TRAVEL ALERT

What in the world is happening in the world of TRAVEL for the University and Division of Business?

Please take the time to read this bulletin as we are entering a new phase for how travel will be managed, not only for the Division of Business but for the entire University. It begins with new travel suppliers, changes to how domestic bookings will be dealt with, plus new forms and expense management in the future. Whilst not all of these topics will be covered in depth in this article, frequent updates will be distributed as the management of travel evolves. Let us begin with:

University Preferred Travel Agents

The University recently tendered for the provision of Travel Management Services and are now pleased to advise that the following companies have been appointed:

• Phil Hoffmann Corporate Travel

• Campus Travel

From 15th August 2009, TeeLee Travel will cease to be a preferred travel supplier to the University. Travel arrangements are to be booked through on of the University Preferred Travel Agents, using the best fare of the day, with payment of the travel arrangements to be via invoice to the University.

Phil Hoffmann was reappointed as they are currently the leading supplier to the University. Retention of key incumbents was crucial as it ensured continuity of service using the current approval and booking process, whilst delivering process improvements in a phased in approach.

Campus Travel is a division of the Flight Centre Group and is on the panel of service providers across 17 Universities within Australia. They are recognised as leading experts in academic travel.

Domestic Bookings

Currently, domestic travel arrangements for the Division of Business community are made via your School or unit resource person, with the TSS Travel Team being responsible for managing all international travel division wide.

The University is currently trialling the use of a Domestic Online Booking Tool - "e3". The TSS Travel Team will be given access to and training on the use of e3 within the coming week, then going live with administering domestic bookings forthcoming from the Division of Business Office in the first instance. This will give the TSS Travel Team a chance to familiarise themselves with the system and to create processes.

Campus Travel are the supplies of e3 which will provide us with the following capabilities (to name a few):

• Book with multiple airlines on screen

• View all discounted fares, including UniSA airline agreement fares

• Book accommodation via a hotel booking engine that gives access to some 23,000 hotels in 112 countries - access to government rates and/or special rates on offer at the time

• Book car hire

• Incorporate travel policy management

• Tighter control, including audit of bookings out of policy

• Maintain traveller profiles online, including cost centre details

Once processes have been established to manage domestic travel utilising e3, TSS Travel will then be in a position to take over managing domestic bookings from a central point for the entire Division.

What do I need to do now?

Let me introduce you to FS88 - Traveller Profile Form

• The new Traveller Profile Form is located on the Finance website and can be completed online;

• All traveller profiles need to be updated to cleanse data and include cost centre information for consolidated invoice processing

• The profile information will be uploaded by both the TSP's into their booking systems - it will reduce the time taken to complete your next booking

• Bookings can then be placed with Campus Travel

All persons from within the University, who travel for the University are asked to complete this form.

More on Forms

FS87 - Business Request Travel Form has been updated with Campus Travel details.

FS37 - Business Travel Record  has been updated with instructions around completion and what to do with it once completed. Please note the Business Travel Record must be completed for ATO purposes.

Travel diaries (FS37) are required by the ATO to substantiate any staff travel the Uni pays for when the traveller is away from home for 6 nights or more. In the absence of a travel diary, all travel and other related costs are considered to be private (under legislation) and FBT will be imposed on the full travel costs (flights, accommodation, meals).

EBTF - Exceptions to Business Travel Form has been updated with request for support documentation to aid assessment and approvals.

Expense Management Going Forward

In short, the University (not just our Division) will be adopting a new Expense Management System. The implementation of this system will lead to changes in the way travel arrangement approvals are sought in the first instance, through to the manner in which all associated expenses are approved before being verified. More on EMS as it evolves in its development, the intention time wise, could see selected areas in the Uni piloting the system towards the end of the year.

July 2009 Presentation of Awards

The 2009 Offshore Presentation of Award Ceremonies in Kuala Lumpur, Singapore and Hong Kong were a great success with a total of 588 students attending. A number of BUE academic and administrative staff were also present to celebrate this momentous occasion in our student's careers.

During the visit to Malaysia, Professor Gerry Griffin hosted a dinner to thank Janice Yew, Senior Manager and Oi Chee Kok former President from Taylors Business College for their support and commitment to the Division's programs offered through Taylors.

Chee Kok has left Taylor's to go into the private sector and Janice has taken up a new position as Registrar for Taylor's University College.

Farewell Judy Tian & Darren Fong

In July we bid farewell to Judy Tian who has commenced one year of maternity leave and is now busy tending to her beautiful new daughter, Alice Shi.

During her absence, Ikuno Sako will be working half time as Partner Relationship Administrator for Kaplan, ITD, Hopkins, SWJU and JUFE programs. Ikuno continues to work the remainder of her week as PRA for HKBU and Taylors.

Darren Fong also departed the TSS team last month to return to teaching. Renee Kavanagh is now fulfilling the role of Coordinator: Web and Online in addition to her role as Partner Relationship Coordinator.
　

Front Counter

Welcome to Anna Prandalos, the new International Clerical Officer on Wednesday's, Thursday's and Friday's. Anna is a Bachelor of Management (HRM) student, a student ambassador, a Business Mate and is a member of the Orientation Committee.

Emily Campbell is busy acting two days in the Kaplan Singapore Student Service Advisor and as the International Clerical Officer on Monday's and Tuesday's

15 Years of Collaboration

2009 marks the 15 year milestone of collaboration between UniSA and Hong Kong Baptist University. Both institutions exchanged gifts at the Presentation of Awards ceremony held in July at HKBU.