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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.
Student Travel – Official University Business / Study Tours / Placement / Exchange
Official business travel is any travel including but not limited to, meetings, conference attendance and/or presentation, research, field trips, student trips that are approved by a delegated University officer regardless of funding source. Students who have received support (regardless of funding source) from the University to travel must complete a Travel Request in TEMS. Students should seek advice from the relevant School / Institute / Division administration staff or equivalents, about the submission and booking process. A new Profile and Delegate Arranger Request Form will be required and submitted via an IT Request through Service Now (opens in a new window) to have student profiles set up in TEMS. NB - Travel cover for Study Exchange includes one week immediately before and after official semester start and end dates and a maximum of one week for any official semester breaks.
Student Field Trips
Payments for Student field trips can be made via the University’s secure online payment system, OneStop (opens in a new window). A OneStop account can be set up for a student group to pay fees and charges for a range of things, including services such as student tours / student placements / field trips via an IT Request via Service Now (opens in a new window) to set up a OneStop account for your student group / event / field trip.
Student Group Travel
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 to complete the Confirmation of Overseas Travel (COT) form.
The University’s appointed Travel Agent, has a team who can assist with organising and coordinating your Group / Event / Conference. For initial enquiries please contact:
FCM Travel Solutions
Free Call: 1300 555 062 (Monday-Friday 8:30am-5:30pm)
Phone: +61 2 9423 8010 (Monday-Friday 8:30am-5:30pm)
After hours Travel Emergency: +61 7 3170 7823 or 1300 662 703
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.
- 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 private travel, including travel insurance. These costs will NOT be paid or reimbursed by the university
Students 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 FCM Travel Solutions Leisure Team. Please contact firstname.lastname@example.org or phone (02) 9423 8010.
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.