Travel Tips and Frequently Asked Questions

Transcription

1 Travel Tips and Frequently Asked Questions Contents Do I need a Visa and how do I obtain one?... 2 Things you may need to include on you travel application... 2 Things to consider when booking your travel... 2 Find out where your travel is to be costed to prior to starting to book your travel... 4 Credit Card Access when Travelling Overseas... 4 Mobile Phone Access when Travelling Overseas... 5 Visit the International SOS website before you leave on an International trip... 5 Download the International SOS App onto your mobile phone... 5 Carrying Medication Overseas... 6 Reducing the risk of sickness when travelling... 6 Reducing Jetlag... 6 Can I attach documentation to my travel application?... 6 Do I have to pay for Taxi s myself?... 7 How much should I include for taxis, parking, airport flyer and other transport costs?... 8 Why does my hire car cost more than is showing on the booking section of the travel system?... 9 What is meant by Source of Funding? Who are USQ s Travel Management Company (TMC) Check for large events at your destination prior to organising meetings as you may not get accommodation... 11

2 Do I need a Visa and how do I obtain one? Ensure you have your passport included in your Profile details on the Travel System. The system will then advise you if you need a visa during the request process. If you are still unsure check with the Travel Officers. The Travel Management Company (TMC) will provide you with the paper work to enable you to get your visa. Note: Visa s (including postage) are an expense and as such must be included in the cost of your travel for approval (cost recorded in Other Travel Expenses section of the Travel Request). If you are located on the Toowoomba Campus on completion of the Visa Application drop your passport and documentation at the Travel Office and it will be forwarded to the relevant parties. If you are on another campus send your passport and documentation to the TMC in a Platinum Express Post Bag (see your Finance Officer to obtain Petty Cash to buy one from the Post Office). Where travel has been paid for by USQ, staff should always obtain a Business Visa. Things you may need to include on you travel application The full cost of travel must be included on your travel application. You must include all items that may not be booked on the Travel Management System such as taxis, trains, buses, parking, airport transfers, tolls, additional car hire costs (eg petrol, tolls, additional kms) conference registrations, entertainment for USQ business partners, vaccinations and internet/phone. Things to consider when booking your travel Have I left enough time between getting to the airport and check-in time? Note different airlines have different cut off times for checking in. If you are unsure ask the Travel Officers for their advice. Have I allowed myself enough time to get from one terminal to another? If you have to get across to another terminal or from International to Domestic you will need to take this into consideration when booking your flights or airport transfers. If your travel is International the TMC will take into consideration the time it takes to get between terminals when putting together your quotes. Domestic travellers should check with the Travel Officers for their advice.

3 How are you getting to and from the airport? There are various ways to get to and from the airport eg Airport Flyer, Greyhound and hire car. Also take into consideration the Motor Vehicle and Travel Fatigue Procedure as you may need a private transfer if you are coming in on an international flight. Note all costs must be included in your travel application. Have I left myself enough time to get a visa? Countries can vary in their requirements and time taken to process visas. If you are a frequent traveller you must ensure your passport is available to be sent to the consulates to obtain the visa, as if you are travelling using your passport there may not be enough time to send your visa on your return to Australia. Contact the TMC if you are unsure. Have I included all expenses in my travel application? If you have not been approved for all expenses you will either not be reimbursed for the nonapproved expenses or the travel will need to be re-approved by the Financial Delegate. Have I considered whether I will need parking? Parking needs to be included in your travel application and actual invoices provided to be reimbursed. If you have a USQ Credit Card and you are permitted to use it for travel expenses it should be used to pay for the parking where possible. Have I checked if I have funding for the trip and what codes I should use? You will be required to enter/select the cost codes including DeptID/s and project/s when making your travel application. It is recommended you speak with your funding source Financial Delegate to determine if there are enough funds in the department and/or project to pay for the travel prior to completing your online request. Are there other staff travelling with me? You may choose to include the names of other staff who are travelling with you on your Travel Request in the Group Bookings section. If you are sharing any of the costs eg private transfers you will need to record this on the Travel Request. If you are sharing private transfers only one person should organise the booking for the transfer or you may have more than one transfer booked. The Travel System will automatically advise the staff you have selected as travelling with you an advising them of your itinerary so that they know which flights they should select when booking their own travel. Have I considered travel and working times? You should take into consideration the USQ Motor Vehicle and Travel Fatigue Procedures when organising your travel. For example staff are not permitted to drive themselves back to Toowoomba when they have come off an international flight. Have I indicated that I require a conference registration payment on my travel application? You need to advise on your travel application the full name of the conference you are attending not just the initials (this is a state government reporting requirement) and provide enough information to enable payment of the registration. You can attach a registration form or link in the Travel System. I am having Private Time (includes weekends) during my travel what do I need to provide in my Travel application? Including private days in your travel itinerary may trigger a Fringe Benefit Tax (FBT) event. You will need to complete a Travel Diary available on the Travel System and the FBT

