Booking your travel

Logging into Concur

Username: your network username

Password: your network password

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:

Domestic air travel – When you have submitted your travel request in Concur, the request needs to be actioned by your travel approver by 21:30hrs on the same day. This is because your booking request reserves a seat on a flight but is not actually ticketed unless travel approval occurs within a same-day time frame (airlines will not guarantee pricing beyond this).

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

  • For both domestic and international travel, there are two approvals to travel – one is required before booking in Concur (actioned outside of Concur) and the other is the approval workflow within Concur once travel arrangements have been finalised (whether domestic or international).

Download the Campus Travel Service Level Agreement (pdf, 2.15mb)

Workflow for booking domestic travel

ActivityResponsibilitySteps
Seek approval for travel Staff member
  1. Apply for your business/travel leave via the Employee Self-Service System (ESS).
  2. Complete the Domestic Travel Application Form (pdf, 374kb)
  3. 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 Concur online travel booking tool Staff member
  1. Log on to FedUni intranet.
  2. Navigate to federation.edu.au/travel
  3. Click the 'Book travel' button.
Booking travel requirements Staff member
  1. Select your flights / accommodation / car hire based on preferred itinerary and using online booking search.
  2. Complete your estimate of all travel expenses, include conference fees, taxis etc.
Approving travel request Staff member / approver
  1. Finalise booking in Concur booking tool.
  2. Submit travel request to authorising supervisor (professional staff) or Faculty Business Manager (Academic staff) for approval. An email will be sent by Concur notifying an Approval is pending.
Confirming travel booking and itinerary Concur / FCM Travel Solutions
  1. Staff member will be notified by the Concur tool once the travel has been approved.

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.

Workflow for booking international travel

ActivityResponsibilitySteps
Arranging approval to travel overseas Staff member
  1. Apply for your business/travel leave via the Employee Self-Service System (ESS).
  2. Complete the International Travel Application Form (pdf, kb)
  3. Seek VC or DVC approval as appropriate, prior to making travel arrangements.
Assessing the travel risk Staff member
  1. Complete a Hazard Identification Risk Assessment and Control review where foreseeable risks associated with the travel could lead to serious injury or illness.
Accessing the Concur online travel booking tool Staff member
  1. Log on to FedUni intranet.
  2. Navigate to federation.edu.au/travel
  3. Click the 'Book travel' button.
Booking travel requirements Staff member
  1. Select flights, accommodation, car hire based on preferred itinerary and using online booking search.
  2. Complete your estimate of all travel expenses, include conference fees, taxis etc.
Finalising travel itinerary Staff member / FCM Travel Solutions
  1. Submit request in Concur.
  2. FCM Travel Solutions will pick up the request from Concur and provide flight/accommodation options to the staff member. *This is done external to Concur, via phone/email
  3. The staff member interacts with FCM Travel Solutions to finalise a travel itinerary that best meets their business need.
  4. Once the final quote is accepted, FCM Travel Solutions will re-queue the booking in Concur.
Approving travel request Staff member / approver
  1. Submit Travel Request for approval in Concur.
  2. 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: (03) 5327 6512 (FCM Travel on Skype)
Email: feduni@fcmtravel.com.au

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