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The University’s Travel and Expense Management System (TEMS) is the booking tool for approving and booking travel and accessing the University’s Travel Agent’s services. For travel that includes more than one consecutive day and/or airfares or accommodation, travel requests must be lodged via the University TEMS system. Where possible, travel requests should be made at least 21 calendar days for International travel or 14 business days for Domestic travel before the departure date. Early booking also assists in maximising travel discounts.
The University’s Travel and Expense Support Team provides support to assist staff with completing their travel requests and expense activities in TEMS, provides coordination between University travellers and the University’s Travel Agent, preferred suppliers and travel industry partners.
The Travel Processes (opens in a new window) and Expense Claim Processes (opens in a new window) pages and guides are also available to assist staff completing their travel requests and expense activities.
Staff Travel – Official University Business
Official business travel is any travel for a University traveller business engagement, including but not limited to, meetings, teaching, conference attendance and/or presentation, research and field trips, that are approved by a delegated University officer regardless of funding source. Staff, except those on ADP, are required to have an approved Travel Request and must use the University agent to book all travel needs via the University TEMS system.
Academic Development Program (ADP)
Employees undertaking ADP (opens in a new window) are required to have an approved Travel Request in TEMS. When booking travel, staff are not required to, but may use the University agent for travel and accommodation arrangements. If the University agent is used to make bookings, these must be paid for directly with a personal credit card in order for the University not to incur any additional costs. A copy of any externally booked itinerary or airline ticket must be attached to the Request and sent via email to firstname.lastname@example.org for any travel not arranged through the University agent. For assistance sending your External Itinerary, please access the External Itinerary - Instructions to send to Concur (PDF, 85.49 KB) (opens in a new window).
Group Travel involves ten or more University travellers going to a common location and / or on the same flight or staying at the same venue for activities such as conferences, incentives, exhibitions, conventions, symposiums, student tours, meetings, workshops, courses, and other such events. Students travelling as part of a group should be directed to the International Go Global (opens in a new window) site and complete the Confirmation of Overseas Travel (COT) Form.
The University’s Travel Agent, Orbit World Travel, has a team who can assist with organising and coordinating your Group / Event / Conference. For initial enquiries regarding University managed Groups / Events / Conferences, please contact:
Orbit World Travel
Free Call: 1800 624 394
Phone: +61 2 9302 0700 (To be used also for after hour assistance calls - 24/7)
Office Hours: 8:00am - 6:00pm
Guest / Visitor Travel
Approved guests / visitors to the University may access the University deals via the University's Travel Agent. A Profile and Delegate Arranger Request Form (XLSX, 50.92 KB) (opens in a new window) will be required to be completed to have guest / visitor profiles set up in TEMS to enable the School / Institute / Division administration staff to make bookings.
Dual Purpose Travel
Dual purpose travel means any official business travel which includes private days. University travellers must indicate on the Request any private days they are taking in conjunction with official business travel. Employee leave in conjunction with official business travel must also be applied for via Staff Online (opens in a new window).
- The University will not incur Fringe Benefit Tax liability; if the private days of the travel are less than 50%. Complete the Detailed Travel Schedule to work out if the trip is subject to FBT, this will calculate the amount subject to FBT and WSU staff contribution required to eliminate any FBT liability for the University.
- The traveller must pay for all costs associated with the private travel portion of the trip, including travel insurance. These costs will NOT be paid or reimbursed by the University.
Staff have access to a range of University specific and other negotiated industry rates for Air/Hotel/Car Hire. All personal/leisure travel can be booked by Orbit World Travel Leisure Team. Please contact email@example.com or phone (02) 9302 0712. For more information about leisure booking services visit the Orbit World Travel (opens in a new window) website.
NOTE: Travellers must meet all associated costs, including travel insurance and accept the terms and conditions of each booking. These costs will NOT be paid or reimbursed by the University. Booking Fees will apply.