3. Booking travel

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.

The preferred method for booking domestic and simple point-to-point international (economy class only) is via FCM's online booking platform, Savi.

By booking business travel through FCM your business unit or project will not be charged travel agent booking fees. These fees are paid for centrally.

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).

Before you book - update your travel profile

UQ travel profiles are managed and updated in the FCM Profile Management Tool, FCM HUB.

Before making a booking, a travel profile must exist in FCM HUB and traveller profile information must be completed. Bookings cannot be made if mandatory profile information is missing.

It is the responsibility of the traveller (or Travel Arranger) to ensure the first and surname in the FCM HUB profile matches the travellers passport or ID.

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.

What traveller profile information is mandatory in FCM HUB?

First and surname as per passport
Mobile phone number
Email address
Gender

Who can update or create profiles in FCM HUB?

Travellers can manage and update their own travel profile
Authorised travel arrangers can update a profile on behalf of traveller
Only authorised travel arrangers can create a new profile

To find out who is an authorised travel arranger please contact UQ Travel.

FCM HUB user guide FCM HUB FAQs

How to book domestic travel

Domestic travel bookings are to be made via FCM's online booking platform, Savi.

Travellers must provide FCM the UniTask Travel request Trip ID at the time of booking, including bookings made via Savi.

For bookings that cannot be made using Savi (i.e. flight, hotel or transfer not available), please contact FCM Travel Solutions.

UQ domestic travel bookings made via FCM Travel Solutions, including Savi, are paid by the UQ Travel Account.

Changes and cancellations via Savi (domestic bookings only)

Travellers can self-manage itinerary updates quickly via the online booking platform, Savi, if the booking originated in Savi.

For more information on how to make changes and cancellations on Savi, please refer to the FCM Travel Solutions user guides.

How do I access Savi?

You can access Savi through FCM HUB by clicking on the Travel Approval and Booking tile 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.

Savi user guide Savi FAQs

How to book international travel

Simple point-to-point international bookings (economy class only) can be made via FCM's online booking platform, Savi.

For bookings that cannot be made using Savi, please contact FCM Travel Solutions.

Travellers must provide FCM the UniTask Travel approval Trip ID at the time of booking, including bookings made via Savi.

Payment for international bookings is through the UQ Travel Account.

How do I access Savi?

You can access Savi through FCM HUB by clicking on the Travel approval and booking tile 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.

Savi user guide Savi FAQs

Group bookings (greater than 10 travellers)

A group booking is a booking consisting of:

10 or more travellers on the same flight;
10 or more hotel rooms at the same hotel; or
25 or more travellers travelling to the same destination on the same airline (can be different dates)

FCM Groups Travel team can assist with:

Commercial flights
Charter flights
Hotel bookings
Conferences up to 100 people (for any larger please email FCM Travel Solutions team to discuss)
Day tours
Meals
Coaches
Transfers
Guides
Special events, including cultural, sporting, musical etc
Study tours
Student tours
Inbound groups and delegations
Graduations

Anything not on this list, please email FCM Travel Solutions team.

Travellers must provide FCM the UniTask Travel approval Trip ID at the time of booking.

Group Pricing & Booking Conditions

Group bookings attract different pricing to what you may find for an individual or less than 10 travellers. In some cases a group costing can be more expensive however, it does come with additional benefits such as flexible payment terms, traveller name changes, luggage allowances and other fare conditions.

If your group does not require flexibility for providing names and making payment, individual bookings can be made via the day-to-day FCM team to take advantage of sale or instant purchase fares.

Group bookings generally require full payment 30 days prior to departure for Domestic or 45 days for International bookings and in most cases are non-refundable. If you are booking within this timeframe you may wish to consider making individual bookings that may have different cancellation or credit policies. Please contact us for more information.

Travellers should be aware that group pricing is subject to availability and change without notice until a booking is confirmed with payment.

Obtaining a Quote

Group travel can be more complex than an individual travel booking. Quotes cannot always be provided within the same day the request is sent to FCM Travel Solutions. Please allow the following time lines for your quote to be processed:

Domestic group quote up to 2 business days
International group quote up to 4 business days

At the time of requesting a quote your FCM Travel Solutions consultant will advise of the timelines for your enquiry.

