1. Planning your travel

UQ has a duty of care to its authorised travellers, travellers also have a shared duty of care and responsibility to minimise their risks when travelling.  

While travelling and where necessary, UQ travellers will be provided with medical and security assistance via UQ’s emergency assistance provider, International SOS.

International SOS provides UQ travellers 24/7 pre-departure medical, safety and security information and advice. International SOS will also provide both routine and emergency assistance when UQ’s people are travelling. In addition, International SOS will help UQ locate and confirm the safety of its travellers in time of crisis both domestically and internationally.

This service is to be used by all UQ travellers including staff, students, guests or group travellers on approved UQ travel.

UQ recommends, that prior to undertaking any international travel, travellers complete a pre-trip briefing with International SOS. 

Travellers should also review the ISOS Digital Learning Portfolio and complete any relevant training modules, prior to travel (new users to the Digital Learning Portfolio will be requred to register using UQ email address). 

ISOS does not replace the UQ travel approval process.

Automatic travel insurance applies to UQ travellers undertaking approved UQ travel more than 50km from their normal place of residence or business, excluding everyday commuting.

Travel insurance cover is subject to full policy terms, conditions, exclusions and limitations.

UQ travellers must ensure they are fit for UQ travel, given the nature, purpose, destination and duration of the travel.

UQ travellers must familiarise themselves with what is and is not covered under UQ travel insurance while on UQ travel. UQ travellers must advise their supervisor and the relevant travel approver prior to requesting UQ travel approval if there is a possible foreseen risk of costs being incurred in connection with the UQ travel which may not be covered by UQ Travel Insurance (e.g. you have a pre-existing medical condition and your doctor has not been prepared to certify that you are fit for international travel or it’s foreseeable that your travel may be cancelled or disrupted).

More information can be found regarding UQ travel insurance coverage, claims and exclusions on the UQ Insurance website. Travellers must read the relevant travel insurance information available on the UQ insurance website, including the relevant staff/student Travel Insurance Brochures. 

For insurance queries contact Insurance Services.

Travel insurance for 'Other' UQ authorised travel (including guest travellers)

Other travel which has been authorised by UQ for the purpose of UQ business, but which is not considered UQ travel (per UQ Travel Policy and Dual Purpose Travel (DPT) Procedure).

This may include (but is not limited to) the travel of research participants and external guests invited to UQ, but only in limited circumstances. It will not include travel for personal reasons.

Travellers who are consultants or associated with another organisation/institution are generally expected to have their own insurance cover.  Please check with UQ Insurance Services to confirm whether or not non-UQ travel will be covered by UQ’s travel insurance.  

In the event of a claim, evidence of prior approval for travel insurance purposes will need to be provided (a UniTask approval obtained to facilitate booking through FCM is not sufficient).

International travel – fitness for travel

If a UQ traveller is planning to undertake international UQ travel and has a pre-existing condition, or if the UQ traveller is over 75 years of age, they must obtain medical clearance to travel from a doctor within 30 days prior to the UQ travel using the Fit for Travel form available on the UQ Insurance Services website.

A pre-existing condition is any physical defect, condition, illness or disease for which treatment, medication or advice (including advice for treatment) has been received or prescribed by a Doctor or Dentist in the 12 months immediately prior to the UQ travel. This also includes pregnancy and any mental illness.

The Fit for Travel form must be completed by UQ travellers prior to booking their international UQ travel if, at the time, they are showing symptoms of any defect, condition, illness or disease.  

For international travel

As a UQ traveller, it is your responsibility to have the correct documentation to enter planned destinations and perform the required business activities, prior to the trip departure.

Passports

When planning your travel, ensure you have a current passport with a sufficient validity period remaining. Some destinations require a minimum validity period beyond your planned date of exit. If unsure, you should contact the consulate office of the country you plan to visit.

Be aware that some countries place restriction on travellers who have travelled to certain countries. Email FCM Travel Solutions to see if your planned destination may require some additional requirements before booking.

The University will not cover the cost of obtaining a passport unless approval is provided by the Head of organisational unit. This may result in a Fringe Benefits Tax (FBT) liability. It is your responsibility to negate the FBT liability to the University. If you’re unsure of the FBT implications, you should firstly contact your local Finance Officer and then Financial and Business Services Tax, email fbs-tax@uq.edu.au.

