1. Planning your travel

The ‘Planning Your Travel' section is a handy reference for things that need to be considered prior to travel approval and booking.

Travel Policy and Travel Procedure

Fed Uni travellers, arrangers and approvers must familiarise themselves with the University's Travel Policy and Procedure and the content on this travel intranet site.

The policy and procedure apply to all staff business travel, regardless of funding source.

Travel permissions and responsibilities

Staff intending to travel on University business are required to book 'Business/Travel' leave via Workday and seek written approval from their authorising officer with justification for travel – include funding, reason for travel, benefit to the University - an email will suffice.

Getting started

Logging in to FCM platform

Staff do not have automatic access to the FCM platform. If access is required, please log an access request via ServiceNow (finance pages). An email will be forwarded to the traveller (or arranger) confirming access has been granted. The traveller (or arranger) can log in to the FCM Portal via single sign on through the staff intranet. Information required to access the portal forms the basics of a travel profile. (Further details for a travel profile can be added in the portal – including frequent flyer details etc)

The travel platform gives access to Pre-Trip Approve (PTA). PTA is to be completed for university travel. Paper based approval is not required.

Healix

Fed Uni 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.

Healix is a leading emergency assistance and risk management provider, offering a wide range of services designed to keep travellers safe and healthy when travelling.

In addition, travellers can access a consolidated resource of medical and travel safety information online through https://tow.healix.com/login.

Pre-Trip: Know Before You Go

Travellers can access the FedUni Healix Travel Oracle webpage or download the mobile app to access real-time alerts and travel safety information for over 200 countries worldwide.

If travellers have any health or security concerns before travelling, don't hesitate to contact the FedUni Global Assistance Helpline (contact details below). Healix can offer pre-trip advice and guidance.

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

A step-by-step guide and more information Healix for travellers prior to travel and whilst travelling can be found on the travel pages in the information button within Healix.

Healix mobile app

The Healix Travel Oracle App is a valuable travel safety companion. Developed by leading security and medical experts, it provides travellers with up-to-date travel information and advice and real time alerts on breaking news globally.

The Healix Travel Oracle App can be downloaded onto a smart phone from the Apple App store or Google Play store.

Register as a new user with the access code for your company: FUA221193

Your password must be:

  • Between 10-20 characters
  • Contain at least one upper and lower case letter
  • At least one number and a character from the list below:
    • ! @ # $ % ^ & * ( ) - + ? | = } { : ; “ ,

Travel insurance and fitness for travel

Fed Uni has comprehensive business travel insurance for authorised business travellers. The policy covers Fed Uni employees, students and consultants, including their accompanying spouse/partner and dependent child/ren. No additional travel insurance is required when travelling for Fed Uni business.

Should incidental private travel be taken either side of, or during, an authorised business trip, it must not exceed more than 60% in its entirety unless authorised by Chubb, and Fed Uni travellers should arrange extra insurance cover at their own expense.

Contact

Chubb Insurance Limited
Policy number: 03PP007156
Emergency assistance number: +61 2 8907 5995
Chubb Assistance reverse charge call number: +61 2 9211 3000

Or

Log a Finance Service Now request

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

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

Travellers must familiarise themselves with what is and is not covered under Fed Uni travel insurance. Travellers must advise their supervisor and the relevant travel approver prior to requesting travel approval if there is a possible foreseen risk of costs being incurred in connection with their travel which may not be covered by Fed Uni 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).

International travel – fitness for travel

If a Fed Uni traveller is planning to undertake international travel and has a pre-existing condition, or if the traveller is over 75 years of age, they must obtain medical clearance to travel from a doctor within 30 days prior to travel

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 travel. This also includes pregnancy and any mental illness.

Passports and visas

For international travel

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

Passports

When planning travel, travellers must ensure their passport has the sufficient validity period remaining. Some destinations require a minimum validity period beyond the planned date of exit. If unsure, travellers should contact the consulate office of the countries planned to visit.

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

Visas

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

The University will cover the cost of obtaining visas if travellers are 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 Fed Uni.

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

Cyber safety and travel

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 Fed Uni.

Before travelling overseas travellers should refer to the ITS knowledge article further

Medical advice and vaccinations

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

For up to date medical and vaccination advice, travellers should refer to their GP and/or Healix.