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 Coordinators (Caron-Anne Ravno, Allison Jewell) are responsible for arranging TEACHING related travel. The Resource Officer/Team Leader (Sharyn Lampshire) is responsible for all other international NON teaching travel.
Division of Business Travel Protocols and Procedures
Contact:
Offshore Travel Coordinator (OTC)
Monday, Tuesday, Wednesday
Caron-Anne Ravno
Email: tsstravel@unisa.edu.au
Telephone: +61 8 830 20927
Offshore Travel Coordinator (OTC)
Wednesday, Thursday and Friday
Alison Jewell
Email: tsstravel@unisa.edu.au
Telephone: +61 8 830 27650
Mobile (emergency only) 0438 822087
Team Leader Travel
Sharyn Lampshire
Email: tsstravel@unisa.edu.au
Telephone: +61 8 83020705
Mobile (emergency only) 0417 881954
International Clerical Officer
Hsin-Ju Chiu
Email: tsstravel@unisa.edu.au
Telephone: +61 8 83020459
General Information
- 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 Team Leader 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 Team Leader 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.
- 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.
- 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
- Check the FAQ's on this website prior to contacting the
OTC
- Check Travel - Managing Risk Overseas
- Print the Travel Checklist to ensure you are prepared for your travel
- If you were given a cash advance, please return all calculated cash advance paperwork,
with receipts, to OTC within two weeks of returning onshore
- Complete the Travel Feedback form so that we can work towards improving the services provided to you.
Please note:
The OTC or Team Leader will look after travel allowance payments (applicable only to those staff who do not have a University credit card). The OTC or Team Leader 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 Team Leader 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 (138Kb PDF- download Adobe Acrobat) 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 Team Leader will be able to advise which University Preferred Supplier they are making your UniSA business related arrangements through. At the moment, please contact Graziano Tavoni of Phil Hoffmann Travel on 8179 9646, grazianot@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 Team Leader 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.