Gender X

Travellers planning travel overseas should be aware that people who are gender diverse or intersex are not recognised in some destinations. Travellers with gender marker ‘X’ in their passport could face entry restrictions: this includes locations that you are transiting. Travellers may be refused entry (or transit) or may be asked to provide binary sex information even if the passport has a 'X' gender marker. Prior to travel, travellers should contact the nearest embassy, high commission or consulate of your destination to confirm if authorities will accept passports with 'X' gender marker.

For more information, please refer to the advice for LGBTI travellers page on the Smartraveller website.

Visas

When travelling to international locations you may be required to apply for a visa to enter a specific country. You should seek advice and apply for a Visa online through the CIBTvisas website* .

The University will cover the cost of obtaining visas if you're undertaking University travel that is solely for business purposes.

Where the visa fees cannot be paid via credit card or through CIBTvisas, the traveller will need to pay and then seek reimbursement from UQ. Please contact your local Finance Transactional Professional Services team.

* CIBTvisas provide a self-service option where staff and students are able to apply for and track the progress of their applications online.

Employees have heightened exposure to cyber security risks whilst they are travelling for work, including theft of equipment, covert access to equipment, malicious software infections, and Internet traffic surveillance. In some countries you may be specially targeted because of your role at UQ.

Before travelling overseas, you should complete the International Travel IT Checklist (staff login required) to help prepare you for your trip. Depending on the destination, ITS staff will ensure appropriate security measures are in place. Examples of these are: 

• Providing information about how to stay secure while you travel.
• Providing a backup MFA token, in case you lose your phone while you are overseas.
• Ensuring your smart phone software is up-to-date, has a screen lock enabled, and is using encryption. 
• Ensure your laptop is configured securely and is using encryption.

For more information please refer to the ITS Stay cyber safe while travelling.

Work Off-Campus and Fieldwork (WOC/FW) relates to activities such as fieldwork, which takes place at locations that are not registered as UQ sites and that may include unfamiliar surroundings or uncontrolled environments.

Activities that take place in a low risk environment, and where the travel and work activity risk are minimal, are not considered WOC/FW. For example travel via a reputable airline to major Australian city to participate in a conference.

The Health, Safety and Wellness website provides guidance for determining if you need to complete a plan through the UQSafe-Field Trip system (UQ login required).

If travel includes WOC/FW it is the traveller’s responsibility to submit any relevant WOC/FW Plans or Risk Assessments to their Supervisor. The Supervisor's responsibility is to ensure the relevant WOC/FW documentation has been completed and considered as part of the travel approval process.

UQSafe plan number is not Travel approval and does not replace the UniTask Travel approval Trip ID.

For work off-campus queries contact the Health, Safety and Wellness Division.

High Risk Destination (HRD)

To ensure the health, safety and wellness of UQ travellers and to ensure UQ meets it's duty of care obligations, UQ travel is not permitted to countries/region (including transits) rated by the Department of Foreign Affairs and Trade (DFAT) Smart Traveller as:

• Reconsider your need to travel;
• Do not travel; or
• where no advice has been issued by DFAT Smart Traveller;

unless:

• the travel is necessary for legitimate UQ strategic purposes;
• the UQ traveller undertakes all requirements for travel to a high risk destination as outlined in the Travel Policy and the ‘six steps to travel’ on the UQ Travel website; and
• the travel is approved by the High Risk Travel Approver (Deputy Vice Chancellor Global Engagement); and

Travellers must have HRD approval prior to making a booking (or prior to departure if the DFAT Smart Traveller rating increases after booking). Travellers must submit a UniTask Travel request form at least 10 business days prior to planned departure, ensuring appropriate risk management are completed by following the International Travel Checklist (PDF).

Some countries have more than one travel advisory level. This may occur when the overall country is at a certain level, however different regions within the country are assessed to be at higher or lower levels due to particular risks or safety concerns.  Regions listed as either Reconsider your need to travel, Do not travel or where no advice has been issued, must also have HRD approval, even if the overall country travel advice is not classified as HRD.

The process outlined above also applies if your itinerary includes a transit through a high risk destination. 

UQ travellers must read and keep up-to-date with the relevant country/region travel advice provided by DFAT Smart Traveller and the UQ International SOS portal (search by location list) to better understand the risks, including possible sanctions/regulations, and mitigations required:

• before applying for approval to travel;
• between approval and commencement of the journey; and
• while travelling.

UQ travellers must be vigilant with their personal safety while on UQ travel and should avoid taking unnecessary risks that impact their health, safety and wellness.

If travelling in groups, a group leader with sufficient capabilities and authorities must be clearly identified to ensure there is clarity of direction and instructions during travel and in case of any emergency or incident.