4 Calculator. The FBT Calculator is available via a link in the Travel System, you will need to save and then attach the file onto the Travel System. If the calculator and the diary determine that there will be an FBT liability you may be required to pay all or a portion of the airfares and transfers yourself in line with the USQ Travel Policy and Procedures. All international travellers will need to complete the FBT Calculator and diary irrespective of private travel days. Post go-live of the new system the FBT Calculator and Diary will be part of the workflow and you will not need to attach further documentation. I am taking a Charter Flight paid for by a third party, am I covered by Insurance? USQ does not have insurance for staff using Charter Flights. You will need to check with the third party paying for the flights to determine if their insurance covers you. If you are not covered you need to contact the Travel Office prior to submitting your request online to ensure that additional insurance can be obtained for the trip, this may involve additional cost to your DeptID/Project. Find out where your travel is to be costed to prior to starting to book your travel You will be required to enter/select where your travel is to be costed when you make your travel booking therefore you will need to determine where your funding is coming from prior to going online. You will need the DeptID and project (if applicable). If the travel is to be coded to more than one DeptID and/or project you will need all codes when booking your travel. Credit Card Access when Travelling Overseas To ensure you have access to your private credit card while overseas you should contact your bank to activate international access and advise them where you will be travelling so that your purchase is not rejected. Some banks will have useful information on their website in regard to using your credit card overseas. Staff with an Executive or Frequent Traveller Corporate Credit Card are able to use it overseas unless there has been a restriction placed on the card at the time of application.

5 Mobile Phone Access when Travelling Overseas If you have a USQ funded mobile phone it is automatically barred to International Roaming. To request activation from ICT and instructions on how to connect, click this ink to international roaming. You will need to contact your own provider if you require international roaming for you private mobile phone. Visit the International SOS website before you leave on an International trip When making an international travel booking you will be directed to review the International SOS website in relation to the countries you will be visiting. The website will provide you with information in regard to travelling in the country. You should check the website out prior to departure as the situation may have changed since your booking. The International SOS website will give you more detailed information than the Australian Government Smart Traveller website. USQ s membership login is available from the Corporate Travel Office. International SOS Download the International SOS App onto your mobile phone Download the International SOS App onto your mobile phone prior to departure. This will give you access to information in regard to the country/s you will be visiting and if you request advice you will be provided with up-to-date information on health and security. The App also has an easily accessible phone number/button to dial in case of emergency.

