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 Platform - Managing and updating your travel profile
What is FCM Platform?
- FCM Platform is a Travel Profile Management System owned by UQ’s travel services provider, FCM Travel Solutions. FCM Platform 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 Platform.
- Travel bookings are made in Savi, to access Savi from FCM Platform click on Book trip.
How do I access FCM Platform?
- You can access FCM Platform by using the Travel Approval and Booking tile at the top of the UQ Travel website.
- FCM Platform uses UQ Authenticate to login. UQ Authenticate requires your UQ credentials (UQ Username/Kerberos ID & password) to be entered to access FCM Platform.
- You must be logged in to the Internet Session Management (ISM) service.
Do not save FCM Platform to your internet Favourites/Bookmarks, this may restrict your access.
Who has access to FCM Platform?
All UQ staff have access to FCM Platform. There are two role types in FCM Platform:
- 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
Who can create profiles in FCM Platform?
Approved UQ travel arrangers. Please contact UQ Travel for more information.
What if a non-staff UQ traveller does not have an email address? How do I add them to FCM Platform?
All profiles in FCM Platform 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 Platform 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.
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 Platform 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 Platform is telling you the email address already exists in the system you should:
- Check that a profile does not already exist in FCM Platform 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.
A student is travelling on UQ funded travel, what FCM Platform profile do I use?
Travel by students (including undergraduate/postgraduate coursework and HDR students) is considered ‘student travel’ and should follow the Student Travel Procedure. This includes travel to present at conferences, travel for fieldwork/research etc.
To facilitate a booking via FCM/Savi, a travel arranger must create a guest profile in FCM Platform for the student. If the student is also a staff member, it is up to the School to determine what capacity the student is travelling in ie. as staff member or student. Do not use a students staff profile if they are travelling as a student.
What cost centre should I use when creating a non UQ staff profile in FCM Platform?
Please use the Opal unit the travel will be charged to.
The Opal Unit/Cost Centre code in a staff member’s FCM Platform profile is not where the travel should be charged. How do I update the details?
The details showing in the FCM Platform profile is where the staff member sits in the HR system, this is irrelevant to where the travel will be charged. 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). Contact your Finance transactional team for assistance with checking/updating details in ExpenseMe Pro.
Do I need to update my FCM Platform profile to include any airline memberships?
If you have any travel memberships, including airline memberships, and passport information, we do recommend all travellers login to FCM Platform to ensure this information is included in your profile and kept up to date.
Do I need to add passport information to my profile?
Passport information is required for travellers who travel 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.
I cannot see my preferred title in the selection drop down?
The titles (Prefix) currently available in FCM Platform reflect what is globally recognised and accepted by airlines and countries. No other titles will be accepted.
Why is ‘X’ and 'U' not an available selection in the gender field?
At present, FCM Platform only accepts male (M) or female (F) as gender markers for profiles.
‘X’ and ‘U’ gender markers are not accepted globally, this inconsistency can lead to difficulties when travelling internationally.
Whilst gender field marker information remains globally inconsistent, to avoid difficulties at airports when checking in or boarding, clearing customs and/or issues with visa requirements, at this time the only available gender options in the FCM Platform profiles are M/F.
Travellers can select ‘X’ or ‘U in the gender field of the passport details, however this information may not be generated through to bookings, travellers may be asked to provide binary sex information (male or female) even if your passport has a gender 'X' marker.
Travellers are advised to check the entry requirements for any destination/s travel is planned to visit or transit through. Contact the nearest embassy, high commission or consulate of all destinations before booking to to confirm if authorities will accept passports with gender X markers.
For more information, please refer to the advice for LGBTI travellers page on the Smartraveller website.
SAVI - Online Booking Platform
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.
How do I access Savi?
- You can access Savi through FCM Platform by clicking on the Travel Approval and Booking/FCM Platform (profiles and booking) tab at the top of the UQ Travel website.
- Once in FCM Platform 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 Platform.
- You must be logged in to the Internet Session Management (ISM) service.
Do not save FCM Platform or Savi to your internet Favourites/Bookmarks, this may restrict your access.
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.
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.
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 Platform. The travel itinerary will always be sent to the person making the booking who will need to send the documentation to the traveller.
For student travel please refer to FCM Platform – Managing and updating your travel profile: A student’s travel is being funded by a UQ chartstring, what do I do?
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 UniTask Trip ID field (mandatory) to finalise the booking. This applies to both domestic and international bookings.