Travellers must also separately notify Insurance Services if travelling to any HRD including the following notifiable countries/territories:

• North Korea
• Russia
• Crimea
• Ukraine and Donetsk People’s Republic and Luhansk People’s Republic regions of Ukraine
• Iran
• Belarus
• Syria
• Cuba
• Sudan (North)
• Venezuela
• Yemen
• Afghanistan

The University encourages you to seek medical advice prior to travelling overseas.

See also International travel – fitness for travel.

UQ strongly encourages 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.

The cost of vaccinations and other precautions recommended as a result of seeking such advice will be refunded by the University to the extent that you’re out-of-pocket. You must seek Medicare and/or private medical cover reimbursement before seeking the balance from the University.

For up to date medical and vaccination advice please refer to your GP and/or International SOS.

If you plan on taking any private days during your UQ business travel, this is known as dual purpose travel. Dual purpose travel may be permitted provided the private travel component is in accordance with the travel policy and procedure and approved by the Travel Approver. 

Private travel days can be taken in the UQ business location where you are currently conducting UQ business and total number of private days must be less than the total number of business days for the entire UQ travel journey.

Other than under the circumstances outlined above, UQ travellers will not be able to take any additional private days during their UQ travel.

If you plan on taking private travel during a UQ business trip, you must complete the dual purpose travel section of the UniTask Travel Request form. 

For detailed examples, please refer to the Dual Purpose Travel (DPT) Procedure.

UQ will not approve any private travel to a High Risk Destination.

Additional information can be found in the Travel Policy and Dual Purpose Travel Procedure FAQ:

Frequently Asked Questions for Travellers

Frequently Asked Questions for Travel Approvers

Travel insurance during private travel

UQ travellers will be insured under UQ travel insurance cover (subject to full policy terms, conditions, limitations and exclusions) for some limited private travel which is incidental to the UQ travel. For more information on what private travel is and is not covered under UQ travel insurance, refer to the UQ Insurance Services website (Travel Insurance brochures for Staff and Students).

UQ travellers must obtain their own private travel insurance for any other private travel.

Non-UQ travel companion

In some circumstances a non-UQ travel companion (including family members such as a spouse, partner, or dependant etc.) may accompany a UQ traveller undertaking UQ travel, provided:

• UQ will not be liable for the non-UQ travel companion;
• UQ will not incur any additional costs;
• the objectives of the UQ travel will not be compromised; and
• the non-UQ travel companion doesn’t pose any additional risks to the UQ traveller or UQ.

Non-UQ travel companions are not approved UQ travellers and do not require a UniTask Travel Request.

UQ will not cover and is not responsible for the costs associated to travel travel booking/s for non-UQ travel companions, this includes any supplier booking and service fees.

UQ will not be responsible for managing any issues including risks and customer complaints relating to or arising from travel with a non-UQ travel companion. 

A non-UQ travel companion will not be covered by UQ’s travel insurance and must arrange their own personal travel insurance cover.

Approved non-UQ person

The UQ Staff Disability Travel Fund (PDF, 431.6 KB) provides funding to cover the additional costs associated with disability when staff with disability are travelling for work-related purposes, as per the University Travel Management Policy and other relevant policies. The Travel Fund may be used for a diverse range of reasonable supports, including:

• a travelling companion or in-location carer/guide;
• a person to assist with communication in-location;
• assistive mechanisms, such as a wheelchair; and/or
• hiring medical equipment in-location.

To apply for the Travel Fund, staff should submit an application via email to their local decision maker or directly to Workplace Diversity and Inclusion in situations where non-disclosure of the disability is preferred which:

• confirms their eligibility to access the Travel Fund;
• outlines the nature of the travel and impact on career outcomes;
• outlines how the Travel Fund will be used;
• an itemised account of intended costs;
• includes any other relevant information.

Please see the UQ Staff Disability Travel Fund (PDF, 431.6 KB) for further information or contact Workplace Diversity and Inclusion at ideals@uq.edu.au

When planning for travel on University business, you should provide an estimate of the total cost of your trip as part of the approval process. In developing your cost estimate you should consider the types of expenditure outlined here.

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.

The following apply to all UQ staff attending events and conferences (including evening events);

1. 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).
2. Staff may claim reimbursement for reasonable taxi fares/carparking.
3. 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;

1. Travel must comply with UQ Travel policy and Dual Purpose Travel procedure, UniTask travel request must be submitted.
2. Accommodation to be booked through the University’s travel provider.
3. Any approved accommodation will consist of standard room rates.
4. Travel insurance will only apply where the criteria are met, please refer to the Travel insurance for staff brochure.