Travellers should be aware that quotes are not confirmed itineraries. During the quote process, the itinerary is not held nor confirmed.

Minimum deposits per person are required to secure your group itinerary. At time of quoting, your FCM Travel Solutions consultant will advise payment timelines to secure your booking.

The FCM Travel Solutions group bookings team can be contacted on:

Phone: +61 7 3170 8393
Email: uqgroups@fcmtravel.com.au

FCM Travel Solutions Group Booking Request

Airfares, class of travel and loyalty programs/points

All UQ flight bookings must be booked through FCM Travel Solutions, either through Savi or via email uq@fcmtravel.com.au, to access the UQ negotiated airfare discounts.
Exceptions to booking through FCM Travel Solutions are outlined in the section below.
The Best Fare of the Day should be selected (the most logical economical airfare or route available at the time of booking that meets the business requirements of the traveller).
Utilisation of Best Fare of the Day must override all personal preferences, airline memberships and reward programs and memberships (such as frequent flyer program or other loyalty program) and/or accrual of frequent flyer points.
Where possible, non-flexible fares should be used.
Unused airfare credits (credits on hold) must be used for subsequent bookings where possible.
Bookings should be made as early as possible in order to obtain the most cost effective rates.

Domestic travel (class of travel)

Domestic travel must be booked at Economy class.

International travel (class of travel)

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:
1. a medically certified disability or medical condition; or
2. 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:
1. 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
2. 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.

Loyalty Programs/Lounge Memberships

Qantas and Virgin Australia offer UQ staff a discount on lounge membership using the UQ corporate scheme number. For more information please refer to Personal Travel Benefits (requires UQ login).

Participation in supplier loyalty programs (including airline lounge membership) is your choice and you are responsible for the payment of any membership fees. If there is a valid business reason for UQ funding to be used to pay for airline lounge memberships then Head of School (or equivalent) approval is required via the finance form Airline Lounge Club Membership Use of University Funds Approval (PDF, 88KB).

UQ funding can only be used for airline memberships for up to a maximum period of 12 months. Renewal of airline memberships using UQ funding requires approval using the finance form above.

You are able to accrue loyalty program points resulting from University travel.

Upgrade using personal funds or loyalty / Frequent Flyer points

If you wish to upgrade air travel to a higher class than what was approved, you must do so with your own personal funds or loyalty/frequent flyer points.

This can be arranged through FCM Travel Solutions.

Accommodation

All accommodation should be booked through FCM Travel Solutions, either through Savi or via email uq@fcmtravel.com.au, to access the UQ negotiated accommodation discounts.
Exceptions to booking through FCM Travel Solutions are outlined below.
Accommodation should be booked at the same time as airfares, unless there are sound reasons for not doing so.
Use of short stay accommodation providers such as Airbnb is allowed however travellers are required to book using their personal Airbnb account (and submit an expense reimbursement via UQ’s expense management system ProMaster) and agree to the terms and conditions of Airbnb when booking. The agreement is between you and Airbnb, not UQ. When booking through providers such as Airbnb, you should be aware the risk that the accommodation may not be adequate on arrival and alternate lodgings may be required.
When undertaking field work and research trips that involve non-commercial accommodation, such as camping, the details of this activity should be considered as part of the Work Off-Campus (WOC) procedure (PPL).
If you arrange private accommodation (such as staying with friends, colleagues or family) UQ will not pay accommodation expenses.

UQ reasonable domestic accommodation rates (rate per night)

Brisbane	$200
Sydney	$250
Melbourne	$235
Canberra	$210
Perth	$190
Adelaide	$225
Darwin	$180
Hobart	$175
Regional centres	$140

Car hire and ground transport

Car hire

Car hire should be booked through FCM Travel Solutions, either through Savi for domestic travel or via email uq@fcmtravel.com.au for international travel, to access the UQ negotiated discounts.
Exceptions to booking through FCM Travel Solutions are outlined below.
Travellers should consider car hire when driving is more cost-effective than other forms of transport e.g. when travelling with other UQ travellers or transporting large material.
You must observe all traffic laws and will be personally liable for any breaches of those laws (including parking and speeding offences).

