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Travel

All international travel undertaken by staff members of the Division of Business is to be booked through the division's Transnational Support Services unit.  The Offshore Travel Coordinator (Karen Brindle) is responsible for arranging TEACHING related travel.  The Resource Officer (Sharyn Lampshire) is responsible for all other international NON teaching travel.

Division of Business Travel Protocols and Procedures

Contact:
 

Offshore Travel Coordinator (OTC)
Karen Brindle
Email: tsstravel@unisa.edu.au
Telephone: +61 8 830 20927
Mobile (emergency only) 0438 822087
 

Resource Officer (RO)
Sharyn Lampshire
Email: tsstravel@unisa.edu.au
Telephone: +61 8 83020705
Mobile (emergency only) 0417 881954

General Information

  1. When you have been scheduled to TEACH offshore your travel arrangements will be made for you automatically. Please contact OTC if you have any special requirements such as:
    • Flight/Airline Options
    • Special Dietary Requirements
    • Passport details if not travelling on an Australian Passport
    • Visa requirements (please see FAQ's first)

    The OTC will arrange you flight and accommodation bookings, airport to hotel connections if required, Visa information, Travel Insurance and your Travel Allowance.

    When you require NON TEACHING international travel, eg conference attendance, research travel, marketing/promotional travel and the like, please contact the RO via tsstravel@unisa.edu.au providing details such as:

    • Dates
    • Destinations
    • Passport details if not travelling on an Australian Passport
    • Visa requirements (please see FAQ's first)
    • Purpose of travel being undertaken

    By providing this information, the RO will be able to commence making arrangements and obtain quotes for approval. 

    Once your travel arrangements have been finalised, you will be contacted to come and collect your tickets if being issued with paper tickets, else e-tickets and other relevant information will be emailed to you.
     

  2. Go to forms to download and complete the International Relations: Overseas Business Form. Please note this is a mandatory requirement of the University for all international travellers.  The data feeds into an official university register of staff travelling, needed in the event of an emergency or incident.  The data is also monitored for credit card security purposes as the bank is informed of your travel dates and location, thereby lessening the chance of your University credit card being blocked.  When you submit The Overseas Business Form (online) a screen will appear - "Thank you" with a summary of the data you have entered.  You will need to print this confirmation page off and retain a copy.  The copy will be attached to your fs87 forms to download as proof of submission.  For TEACHING travel, please send copy of confirmation to the OTC who will generate the fs87 for your travel and obtain authorisation on your behalf.  Your fs87 can not be approved without this evidence, in turn, your tickets will not be issued.   
     
  3. Check any travel health or vaccination concerns with the Travel Doctor. For services available from the Travel Doctor or to make an appointment with the Travel Doctor please visit www.tmvc.com.au
     
  4. Check the FAQ's on this website prior to contacting the OTC
     
  5. Check Travel - Managing Risk Overseas
    http://www.unisa.edu.au/ohsw/procedures/managingrisksoverseas.asp#Immunisation
     
  6. Print the Travel Checklist to ensure you are prepared for your travel 
     
  7. If you were given a cash advance, please return all calculated cash advance paperwork, with receipts, to OTC within two weeks of returning onshore
     
  8. Complete the Travel Feedback form so that we can work towards improving the services provided to you.

Please note:

The OTC or RO will look after travel allowance payments (applicable only to those staff who do not have a University credit card).  The OTC or RO will calculate your travel allowance and advise you accordingly.  The allowance will be paid into your bank account in the form of a cash advance.  All cash advances must be reconciled, with spend being justified by producing original receipts from point of purchase and recording transactions on a fs36 Cash advance Record form forms to download

The OTC or RO will only book flights for University staff travelling offshore.  If you are wanting to take friends or family with you on your trip, or, want to back some personal travel into your itinerary, you will need prior approval to do so.  Please refer to the University Guidelines and in particular to points 4.6 and 4.7.  Once you have the necessary approvals in place, you can then contact the travel agent to arrange your personal travel requirements.  The OTC or RO will be able to advise which University Preferred Supplier they are making your UniSA business related arrangements through.  At the moment, please contact Neal Rowland from Tee Lee Travel on 8212 3778, unisa@teeleetravel.com.au or Renato Cavuoto of Phil Hoffmann Travel on 8179 9646, renatoc@pht.com.au .

The University Travel Insurance Policy generally only covers University staff.  If taking friends or family please arrange travel insurance for them through a Travel Agent. Alternatively you can arrange cover for them through the University Travel Insurer by contacting The Insurance Office on 8302 1678. More information can be found at

http://www.unisa.edu.au/fin/insurance/insurpolicies.asp#CORPORATE_TRAVEL_INSURANCE_

http://www.unisa.edu.au/fin/insurance/faqstravelinsurance.asp

Frequent Flyer bookings or upgrades must be organised by the travelling staff member. If you are wanting to arrange an upgrade using your FF points, the OTC or RO should be notified of your intention to do so, so they can ensure the economy class ticket being booked is able to accommodate the upgrade request.  Any loss of points due to rescheduled trips will not be compensated by the University.

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