Travel Processes

The University's Travel and Expense Management System (TEMS) is the online tool for approving and booking travel, and accessing the University's travel agent's services. All staff / students / guests / visitors are required to have pre-approval and a completed TEMS Profile, prior to booking travel  online in TEMS, or submitting an agent assisted request in TEMS.

TEMS Profile

All staff have a profile set-up automatically in TEMS, and log-in to the system using their University credentials. Students in the first instance are required to contact the administration staff in their respective, School / Institute / Division to have a profile set-up. A new Profile and Delegate Arranger Request Form will be required to be completed and submitted via an IT Request via Service Now (opens in a new window) to have Student / Guest / Visitor profiles set up in TEMS, this will then enable the School / Institute / Division administration staff to make the applicable travel bookings.

Prior to booking travel please ensure that you have updated your profile in TEMS. Your name in your TEMS profile is required to be an exact match to your passport as this is a mandatory airline and immigration requirement i.e. First Name, Middle Name and Last Name – if you have no middle name, tick the box indicating no middle name. Enter valid work phone and mobile numbers, emergency contacts and verify your email address. Add passport details, visas, membership programs and your bank account details for reimbursements.

For assistance with completing your profile, please access the Profile Set-Up Guide (PDF, 199.47 KB) (opens in a new window).

Travel Pre-Approval

Prior to submitting a travel request in TEMS, ensure you have gained verbal/written approval, have completed a Detailed Travel Schedule, familiarised yourself with the University’s Travel Policy (opens in a new window) and followed specific process and pre-approval for your respective School / Institute / Division.

Online Self Bookings for Domestic Travel or Simple Point to Point International Travel

Available for staff and travel arrangers to book domestic, Trans-Tasman to New Zealand and Simple Point to Point International airfares, hotels and car hire.

Please ensure you use the correct Request Policy when you complete the request page. Administration staff in the respective School / Institute / Division will be required to act as an arranger to make these bookings for Students / Guests / Visitors.

  • Request Policy 1. Domestic/Trans-Tasman NZ (Domestic online bookings)    
  • Request Policy 2. International-Point to Point (International online bookings)

For assistance with completing an online booking in TEMS, please access the Online Travel Booking Guide (PDF, 603.63 KB) (opens in a new window).

Travel Agent Assisted Bookings for Domestic or International Travel

TEMS is linked to the University’s appointed travel agent, Orbit World Travel. For complex travel arrangements, the agent is able to send through quotes for flights / accommodation / car hire directly to the traveller / arranger when a travel request is submitted. Administration staff in the respective School / Institute / Division will be required to act as an arranger to complete the travel request for Students / Guests / Visitors.

Please ensure you use the correct Request Policy when you complete the request page.

  • Request Policy 3. International-Complex/All other travel/Groups and Events

For assistance with completing an agent assisted booking in TEMS, please access the Travel Agent Assisted or Travel Record Guide (PDF, 252.18 KB) (opens in a new window).

Group / Events Travel Agent Assisted Bookings in TEMS for Domestic Travel, International Travel or Events

For groups of ten or more delegates

TEMS is linked to the University’s appointed travel agent, Orbit World Travel who can assist with organising and coordinating your Group / Event / Conference requirements, such as flights, accommodation, transfers, visas and venue hire. Administration staff in the respective School / Institute / Division will be required to act as an arranger to complete the travel request for Students / Guests / Visitors. All 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.

Please ensure you use the correct Request Policy when you complete the request page.

  • Request Policy 3. International-Complex/All other travel/Groups and Events

For assistance with completing a Group / Event booking in TEMS, please contact the Travel and Expense Support Team (PDF, 77.42 KB) (opens in a new window).

Payments for Student Group travel 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.

Please submit an IT Request via service now to set up a OneStop account for your student group / event / field trip.

If you require assistance with completing an Online Booking, Agent Assisted Request or Group Booking, please contact the Travel and Expense Support Team.

SAP Concur Mobile App

The SAP Concur Mobile App is available to all travellers. The App allows users to copy receipts and upload them into Concur (TEMS) as expense line items whilst travelling. It makes submitting receipts, creating expense claims, and getting reimbursed quicker and easier by doing a lot of the work on the traveller's behalf.

For assistance installing the SAP Concur App on mobile devices, please access the SAP Concur Mobile App Guide (PDF, 177.52 KB) (opens in a new window).