Travel

QUT has signed agreements with a panel of two Travel Service Providers (TSP) as follows:

• Campus Travel
• STA Travel

These providers are required by contract to provide QUT travellers with the most competitive prices and are the only authorised agents who can provide QUT with considerable discounts under the Qantas National University Arrangement.

Please refer to the contact page for details and the link to the Online Booking Tool.

* If travel has been booked on the traveller's behalf from an external organisation, please email itinerary to qut.finpo@qut.edu.au in order for travel details to be uploaded.

All bookings through QUT's Panel of Preferred Travel Providers are updated via real time data feeds from the airline booking systems operated by the Preferred Travel Providers into the International SOS locater system.

Staff must take an "International SOS Member Card" [ QUT Access only page] which is to be used in case of medical, security or other emergencies. International SOS will verify that the staff member or student is travelling on QUT authorised business via access to the QUT Travel Locater System.

Qantas National University Arrangement

Under this collaborative arrangement, Qantas as one of the University’s preferred airlines, has offered QUT along with other universities, substantial discounts on domestic and international fares on Qantas and One World carriers.

The preferential pricing offered by Qantas through our three TSPs should ensure that QUT travellers obtain the most competitive deals for international and domestic flights on Qantas and One-World carriers.

• Qantas Privacy Notice

How to Obtain Qantas Club Membership

Download membership form "The Qantas Club" from the Qantas website (external link).

Fill in the form. Once filled in fax direct to 03 8696 2110. Do not fax to number on top of the form.

There are two points that need more clarification when filling in the form.

1. If an individual is paying for the membership themselves cross the box at schedule 1 that says $555 for 1 year.
2. If QUT are paying for the membership cross the box at schedule 1 that says $555 for 1 year and ensure you enter QUT's corporate membership number. The real cost is $530 for QUT but the system does not allow for each individual agreed amount to be entered.

Note: Corporate membership number for QUT is 2212082.

Membership is usually issued one week from the date the form has been submitted. If you are flying within a week you can request urgent processing.

For further information please contact Qantas Club Service Centre and ask for Corporate Membership on 13 11 31.

Singapore Airlines Air Travel Agreement

Under this agreement, Singapore Airlines as one of the University’s preferred airlines has offered QUT, substantial discounts on domestic and international fares on Singapore Airlines.

The preferential pricing offered by Singapore Airlines through our three TSPs should ensure that QUT travellers obtain competitive deals for international and domestic flights on Singapore Airlines.

Policy and Procedures

• Travellers must ensure they have a current/valid passport and visa (if applicable) for all overseas travel.
• Manual of Policy and Procedures (MOPP), Chapter G, for travel policy (Secretariat page).
• Financial Management Practice and Procedures Manual, Chapter 3C Travel Approval and Bookings.
• Protocol for Staff Overseas Travel information (Registrar page).
• Travel Risk Management information (HR page).
• Corporate Travel Insurance information.
• Travel Allowances for details of travel allowances (HR page).

Travel Information Links

• How to organise travel.
• How to enter a travel requisition on the Finance System (system training page).
• An example of how to complete a reconciliation of an advance payment.
• Arrangements for visiting academics.
• Travel Warnings/Advisory Notices information.
• Motor Vehicle Fleet Bookings information (Campus Services page).
• Membership of Travel Clubs (eg Qantas Club) procedures (Financial Management Practice and Procedures Manual, Chapter 3C.48 Payment of Airline/Travel Club Membership). [See Salary Packaging information with regard to including membership in remuneration packages.]
• ISIS Web Site. This web site will assist travelling staff with information on a range of topics including key country facts, details of overseas educations systems, a listing of institutional partners by country and region, an overview of QUT's in country marketing activities and current international student data.
• International SOS Travel Information Web Site - (page external to QUT) Security and Travel Information for Overseas Travel. [ Note: available to QUT staff and students only.]

Requisite Forms

• Overseas Travel Application Form The application form is required to be completed and the applicant have checked over the Department of Foreign Affairs and Trade web site for travel advice.
• Student Travel - Insurance consent form
• AP Online Payment Claim Form
• A Travel Diary is incorporated into the above claim form. This is required for travel of 6 or more nights. Also, you will need to fill out this for FBT purposes. Please return it to the Travel Clerk, Accounting Operations, within 30 days of returning from travel. (Travel Diary example.)
• Living Away from Home Declaration