6 Carrying Medication Overseas The rules about prescription and non-prescription (or "over the counter") medications are different in each country. A drug that is common in Australia may be prohibited in your destination, or your destination may require a doctor's note explaining your need for the drug. Travellers who violate medication transport rules may face serious consequences, even if the violation was unintentional. Drugs can be confiscated, and in some cases, criminal charges may be involved. For tips on carry medication overseas visit the International SOS website. If your medication needs to be refrigerated while flying please make a note on your travel application. Reducing the risk of sickness when travelling The International SOS website has some great tips on reducing your risk of sickness when travelling. There are tips on food and water consumption. Visit the website before you depart on your trip. Reducing Jetlag International SOS have some good tips on how to reduce jetlag. The tips will advise you what to do prior to departure, during the flight and on arrival. Can I attach documentation to my travel application? The Travel System enables you to attach documentation to your travel request. Attach all supporting documentation including: additional Business Case information if there is not enough room on the travel request, FBT Calculator, Registration Forms or links, Meal Calculator and any other documentation that will assist the Travel Office, TMC and/or Approver to process you travel in a timely manner.

7 Do I have to pay for Taxi s myself? Taxi Vouchers are available from the Travel Office and Fraser Coast and Springfield for domestic travel. If you require Taxi Vouchers you need to indicate your requirement on the Travel Request. The Travel Office or relevant Campus Officer will advise you when the vouchers are available for collection. No more than 4 taxi vouchers will be issued for each trip. The vouchers are accountable documents and as such must only be used for the trip they have been allocated for. Any unused vouchers must be returned to the Travel Office or relevant campus officer immediately on your return. Note: you must ensure you have requested an amount for taxis on your travel application so that the expense has been approved. If the expense has not been approved a taxi voucher will not be issued.

8 How much should I include for taxis, parking, airport flyer and other transport costs? Amounts will automatically populate some of the costs eg Airport Flyer. Below are some of suggested amounts for the other costs depending on the city you are visiting. Note the prices are subject to change and are provided to give you an idea of how much costs may be. City Type of Cost (Double for Return Journey Amount unless stated otherwise) Adelaide Taxi from Airport to CBD $20 - $25 Brisbane Taxi from Airport to CBD $40 - $50 Taxi from Airport to Springfield $130 - $140 Taxi from Airport to Ipswich $130 - $140 Train from Airport to Roma St One Way $16.50 Train from Airport to Roma St - Return $31.00 Private Transfer from Airport to Toowoomba (Amount will depend on which company is used and the time of $145 - $260 day of the week) Private Transfer from Airport to Springfield Private Transfer from Airport to Ipswich $135 - $210 (Amount will depend on which company is used and the day of the week) Tolls: Refer to the Hire Car information below Canberra Taxi from Airport to CBD $25 - $35 Darwin Taxi from Airport to CBD $25 - $35 Melbourne Taxi from Airport to CBD $45 - $60 Train from Airport to CBD One Way $18 Train from Airport to CBD - Return $30 Bus from Airport to CBD One Way $18 Bus from Airport to CBD - Return $30 Perth Taxi from Airport to CBD $25 - $35 Sydney $45 - $55 Plus Taxi From Airport to CBD $4 toll Taxi from Airport to North Sydney $55 - $65 Plus $4 toll Taxi from Airport to Manly $90 - $100 Plus $4 toll Taxi from Airport to Parramatta $110 - $120 plus $4 toll Taxi from Airport to Liverpool $95 - $110 plus Toowoomba Taxi from Airport to Cronulla Train between terminals $6 Train from Domestic Terminal to CBD $17 Train from International Terminal to CBD $18 Taxi to Wellcamp Airport. Amount will depend on Toowoomba pickup point. $4 toll $75 - $75 plus $4 toll $40 - $60

