in planning and undertaking UQ travel could mean that cover is not available for medical expenses incurred as a result.
Update - 6 January 2022
Changes to domestic travel restrictions
Effective 6 January 2022, only essential domestic travel for exceptional circumstances is to be undertaken. International travel restrictions remain unchanged.
COVID-19 travel restrictions for UQ travellers are as follows:
Domestic travel
- Travel to/from and within any Australian state/territory that includes a flight or overnight accommodation requires approval from Head of School/Director (or equivalent).
- Domestic Travel Declaration must be completed and emailed to your finance team.
- Travellers and approvers must check if planned travel is to or from a declared hotspot, which can change at short notice. Travellers must comply with applicable government restrictions and rearrange travel where necessary.
- Coursework Students must refer to the Student Travel Approval process and HDR candidates should follow the HDR Travel guide.
Exceptional circumstances for domestic and international travel would normally NOT include:
- Conferences/seminars
- Events/ ceremonies
- Professional development
- Marketing/promotional activity
- Student recruitment
- Any activity that can be done online or where alternative arrangements can be made (meetings, teaching, collaboration, field work etc.).
Update - 11 November 2021
Changes to international travel restrictions and approvals
From 1 November 2021 eligible fully vaccinated Australian citizens and permanent residents no longer require an exemption to depart Australia. The Australian Government has removed the global ‘do not travel’ ban and has reverted back to travel advice levels based on the latest assessment of risk (both COVID-19 and other threats to safety and security) within individual countries and regions.
COVID-19 travel restrictions for UQ travellers are as follows:
Domestic travel
- Travel to/from and within any Australian state/territory that includes a flight or overnight accommodation requires approval from Head of School/Director (or equivalent).
- Domestic Travel Declaration must be completed and emailed to your finance team.
- Travellers and approvers must check if planned travel is to or from a declared hotspot, which can change at short notice. Travellers must comply with applicable government restrictions and rearrange travel where necessary.
- Coursework Students must refer to the Student Travel Approval process and HDR candidates should follow the HDR Travel guide.
International Travel
- No international travel is allowed other than to undertake critical UQ assignments/activities which may be approved for exceptional circumstances (see list below what is not normally considered an exceptional circumstance).
- This applies to all travel to, within or between countries outside of Australia and all UQ travellers based in Australia and overseas.
- In addition to UQ Business Days, travel may only include up to two (2) private ‘gap days’ per week in the same country as the business activity. No additional private travel days will be allowed as these will not be covered by UQ's Travel Insurance. Refer to the Travel Insurance Brochures for more information on what is/isn't a 'gap day'.
The following requirements need to be met before international travel can be booked:
- International Travel Business Case completed and;
- Endorsed by: Head of School, Director (or equivalent)
- Approved by: Relevant University Senior Leadership Group (USLG) member.
- For High Risk Destination countries rated by the Australian Government as Level 3 (reconsider your need to travel), Level 4 (do not travel) or Not Rated;
- Additional approval is required by the Provost for Academic staff or the Chief Operating Officer for professional staff (requests to be sent to travel@uq.edu.au)
- Traveller must complete a pre-trip briefing with International SOS which can be facilitated by the UQ Travel Team (email: travel@uq.edu.au).
- The International Travel Declaration and COVID-19 UQ Traveller Checklist must be completed by the traveller.
- Completed International Travel Business Case and Declaration forms must be emailed to travel@uq.edu.au.
- For business travel departing Australia, traveller must book travel arrangements via UQ’s travel management provider FCM Travel Solutions.
- Travellers departing Australia must be fully vaccinated against COVID-19 and comply with local COVID-19 travel requirements for arrival destination/s.
- Travellers based overseas must follow local COVID-19 travel requirements for both departure and arrival destination/s.
Exceptional circumstances would normally NOT include:
- Conferences/seminars
- Events/ ceremonies
- Professional development
- Marketing/promotional activity
- Student recruitment
- Any activity that can be done online or where alternative arrangements can be made (meetings, teaching, collaboration, field work etc.).
