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... 4 Visit the International SOS website before you leave on an International trip... 4 Download the International SOS App onto your mobile phone... 5 Carrying Medication Overseas... 5 Reducing the risk of sickness when travelling... 5 Reducing Jetlag... 5 Can I attach documentation to my travel application?... 6 Do I have to pay for s myself?... 6 How much should I include for taxis, parking, airport flyer and other transport costs?... 6 Why does my hire car cost more than is showing on the booking section of the travel system? 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

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 a visa is required you will be given access to the information necessary to make application. Note: Visa s (including postage) are an expense and as such must be included in the cost of your travel for approval. If you are still unsure check with the Travel Office. Once completed, all Visa Application documents including your passport will need to be sent to the Travel Office. From there your application will be forwarded to the relevant parties. NOTE: Where travel is to be 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 visas, taxis, trains, buses, parking, airport transfers, tolls, additional car hire costs (e.g. petrol, tolls, additional kms), conference registrations, meal entitlements, entertainment for USQ business partners, vaccinations and internet/phone. Things to consider when booking your travel Have I left enough time to get to the airport and check-in before my flight? Note different airlines have different cut off times for checking in. If you are unsure check with the airline. 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 Travel Consultant will take into consideration the time it takes to get between terminals when putting together your quotes. Domestic travellers should check with their chosen terminals. How are you getting to and from the airport? There are various ways to get to and from the airport e.g. Airport shuttle, bus, taxi or hire car. If you are sharing any of the transfer costs with travelling companions you will need to record this in your Travel Request. In this case only one person should request the transfer in their request or the result may be more than one transfer booked. 2

3 If you are returning on an international flight you will also need to take into consideration the Motor Vehicle and Travel Fatigue Procedure as you may be required to book a private transfer. 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 the time taken to process visas. If you are a frequent international traveller you must ensure your passport is available to be sent to all relevant consulates and returned prior to departure. Please note all consulate specifications in the Visa section in your travel request. 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 for the adjusted amount. 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 which cost codes I should use? You will be required to enter/select the cost codes including the Dept.ID and project number when making your travel application. It is recommended you speak with your funding source Financial Delegate to determine the relevant cost codes and if there is enough funding in the department and/or project to pay for the travel prior to completing your online request. 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 your travel request. 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 in your travel request (an Australian Taxation Office requirement) and the FBT Calculator will calculate any implication. If the calculator determines 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. 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 Dept.ID/Project and will need to be included in your request for financial approval. 3

4 Find out where your travel is to be costed to prior to starting to book your travel You will be required to enter/select the relevant cost codes for your trip when you make your travel booking. Therefore you will need to determine where your funding is coming from prior to beginning your request. You will need the Dept.ID and project number (if applicable). If the travel is to be coded to more than one Dept.ID and/or project number you will need note all codes in your Business Case 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. 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 your 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. It is also recommended that you register with the Australian Government Smart Traveller website. 4

5 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. 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. 5

6 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, Conference Registration Forms or links, Meal Calculator and any other documentation that will assist the Travel Office and your Travel Authoriser. Do I have to pay for s myself? Domestic Vouchers are available from the Travel Office and Springfield for domestic travel. If you require Vouchers you need to indicate your requirement on the Travel Request. You will need to contact the Travel Office or relevant Campus Officer to organise when the vouchers can be made 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. How much should I include for taxis, parking, airport shuttle and other transport costs? In the Travel Requirements section of your travel request some amounts will automatically populate. Below are some 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 (One Way Amount (approximately) Adelaide Airport City Shuttle (reserve in advance) Bus Metro to or from CBD $12 $7 $40 6

7 Brisbane CBD Parking Undercover Secure Parking Airport Shuttle ConXion to or from CBD to or from Toowoomba to or from Highfields Greyhound Coaches to or from Toowoomba Bus Terminal to or from Toowoomba Bus Terminal Murrays Coaches to or from Toowoomba Bus Terminal Airtrain to or from Central Station to or from Ipswich Station to or from Springfield $12.50 per hour $40 $90 $115 $37 (flexi) $50 (Express) $40 $17 $26 $25 to or from Airport to Roma St Station to or from Airport to Springfield to or from Airport to Ipswich $70 $60 $150 $180 Cairns Private Transfer ATS from Airport to CBD from Airport to Springfield from Airport to Ipswich from Airport to Toowoomba Airport Parking CBD Parking Undercover Secure Parking Street Parking Airport Connect Shuttle (Timetable only) to or from CBD to or from Palm Cove to or from Port Douglas $80 $130 $150 $260 $60 per day $160 per week per hour $5 per hour $17 $22 $37 to or from Palm Cove to or from Port Douglas $30 $70 0 7

8 CBD Parking Undercover Secure Parking per day Canberra Airport Express Shuttle Bus to or from the CBD $12 $60 Darwin Private Transfer Bayside (must prebook) from Airport to CBD CBD Parking Undercover Secure Parking Darwin City Airport Shuttle CBD Parking $100 $5 per hour $40 Undercover Secure Parking Street Parking $5 per hour $2.50 per hour Melbourne Skybus Express Shuttle from Airport to CBD Private Transfer Bayside (must prebook) from Airport to CBD CBD Parking Undercover Secure Parking $75 $130 $25 per hour Perth Connect Shuttle (Timetable only to limited drop off points) to or from Airport to Freemantle $50 $75 8

9 Sydney CBD Parking Secure Parking $14 per hour Air Bus Airport Shuttle Train to or from Airport to North Sydney to or from Airport to Manly to or from Airport to Parramatta to or from Airport to Liverpool to or from Airport to Cronulla Between Terminals to or from Airport to North Sydney to or from Airport to Circular Quay to or from Airport to Parramatta to or from Airport to Liverpool to or from Airport to Cronulla $65 $75 $110 $130 $120 $95 $25 Inter-Terminal Transfer International to Domestic Terminals Inter-Terminal Transfer Train International to Domestic Terminals $25 $8 Inter-Terminal Transfer T Bus International to Domestic Terminals $8 Toowoomba Private Transfer Bayside (must prebook) from Airport to CBD Peters Airport Shuttle to or from Airport to Highfields $130 $35 $90 $120 9

10 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 One Way Drop Off Fee (applies when travelling from one destination and dropping the car at another i.e. the hire car is not being used on a round trip) Amount Toowoomba to Brisbane Airport Brisbane Airport to Toowoomba $65 $65 Tolls (will depend which toll roads are used) Murarrie (Gateway Bridge) $4.40 Kuraby $2.60 Loganlea $1.70 Heathwood $2.80 Paradise Road $2.80 Go Between Bridge $3.10 Clem 7 $5 Legacy Way $5 Airport Link M7 Route 1 (between Bowen Hills and Kedron) $5.30 Airport Link M7 Route 2 (between Bowen Hills and Toombul) $5.30 Airport Link M7 Route 3 (between Kedron and Toombul) $4 In addition a hire car/toll company administration fee will $ $16.00 apply (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 $45 - $65 Additional kilometres (a hire fee may include limited kms, usually $0.40 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. 4WD Drive Hire Car Note: if going off road then you will need to have evidence of completing a 4WD drive safety training course. $150 per day Note: If picking up from a regional area then extra kilometres will need to be factored in. 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

11 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

12 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. 12