5. While travelling
Emergency assistance
In the event of an emergency, it is important to first contact the local emergency response agencies.
UQ travellers are provided assistance while travelling through International ISOS (ISOS). If you require assistance:
- Call ISOS Assistance +61 2 9372 2468 (quote membership number 12AYCA778031) to speak to an operator who will advise you on what you need to do. Reverse charges are available.
- UQ strongly advises travellers keep the ISOS phone number and the UQ membership number with you at all times.
Travellers are encouraged to download the International SOS mobile app, which delivers essential information to the palm of your hand. If the unexpected happens you will be one tap away from assistance
FCM Travel Solutions can be contacted 24 hours a day, 365 days of the year.
Outside Australian office hours Mon-Fri 8:30am-5:30pm please contact:
- Phone +61 7 3393 8855 (calls from overseas and within Australia)
- After hours email extended.hours@fcmtravel.com.au (Please note this email address in not monitored during business hours. Travellers are encouraged to call if needing urgent assistance.)
During Australian office hours Mon-Fri 8:30am-5:30pm please contact:
- Phone +61 3393 8855
- Email: uq@fcmtravel.com.au
If possible, you should also contact the University to advise of your location and if you need further assistance.
Staying in contact
In addition to keeping in contact with your family and friends, you should agree on an appropriate communication arrangement with your Supervisor whilst travelling. Prior to departure you must provide your contact details while travelling to your Supervisor.
If you are travelling to a remote or high risk location, you may be required to make contact with the University at regular intervals to advise your location. Refer to the Work Off-Campus and Fieldwork Procedure (PPL) for further details.
Any changes to your itinerary must be updated in the International SOS MyTrips portal.
Where possible, any changes to your itinerary should be coordinated through the University’s travel agent, FCM Travel Solutions.
Itinerary changes whilst travelling
Where possible, any changes to your itinerary should be coordinated through the University’s travel agent, FCM Travel Solutions. Itinerary changes booked via FCM Travel Solutions will automatically update to International SOS. You should advise your Supervisor of any changes to your itinerary.
If you have to make changes to your itinerary whilst travelling, and not via FCM Travel Solutions, you must add the itinerary changes in the International SOS MyTrips portal.
If you make changes to the destinations you are travelling to, including adding new destinations, you are required to complete a new UniTask Travel Request to seek approval for the new destinations. Refer to Resources –Travel Approval for UniTask user guides.
Record keeping
Whilst you are travelling it is important to keep records that may be necessary upon your return. Things you should maintain a record of include:
- Supporting documentation required to reconcile expenses or seek reimbursement.
- Record your business activities (in your Outlook calendar for example) to substantiate any travel diary requirements when you return.
- Keep necessary documentation to support any insurance claims.
Travel alerts
Travel alerts provide news about incidents and emergencies as they happen around the world. Ensure you keep informed regularly prior to travel and while travelling.
The University encourages you to subscribe to this service as soon as you are thinking about travelling overseas on University travel.
Subscribe to Travel Alerts
To subscribe to travel alerts for your destination:
- International SOS (ISOS) Alerts – UQ has partnered with global medical and security services company ISOS to provide you with a comprehensive range of medical, security and travel assistance services. You can subscribe to one or more countries via the International SOS Portal.