It is strongly advised that if an organisational unit wants to pursue an international travel request for a staff member or student, a local professional staff member (e.g. school manager or deputy director) is appointed to case-manage the above process on behalf of the traveller, as they understand the UQ process and have the network if requiring support.
Travellers and approvers are responsible for checking DFAT’s travel advice levels from when they start planning until their departure and during their travels, for both their destination and transit countries. If the travel advice level increases prior to departure, the travel must be re-approved. Travel advice levels can change at short notice.
Students
- The international travel approval process outlined above applies to Higher Degrees by Research (HDR) travel. HDR candidates should also follow the HDR Travel guide.
- For all UG and PGCW students based in Australia and offshore, the University does not currently endorse international travel. UG or PGCW students that need to travel for mandatory credit bearing reasons may be considered on a case-by-case basis in consultation with the relevant school, ADA and the Director, Student Employability. Further information related to WIL activities can be obtained from Student Enrichment and Employability Development (SEED) at employability@uq.edu.au.
Update - 8 October 2021
Changes to international travel restrictions and approvals
Effective 8 October 2021, COVID-19 travel restrictions for UQ travellers are as follows:
Domestic travel
- Travel to/from and within any Australian state/territory that includes a flight or overnight accommodation requires approval from Head of School/Director (or equivalent).
- Domestic Travel Declaration must be completed and emailed to your finance team.
- Travellers and approvers must check if planned travel is to or from a declared hotspot, which can change at short notice. Travellers must comply with applicable government restrictions and rearrange travel where necessary.
- Coursework Students must refer to the Student Travel Approval process and HDR candidates should follow the HDR Travel guide.
International Travel
- No international travel is allowed other than to undertake critical UQ assignments/activities which may be approved for exceptional circumstances (see list below what is not normally considered an exceptional circumstance).
- This applies to all travel to, within or between countries outside of Australia and all UQ travellers based in Australia and overseas.
- In addition to UQ Business Days, travel may only include up to two (2) private ‘gap days’ per week in the same country as the business activity. No additional private travel days will be allowed as these will not be covered by UQ's Travel Insurance. Refer to the Travel Insurance Brochures for more information on what is/isn't a 'gap day'.
The following requirements need to be met before international travel can be booked:
- International Travel Business Case completed and;
- Endorsed by: Head of School, Director (or equivalent)
- Approved by: Relevant University Senior Leadership Group (USLG) member.
- For High Risk Destination countries rated by the Australian Government as Level 3 (reconsider your need to travel), Level 4 (do not travel) or Not Rated;
- Additional approval is required by the Provost for Academic staff or the Chief Operating Officer for professional staff (requests to be sent to travel@uq.edu.au)
- Traveller must complete a pre-trip briefing with International SOS which can be facilitated by the UQ Travel Team (email: travel@uq.edu.au).
- The International Travel Declaration and COVID-19 UQ Traveller Checklist must be completed by the traveller.
- Completed International Travel Business Case and Declaration forms must be emailed to travel@uq.edu.au.
- For business travel departing Australia, traveller must book travel arrangements via UQ’s travel management provider FCM Travel Solutions.
- Travellers departing Australia must be fully vaccinated against COVID-19 and comply with local COVID-19 travel requirements for arrival destination/s.
- Travellers based overseas must follow local COVID-19 travel requirements for both departure and arrival destination/s.
Exceptional circumstances would normally NOT include:
- Conferences/seminars
- Events/ ceremonies
- Professional development
- Marketing/promotional activity
- Student recruitment
- Any activity that can be done online or where alternative arrangements can be made (meetings, teaching, collaboration, field work etc.).
It is strongly advised that if an organisational unit wants to pursue an international travel request for a staff member or student, a local professional staff member (e.g. school manager or deputy director) is appointed to case-manage the above process on behalf of the traveller, as they understand the UQ process and have the network if requiring support.