9 Airport Flyer to Wellcamp Airport (a 15% surcharge on Sundays may apply) $29 Why does my hire car cost more than is showing on the booking section of the travel system? Hire cars can incur additional costs on top of the fee to hire the car. These costs need to be included as estimates on your travel application (under Travel Requirements). The following amounts may apply and are only indicative: Type of Additional Hire Car Cost Amount One Way Drop Off Fee (applies when travelling from one destination and dropping the car at another ie the hire car is not being used on a round trip) Toowoomba to Brisbane Airport $55 Brisbane Airport to Toowoomba $55 Fraser Coast to Toowoomba $67 Toowoomba to Fraser Coast $67 Tolls (will depend which toll roads are used): Murarrie (Gateway Bridge) $4.25 Kuraby $2.51 Loganlea $1.61 Heathwood $2.65 Paradise Road $2.65 Go Between Bridge $2.98 Clem 7 $4.78 AirportLink M7 Route 1 (between Bowen Hills and Kedron) $4.50 AirportLink M7 Route 2 (between Bowen Hills and Toombul) $4.98 AirportLink M7 Route 3 (between Kedron and Toombul) $3.82 In addition a hire car/toll company administration fee will apply $ $14.30 (Amount will depend on which hire company and state the car will be used in) Petrol (you are advised to fill up before returning the hire car as the cost of petrol through the hire car company is more expensive) The amount will depend on the size of the car, current petrol costs and kms travelled. Toowoomba to Brisbane Airport $35 - $50 Additional kilometres (a hire fee may include limited kms, usually $0.25 per km 200 kms which then means you will need to include additional costs for kms above the limit. This would apply for travel out west and Fraser Coast to Toowoomba) Additional Charges may apply if you return the car later than the time advised on your Travel Application. Note: the prices are subject to change and are provided to give you an idea of the costs to include on your Travel Application.

10 What is meant by Source of Funding? You will be asked a question in regards to the source of the funding when completing the Travel Request. USQ must report where the ultimate sources of funding for travel has come from. See below for some examples: Funding Location The funds for the project sit in the Faculty/Department and are part of normal budget allocations The funds for the project sit in the Faculty/Department within a specific project and have come from a source outside the University. The funds for the project sit in another Faculty/Department and are part of the normal budget allocation. The travel is initially charged against the Faculty/Department and the costs will be reimbursed by another party. The travel is No Cost to USQ. Another party is paying for all expenses Part of the funds for the project sit in a USQ Faculty/Department and another party is paying part of the costs. The Traveller is paying part of the travel and the Faculty/Department is paying for the balance. The Traveller is paying the full cost of the Travel ie No Cost to USQ Funding Source USQ (no additional information is required) Outside: The full name (no initials) of the organisation must be recorded on the Travel Application. USQ (no additional information is required) Outside: The full name (no initials) of the organisation must be recorded on the Travel Application. Outside: The full name (no initials) of the organisation must be recorded on the Travel Application. The amount the other party is paying must also be recorded on the Travel Application (this is a State Govt. requirement for reporting purposes). USQ and Outside: The full name (no initials) of the organisation must be recorded on the Travel Application. The amount the other party is paying must also be recorded on the Travel Application (this is a State Govt. requirement for reporting purposes). USQ and Self-Funded: For international travel only, the amount you are funding must be recorded on the Travel Application (this is a State Govt. requirement for reporting purposes). Self-Funded: For international travel only, the amount you are funding must be recorded on the Travel Application (this is a State Govt. requirement for reporting purposes).

11 Who are USQ s Travel Management Company (TMC) The Travel Management Company (TMC) is the Travel Consultants who will assist you with your travel. USQ s current TMC is Plan B who are located in Melbourne. You should contact them via the Travel Management Platform (TMP) in the first instance using the trip request that is relevant. If need to speak them the number to call is located on the TMP dashboard. Check for large events at your destination prior to organising meetings as you may not get accommodation Often there are events on at your destination which reduce accommodation choices and may also affect the price, for example when Carnival of Flowers is on in Toowoomba it is extremely difficult to get accommodation and if you are able to get accommodation it will be more expensive than normal. Check the list of events listed on the Travel Office website which will assist you in organising your travel. If possible it is suggested you change your travel to another time. If you are unable to change your travel you should book as early as possible as you may find there is no accommodation available if left to the last minute.