Booking your travel

Logging into FCm Platform

FCm Platform is the University’s online travel portal and gives access to travel policy, preferred suppliers, membership programs, online booking tool (SAVI), crisis management alerts, traveller profiles and Pre Trip Approval (PTA)

To gain initial access to FCm Platform, you must submit a Service Now request. Once initial access is granted, the FCm platform can be accessed via Single Sign on.

Mandatory profile information

The first step in using the FCm Platform is to complete your profile, and the profile of any Travellers that you are a Travel booker for - you will not be able to complete any travel bookings if the traveller profile is not complete.

Booking time frames

Please note that booking time frames are subject to airline policy in relation to seat-holding. Staff should be aware that the following time frames apply:

International air travel – Once you have submitted your request in PTA, you have 7 days to finalise your itinerary with FCM and then have the approval actioned in PTA.

Workflow for booking domestic travel

ActivityResponsibilitySteps
Seek approval for travel Staff member
  1. Apply for your business/travel leave via Workday.
  2. Approvals are as follows:
  • Professional staff: seek approval from your line manager.
  • Academic staff: refer to individual Faculty Business Manager for domestic travel approval process.
Accessing the FCm Platform/PTA and SAVI Staff member / Travel booker
  1. Ensure you have been given access to FCm Platform.
  2. Click on ‘Travel Portal' – on Staff intranet.
Booking travel requirements Staff member / Travel booker
  1. Ensure your Profile is complete and up to date.
  2. Complete the declarations.
  3. Complete the PTA requirements with flights/accommodation/car hire on your preferred itinerary.
  4. Complete your estimate of all travel expenses, include conference fees, taxis etc. If a Travel Diary is required, PTA will ask you to complete those details.
  5. Once details have been completed in PTA, you will be directed to the online booking tool (SAVI). Your itinerary will prepopulate in SAVI.
Approving travel request Staff member / Travel booker
  1. Finalise booking in SAVI booking tool.
  2. An email will be sent to your line manager for their information.
Confirming travel booking and itinerary SAVI / FCM Travel Solutions
  1. Staff member will be notified by SAVI once the travel booking has been finalised.

Your booking is confirmed only after you receive a confirmation and itinerary from FCM Travel Solutions.

Workflow for booking international travel

ActivityResponsibilitySteps
Arranging approval to travel overseas Staff member
  1. Apply for your business/travel leave via Workday.
  2. Complete Internatioal Travel Checklist & High Risk Destinations Risk Assessment Form.
  3. Seek Line Manager/VCST approval as appropriate, prior to making travel arrangements.
Accessing FCm Platform/PTA Staff member / Travel booker
  1. Ensure you have been given access to FCm Platform.
  2. Click on ‘Travel – Portal’ on Staff intranet
  3. Click the 'Book travel' button.
Booking travel requirements Staff member
  1. Ensure your Profile is complete and up to date.
  2. Complete the declarations.
  3. Complete the PTA requirements with flights/accommodation/car hire on your preferred itinerary, including the International Travel Checklist and High Risk Destination form.
  4. Complete your Travel Diary
  5. Complete your estimate of all travel expenses, include conference fees, taxis etc.
Finalising travel itinerary Staff member / FCM Travel Solutions
  1. Submit request in PTA.
  2. FCM Travel Solutions will receive the request from PTA and provide flight/accommodation options to the staff member. *This is done external to PTA, via phone/email
  3. The staff member interacts with FCm to finalise a travel itinerary that best meets their business need.
  4. Once the final quote is accepted, FCm will finalise the itinerary and provide the final costing in PTA.
Approving travel request Staff member / approver
  1. Submit Travel Request for approval in PTA to Line Manager/VCST.
  2. Second Approver will be COO.
  3. If travel is to a DFAT High Risk location, Third Approver will be notifed.
  4. Staff member will be notified when the booking is confirmed.

Your booking is confirmed only after you receive a confirmation and itinerary from FCM Travel Solutions. Please ensure you take a copy of this document with you when you travel.

Need some more help?

Contact the FCM Travel Solutions team for assistance using the online booking tool:

Phone: +61 3 9192 7666
Email: feduni@fcmtravel.com.au

Download the FCM Travel Solutions Contact Sheet (pdf, 324kb)