Students
- The international travel approval process outlined above applies to Higher Degrees by Research (HDR) travel. HDR candidates should also follow the HDR Travel guide.
- For all UG and PGCW students based in Australia, the University does not endorse international travel.
- Offshore UG or PGCW students that need to travel for mandatory credit bearing reasons may be considered on a case-by-case basis in consultation with the relevant school, ADA and/or the Director, Student Employability. Further information related to WIL activities can be obtained from Student Enrichment and Employability Development (SEED) at employability@uq.edu.au.
Update - 20 August 2021
Changes to international travel restrictions and approvals
Effective 19 April 2021, COVID-19 travel restrictions for UQ travellers are as follows:
Coursework Students must refer to the Student Travel Approval process and HDR candidates should follow the HDR Travel guide.
Domestic travel
- Travel to/from and within any Australian state/territory that includes a flight or overnight accommodation requires approval from Head of School/Director (or equivalent).
- Domestic Travel Declaration must be completed and emailed to your finance team.
- Travellers and approvers must check if planned travel is to or from a declared hotspot, which can change at short notice. Travellers must comply with applicable government restrictions and rearrange travel where necessary.
International Travel
- Travel to or within any region of New Zealand requires approval from the Executive Dean (or equivalent USLG member).
- All other outbound international travel except New Zealand is prohibited and is not to be undertaken, booked or approval sought.
- All other inbound international travel to Australia is prohibited unless exceptional circumstances which requires approval from the Executive Dean (or equivalent USLG member). Approval from the Provost or Chief Operating Officer is no longer required.
- The International Travel Business Case and International Travel Declaration must be completed and emailed to your finance team and UQ Travel prior to booking.
- Governments may impose restrictions at short notice and charges may apply for mandatory quarantine arrangements. Travellers must comply with applicable government restrictions and rearrange travel where necessary.
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 and travel approver recognising the risks associated with the travel given there is currently no travel insurance for COVID-19 related changes, cancellations and travel delays, and that cover may not be available for medical and medical evacuation expenses in some circumstances.
- The traveller understands 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.
- Bookings must be made via UQ’s travel service provider FCM Travel Solutions.
Update - 29 March 2021
COVID-19 Travel Insurance Cover Update
The UQ travel insurance policy will still not respond to claims for travel cancellation and disruption expenses relating to or resulting from COVID-19 for travel arranged at or after 4pm (AEDT) on 2 March 2020. Refer to FAQ “Travel Insurance – costs of changes/cancellations for UQ Travel”.
However, cover may be available under UQ Travel Insurance for medical and medical evacuation expenses relating to COVID-19 for domestic and international UQ travel, if it was approved in accordance with UQ policy and procedure.
This cover is subject to full policy terms, conditions, limitations and exclusions, including that:
- There is no cover for domestic medical expenses which are included in the Medicare Benefits Schedule and/or private health (including Overseas Health Cover and Overseas Visitor Cover);
- UQ travellers must exercise due diligence to avoid loss under the policy. Failure to exercise due diligence in planning and undertaking UQ travel could mean that cover is not available for medical expenses incurred as a result.
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:
- Any imminent domestic travel that involves a flight and / or travel interstate be cancelled or deferred until further notice.
- No new domestic travel bookings be made that involve a flight or travel interstate regardless of:
- type of traveller;
- the funding source; or
- 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:
- 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.
- 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:
- 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.
- 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:
- 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.
- 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.
- 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)
COVID-19 Considerations for Travel
How do I find out what the government travel restrictions are for domestic travel?
Australian states and territories can apply their own travel restrictions and additional quarantine requirements. Additional travel restrictions may also apply to remote communities.
Information on government state and territory restrictions can be accessed through the Australian Department of Health website.
It’s the traveller’s responsibility to understand and abide by any government restrictions and/or requirements (including permits) and any public health rules, including self-isolation. Even if UQ travel is approved, travellers must comply with state and federal travel restrictions.
