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- Travel and Expense Management System (TEMS)
- Procurement Services
- Supplier Terms & Conditions
TEMS 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 WesternNow Knowledge Article - Creating an Online Travel Reservation in TEMS
TEMS Travel Agent Assisted Bookings for Domestic or International Travel
TEMS is linked to the University’s appointed travel agent, FCM Travel Solutions. 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 WesternNow Knowledge Article - Travel Agent Assisted and International Complex Booking via TEMS.
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 webpage for International Go Global (opens in a new window).
The University’s Travel Agent, FCM Travel Solutions, has a team who can assist with organising and coordinating your Group / Event / Conference. To request a quote from the travel agent, for your group booking please submit a group travel request in TEMS.
Student Groups / Field Trips
Payments for Student field trips can be made via the University’s secure online payment system, Payments (opens in a new window). A Payments 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 Payments account for your student group / event / field trip.
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, 48.51 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.
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 FCM Travel Solutions Leisure Team. Please contact firstname.lastname@example.org or phone (02) 9423 8010 (Monday-Friday 8:30am-5:30pm).
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.
Travel Agent - FCM Travel Solutions
The University’s Travel Agent is FCM Travel Solutions and they provide the University's travel management services. A range of preferred airline, hotel and car hire deals are exclusively available via TEMS. The University regularly audits the services to ensure the agent meets their contracted obligations, such as best fare or rate on the day. University travellers who consider they are not receiving bookings with the best fare or rate deals should email email@example.com for review.
FCM Travel Solutions
Phone: 02 9423 8010 (Monday-Friday 8:30am-5:30pm)
After hours Travel Emergency (for bookings):
- Within Australia 02 9423 8010
- Outside Australia +61 7 3083 6058
- Email - firstname.lastname@example.org
Airline Membership Information
The University has Corporate Membership of the preferred airline clubs. Staff that travel frequently (e.g. an employee undertakes official business travel at least ten times per year) can apply to their Dean/Director, Research Institute/ University Executive Member for approval to have their name added to the University Corporate Membership. Corporate Membership involves both a joining fee (unless transferring from another scheme) and an annual subscription and these are charged to the cost centre/project account nominated by the Dean/Director, Research Institute/ University Executive Member as part of the approval process.
Qantas Club Corporate Scheme Number: 0001978982
To apply for the Qantas Corporate Scheme Membership, complete the below forms quoting the University’s corporate scheme number, your frequent flyer number, credit card details and cost centre / project account codes, if funded by the University. Forward to email@example.com.
Members will be responsible for arranging their own renewal payments via corporate credit card for approved University funded memberships or personal credit cards for private memberships.
Qantas Frequent Flyer Program
If you would like to just join the Qantas Frequent Flyer Program you can join for free (opens in a new window).
Virgin Australia Airlines
Virgin Corporate Scheme Number: VIC00014
To apply, please visit for the Velocity Frequent Flyer Membership (opens in a new window), you can then choose to add on the Virgin Lounge upgrade. For private memberships to the Virgin Lounge please forward your details to firstname.lastname@example.org to be set up in the Virgin Lounge Management System. Members will be responsible for arranging their own payments via corporate credit card for approved University funded memberships or personal credit cards for private memberships.
Frequent Flyer Points
Qantas or Virgin Velocity frequent flyer numbers are used to link individuals to corporate schemes, this number becomes your unique identification number when making enquiries or when accruing points on eligible flights. Where frequent flyer / award points are earned by University travellers as a result of official University business travel, the points earned should be used for subsequent University business travel. Travellers should not jeopardise the most cost effective outcome in order to gain frequent flyer points.
Car Hire Information
Preferred car hire rates are offered via individual agreements with Australian Universities at low, fixed rates with a range of inclusions. We currently have deals available with Thrifty and Avis / Budget, these rates are available to book via TEMS for official University business Travel and directly through the Thrifty / Avis / Budget sites for business rentals and leisure travel. Travellers on official University business travel are required to book car hire through the university TEMS system.
Avis Car Hire
» Avis (opens in a new window)
When making a reservation directly with Avis, quote the following Discount Codes:
- Avis Business rental: AWD # P675600
- Avis Leisure rental being paid privately: AWD # P675699
Budget Car Hire
» Budget (opens in a new window)
When making a reservation directly with Budget, quote the following Discount Code:
- Budget Business rental: BCD # D538514
Thrifty Car Hire
» Thrifty (opens in a new window)
When making a reservation directly with Thrifty, quote the following Corporate Discount Codes in the discount / promo code on the Thrifty Website.
- Business Rentals being paid via Corporate Credit Card – 4908002548
- Business Rentals invoiced to the University – 4909238342
- Leisure travel being paid privately - 4908002394
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