Ground transport

UQ encourages the use of public transport when economical, safe and practical.
Uber for Business is the preferred services for short duration business related journeys. Cab Charge Plus can be be used as a second option.
Organisational units may arrange corporate TRANSLink Go Cards for use in the Brisbane region.
Other ride share forms of transport, may be used. You must agree to the terms and conditions of the transport provider. The agreement is between you and the transport provider, not UQ. You should be aware of the risk of alternative forms of transport possibly not being adequate and needing to find other means of transport.
UQ has a number of pool vehicles that may be available for local travel.
When a University pool vehicle is not available, or not appropriate, your Supervisor may authorise the use of a private vehicle, provided the vehicle is adequately covered by your own insurance policy (both comprehensive and third party property insurance). You may claim a kilometre allowance using the Kilometre Reimbursement Claim form in MyAurion.

Exceptions to using FCM Travel Solutions

UQ recognises that certain circumstances sometime warrant an exception to the requirement to book through FCM Travel Solutions.

The only permissible exceptions to using FCM Travel Solutions are:

Exception to booking travel with FCM Travel Solutions	Exception Conditions
Students, including HDR candidates, undertaking travel related to their program. This includes travel on field trips, exchange, placement, scholarship or grant.	Travel must be approved and all international and domestic trips involving a flight or overnight accommodation must be registered through International SOS.
Staff travelling as part of their Special Studies Program (SSP).	Travel on SSP must be approved in accordance with the SSP Policy. The UQ Travel policy and Dual Purpose Procedure do not apply to staff undertaking SSP.
University travel that is booked and paid for by an external organisation or self-funded by the traveller where no reimbursement is requested from available UQ funds.	Travel must be approved and all international and domestic trips involving a flight or overnight accommodation must be registered through International SOS. Copy of your itinerary and contact details must be given to your supervisor.
UQ travellers whose normal place of work is outside of Australia.	Travel must be approved and all international and domestic trips involving a flight or overnight accommodation must be registered through International SOS. Copy of your itinerary and contact details must be given to your supervisor.
Accommodation can be booked directly via a conference organiser (or when accommodation is offered as part of a conference package).	Travel must be approved and all international and domestic trips involving a flight or overnight accommodation must be registered through International SOS. Copy of your itinerary and contact details must be given to your supervisor.
Accommodation and car hire associated with research and field work activities, where a pre-planned detailed itinerary is not feasible and high flexibility is needed to meet the business requirement of the trip. Examples are research dependent on local environment (e.g. Weather) or nature of monitoring/research (e.g. tagging of animals).	Exception must be approved prior to departure by the Travel Approver (Head of Business Unit or approved delegate). Completion of Work-Off Campus Plan. Where possible details of travel must be registered through International SOS.
Research and field work where it is not feasible for a travel agent to book –such as accommodation offered by alternative lodging providers (e.g. research facilities, remote communities, camping grounds).	Exception must be approved prior to departure by the Travel Approver (Head of Business Unit or approved delegate). Completion of Work-Off Campus Plan. Where possible details of travel must be registered through International SOS.
Research and field work where the accommodation sought is part of a broader offering integral to the business requirement of the trip (e.g. access to additional facilities, access to dive boat etc).	Exception must be approved prior to departure by the Travel Approver (Head of Business Unit or approved delegate). Completion of Work-Off Campus Work Plan. Where possible details of travel must be registered through International SOS.
Unexpected last minute flights (and associated accommodation) originating in a country outside Australia whilst the original trip is in progress.	Late change while trip is in progress must be approved by the Travel Approver (Head of Business unit or approved delegate). Late change travel arrangements (flights and accommodation) must be registered through International SOS. Send revised itinerary with contact details to Supervisor.
Private accommodation* * if the UQ traveller elects to arrange private accommodation (such as staying with friends, colleagues or family) UQ will not pay accommodation expenses	Contact details of host and traveller must be provided to your Supervisor prior to departure. Where possible details of travel must be registered through International SOS.
Accommodation sharing platforms, including Airbnb, can be booked directly.	Travel must be approved and all international and domestic trips involving a flight or overnight accommodation must be registered through International SOS. Copy of your itinerary and contact details must be given to your supervisor.