How do I find out what the government travel advice levels are for international travel?
Travellers departing from Australia must refer to Department of Foreign Affairs and Trade (DFAT) Smartraveller to determine the travel advice levels for both their destination/s and transit countries.
If the travel advice level increases prior to departure, the travel must be re-approved. Travel advice levels can change at short notice.
Travellers based offshore should refer to local government travel advice.
How do I find out what the COVID-19 travel restrictions are for international travel?
For specific travel restrictions, quarantine requirements, and other COVID-19 related considerations for all countries on your proposed itinerary (including transits), please refer to the International ISOS COVID-19 Trip Planner and Smart Traveller website.
For departure from/return to Australia COVID-19 restrictions/considerations please refer to the Australian Department of Home Affairs.
It is recommended this information be reviewed during the planning stages of your travel and also prior to country departure/entry. Travel restrictions, quarantine mandates and other requirements to depart and enter countries can change with little to no notice.
Travellers must also check and confirm the requirements for any relevant travel suppliers (airlines, accommodation providers etc.).
Is COVID-19 vaccination required for international travel?
Vaccination against COVID-19 reduces the risk of severe illness and hospitalisation while travelling. UQ expects that all international travellers have their COVID vaccination up-to-date as per the ATAGI recommendations. Proof of vaccination may be required when travelling internationally.
Anyone wishing to undertake UQ travel without an up-to-date vaccination status should contact UQ travel.
When should I change my UQ travel arrangements if travel restrictions are imposed after booking travel or other circumstances may affect my ability to 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).
Please refer to the UQ Travel Insurance: Summary of cover for claims related to COVID-19
Can UQ staff undertake overseas work arrangements?
Overseas work arrangements are complex, beyond just travel insurance and workers compensation considerations, and the University does not automatically allow staff to be employed whilst overseas for personal reasons. Overseas work arrangements may trigger implications for payroll, tax withholding, tax reporting, social security/pension/superannuation, workers insurance, immigration, etc whilst the worker is overseas, for both Australia and the overseas jurisdiction.
In all instances, where there is in-principle support to allow an employee to work from overseas, formal advice must first be obtained regarding the potential statutory employer obligations for UQ that may arise. As the University does not provide inhouse advice regarding international statutory obligations, we must obtain that written advice from an external tax firm. Costs for this advice and any subsequent additional costs that may arise relating to any statutory obligations will be borne by the organisation unit.
Staff members will separately need to obtain advice on their personal tax obligations in both Australia and the overseas jurisdiction for the duration of overseas work, at their own expense.
Before approving a request to work outside Australia, please contact Global Mobility to discuss obtaining this advice.
If a staff member is approved to undertake their normal work duties (but in a different location overseas, for personal reasons) it should be treated/approved as a remote working arrangement, not UQ travel. Therefore travel approval isn’t required and UQ travel insurance does not apply. Essentially the traveller is undertaking travel in their personal capacity, not on behalf of UQ. Costs would be covered by the traveller.
For questions about Queensland workers compensation please contact UQ Work Injury Management.
Staff based in Queensland who enter into temporary arrangements under which they work overseas are covered by UQ’s workers compensation as long as they are absent from QLD for not longer than 6 months, and compensation would have been payable had the injury been sustained in Queensland. If a staff member permanently relocates overseas, they are not covered under UQ’s workers compensation.
For questions about workers compensation for staff based interstate, or other insurance policies, please contact UQ Insurance Services.
COVID-19 Insurance
Please refer to the UQ Travel Insurance: Summary of cover for claims related to COVID-19
For more information please refer to UQ Insurance website.
Travel Carbon Offset
Air travel is a significant contributor to global environmental emissions and there is a growing realisation of the impact of travel on the environment.
Click here for more information about UQ Air Travel emissions offset program.
UniTask Travel Request
Please refer to the Travel Approval resources.