The Trip ID number is the six (6) digit numerical number from the UniTask Travel Request, do not use a UQ Safe field trip reference number, staff or student number.
Refer to Approval for travel section of the website.
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 University's Travel Policy) then the travel must be booked offline via a FCM consultant.
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.
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.
Can I book personal travel on Savi?
No.
UQ Travel Policy and Dual Purpose Travel (DPT) Procedure - Travellers
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 (DPT) 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 Work Off-Campus and Field Work Procedure (PPL).
Can I book overnight accommodation and/or claim expenses when attending an event or conference near to my regular place of work?
The following apply to all UQ staff attending events and conferences (including evening events);
- Overnight accommodation is not provided when the event or conference is near to their regular place of work (the usual or normal place where you start and finish).
- Staff may claim reimbursement for reasonable taxi fares/carparking.
- Discretion must be used to achieve best value for the University.
In certain exceptional circumstances, it may be reasonable for UQ to approve overnight accommodation e.g. evening event with late finish and early start the next day.
In all cases, travellers must discuss their travel plans with their supervisor and seek pre-approval. The travel being undertaken must be for legitimate UQ purposes only, be demonstrably aligned to UQ objectives and strategic priorities and must show prudent and transparent use of resources.
If pre-approved by their supervisor;
- Travel must comply with UQ Travel policy and Dual Purpose Travel procedure, UniTask travel request must be submitted
- Accommodation to be booked through the University’s travel provider.
- Any approved accommodation will consist of standard room rates.
- Travel insurance will only apply where the criteria are met, please refer to the Travel insurance for staff brochure.
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 (DPT) 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 (DPT) 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.
If my travel involves a soley private holiday location prior to the start, during or following the end of my approved UQ business trip, can I:
book all flights with FCM and personally contribute 50% (or portion) of the flight cost?
No.
personally book all flights (outside of FCM) and seek UQ reimbursement for portion of the flight cost?
No.
Both of the above, will incur Fringe Benefit Tax (FBT). FBT is an expense to the business unit. Personal travel (which is not approved as per the Travel Policy and Dual Purpose procedure) must be made as separate bookings to any approved UQ funded business travel (and not with FCM).
Do I need to arrange my own travel insurance for any private travel days?
UQ travellers are covered by the UQ travel insurance policy (subject to full policy terms, conditions, exclusions and limitations) for travel approved in a UniTask travel request, ie. 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.
Can I use UQ suppliers and UQ systems to book my private holiday travel?
No. If you are adding a private holiday location prior to the start (or following the end) of your UQ business trip you must 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.
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 (DPT) 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
What has prompted the change in the Travel Policy?
In response to feedback surveys, as well as lessons learnt over recent years, a revised Travel Policy and new Dual Purpose Travel (DPT) Procedure has been introduced (30 March 2022).
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?
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 (DPT) Procedure contact fbs-tax@uq.edu.au.
UniTask Travel Request
Please refer to the Travel Approval resources for detailed User guides and resources.
My approver is not in UniTask
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.
Heads of Organisational Units should select their supervisor (or their supervisor’s approved delegate) as their relevant travel approver.
Please contact UQ Travel if your appropriate travel approver is not appearing as a selection in UniTask.
I have submitted a travel request on behalf of a staff member but it is not appearing in my MyRequest dashboard.
If the Requester submitting a travel request is not the traveller, the traveller (UQ staff only) will receive email notification to read, confirm and submit the Traveller declaration in UniTask. When the Traveller declaration is submitted:
- Domestic form is assigned back to the Requester
- International form is assigned to the nominated Travel approver for approval, (additional HRD approval completed if required), then assigned back to the Requester
Finalised and Withdrawn Travel Requests can be viewed in the Completed view of the MyRequest dashboard.
Refer to UQ Travel Resources - UniTask Travel Request Workflows.
The travel request has been approved and travel booked, why am I receiving email notifications requesting further action?
If a travel request has status ‘awaiting finalisation’ (ie. travel has been approved), UniTask will forward a reminder email to you (the Requester) 5 days prior to the departure date advising action is required. This is the last step in the travel request process.
If travel is taking place and there are no changes required, the request can be finalised (refer to How to change a UniTask Travel Request for allowable changes).
If travel is no longer taking place, the Travel request must be 'Withdrawn'.
A finalised or withdrawn travel request will move to your MyRequest dashboard – Completed view
All steps in the Travel Request process (for both domestic and international travel) must be completed to ensure UniTask Travel Request data is accurate for UQ Travel reporting purposes.
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.