Staff and Postgraduate Student Travel

• Conference Travel
• Offshore Teaching
• Study Leave Travel
• Travel for University Business
• Visitors to the University
• Transfers and Vehicle Hire
• Reimbursement of Travel Expenses
• Useful Links and Forms
• Contacts

Conference Travel

Please complete the following steps to arrange your conference travel:

1. Complete an Initial Application for Travel or Leave
   Please note: this form can also be used to advise your Head of School of any leave requirements and if applicable, who will be covering your teaching while on leave.
2. Complete an Application for Conference Leave & Study Leave Assistance Grant
   Please note: the maximum number of days allowable for conference leave is two weeks.
3. Seek Head/Supervisor approval and signature.
4. Fax signed forms to the Faculty Travel Officer on #4843.
5. You will receive an email confirming that your travel form has been received.
6. Should you require payment of your conference registration, please contact the Head of School’s Assistant who will process this payment.
7. • The Travel Officer will seek three quotes and verify funds availability via the Faculty Finance Officer before any travel arrangements will commence.
   • Details of your travel arrangements will be emailed to you for approval prior to the Travel Officer finalising bookings.
   • The Travel Officer will raise a Travel Absence Form for the traveller to sign and submit to their Head of School for final approval.
   • Once travel has been arranged, the relevant forms will be forwarded on your behalf to the Dean for approval before submission to Personnel/Financial Services.
   • Academic Study and Conference Leave Policy

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Offshore Teaching

Please complete the following steps to arrange your offshore teaching travel:

1. Once invited to teach at an offshore location, please complete an Initial Application for Travel or Leave
2. Seek Head/Supervisor approval and signature.
3. Submit your form to Johlene Morrison, fax #4843.
4. You will receive an email confirming that your travel form has been received.
5. • Details of your travel arrangements will be forwarded to you for approval prior to the Travel Officer finalising bookings.
   • The Travel Officer will raise a Travel Absence Form for the traveller to sign and submit to their Head of School for final approval.
   • Once travel has been arranged, the relevant forms will be forwarded on your behalf to the Dean for approval before submission to Personnel/Financial Services.

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Study Leave Travel

Please complete the following forms:

1. Study Leave Application
2. Application for Conference Leave & Study Leave Assistance Grant
3. Academic Study and Conference Leave Policy

Please note:

• It is the responsibility of staff to arrange their own travel for study leave and complete the necessary forms for approval.
• A Travel Absence Form is not required to be submitted if study leave has been approved.

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Travel for University Business

Please complete the following steps to arrange your business travel:

1. Complete an Initial Application for Travel or Leave
   Please note: this form can also be used to advise your Head of School of any leave requirements and if applicable, who will be covering your teaching while on leave.
2. Seek Head/Supervisor approval and signature.
3. Fax signed forms to the Faculty Travel Officer on #4843.
4. You will receive an email confirming that your travel form has been received.
5. • The Travel Officer will seek three quotes and verify funds availability via the Faculty Finance Officer before any travel arrangements will commence.
   • Details of your travel arrangements will be emailed to you for approval prior to the Travel Officer finalising bookings.
   • The Travel Officer will raise a Travel Absence Form for the traveller to sign and submit to their Head of School for final approval.
   • Once travel has been arranged, the relevant forms will be forwarded on your behalf to the Dean for approval before submission to Personnel/Financial Services.

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Visitors to the University

Please note that it is the responsibility of staff to organise travel arrangements for their visitors. The following details may be of assistance:

Accommodation (Wollongong)

The UniCentre are able to provide special rates at local accommodation venues. Once you have selected the suitable accommodation use the Book Now button, fill in your details, select a room type and submit. A copy will go directly to the service you have booked.

Special discounted rates are also available with the following venues:

Sky Accommodation (self-contained apartments)
5 Parkinson Street, Wollongong
Tel: 02 4228 9320
Email:manager@skyaccommodation.com.au
Web: www.skyaccommodation.com.au

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Transfers and Vehicle Hire

1. Vehicle Hire
2. Airport Transfers

The University’s preferred airport transfer supplier is:

Wollongong Limousine Service
328 Keira Street, Wollongong
Tel: 02 4225 3666 or 0419 427 882
Email: w_limousines@optusnet.com.au

Please note: when booking a transfer to pick up your visitor, please quote your name as well as your visitor's name for invoicing purposes.

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Reimbursement of Travel Expenses

Please complete the following steps to arrange reimbursement of travel expenses:

• Complete a Travel Reimbursement Claim Form, attach original copies of receipts and submit to your Head for approval.
• Payment of expenses will be made through the payroll system.

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Contacts

Domestic Travel Officer - Julia Johnson email x5417
International Travel Officer – Johlene Morrison email x5533

Useful Links & Forms

• Travel Absence Form
• Initial Application for Travel or Leave Form
• Travel Reimbursement Form
• University of Wollongong Travel Policy
• University Preferred Travel Supplier
• University of Wollongong Business Travel Insurance
• Travel Advisory - Department of Foreign Affairs and Trade
• Faculty Travel Procedures

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Last reviewed: 19 May, 2008