Section 4: Booking Group Travel

Project leaders are responsible for organising international travel for learning abroad programs. Coordinating group travel can be a complex undertaking, particularly for project leaders at Western Sydney University who manage various duties, including teaching and research. The university acknowledges the complexities of arranging group travel and provides support to streamline this process. For guidance with TEMS or other travel-related procedures, feel free to reach out to travel team travel@westernsydney.edu.au or visit the Travel webpage. The dedicated team is ready to offer detailed guidance through each step of the process.

The upcoming sections will detail the essential steps and responsibilities required to efficiently organise and book group travel via the university.

Booking Group Travel

Students undertaking self-funded international activities that are not funded by the University or Government—like exchanges, work placements, and internships—are not required to register on TEMS or book through the University's appointed travel agent, Flight Centre Management (FCM)

All group travel, that is funded or partially funded by the University or Government, must be booked through the University's appointed travel agent, FCM. For more details, please refer to Section 3 of the Travel Policy, Travel Procedure.

Before proceeding with group travel arrangements, the project leader must ensure the following:

• A group must consist of a minimum of 10 travellers, and can encompass both students and staff members, to meet FCM's criteria for group travel bookings. Should the number of travellers fall below 10, each flight must be booked individually through FCM.
• A list of "committed" students who have paid a non-refundable deposit, in addition to any staff joining the trip. This list is to be finalised by WSI, after the closure of applications on the Go Global Portal.
• A fully approved Project Proposal, which should encompass a detailed budget, an itinerary, Group Travel Risk Assessment, a Critical Incident Management Plan, and an International Partner Provider Program Proposal.
• The specific WSU project account number, which is necessary for making travel bookings via TEMS. This number is available in the Project Proposal document.
• A quote from the University's travel agent, FCM.

Initiating a Quote for Group Travel

To initiate a quote for group travel, the Project Leader/Travel Arranger completes the following steps:

1. Submit a General Finance Enquiry to Western Now and request a quote for a group travel booking (select 'Finance Service' > 'Travel).
2. Submit a Group Travel Request in TEMS. This should include the itinerary, number of students and staff for the group booking, project description, cost centre and project account details, and travel start and end dates, and New Colombo Plan government reference number (if relevant).
3. Negotiate and discuss the options with the University's travel agent, FCM.

For any guidance or inquiries, you are welcome to contact the travel team at travel@westernsydney.edu.au.

Finalising Flight Bookings

Upon receipt of the full program fees from all enrolled students and the collection of necessary funds, the Project Leader/Travel Arranger should undertake the following steps:

1. Validate and agree to the quoted price from FCM.
2. Upload the approved and signed Project Proposal, list of participants, traveller information, and any other required documents to TEMS
3. Notify travel@westernsydney.edu.au that the supporting documents have been uploaded and are ready for the Vice Chancellors approval.

Once approved, the flights will be booked, and tickets will be issued.

Managing Group Flight Deposits

Securing a group flight often requires a substantial initial payment to the airline or travel agency. The project leader bears the responsibility for overseeing the budget and addressing any financial discrepancies that might occur. To prevent monetary complications, it is highly advisable to gather non-refundable deposits from all students participating in the trip prior to obtaining a quote or making any payments. This approach helps guarantee adequate funding for the group flight costs and affirms the commitment of all participants to the journey.

Invoice Payment for Learning Abroad Projects

When invoices related to a Learning Abroad project are received, it is the project leader’s duty to ensure their payment. This involves coordinating with the relevant School to process the payment and handling any associated follow-up activities.

For payment details, the project leader should refer to the Project Proposal, where the project account information is provided. To proceed with invoice payment, the project leader should contact the School Manager, providing:

• The purpose for the payment.
• The invoice in question.
• Project account details as outlined in Section 5 of the Project Proposal.
• A link to the relevant webpage for reference.

The School Manager might delegate this responsibility to an Administrative Officer within the School. They may also inquire if a Purchase Order has been generated for the invoice, as detailed in the Purchase Orders section.

Guidance on Purchase Orders

For projects involving an International Partner Provider contracted by Western Sydney University, the requirement for a Purchase Order is waived. Further information about the provider can be found on the International Partner Provider webpage.

Note for Payment Processing Officers

When processing the invoice in Basware, it's important to note, “This supplier is one of our preferred providers is on the supplier list. A Purchase Order is not required.” Additional details on creating Purchase Orders are available on WesternNow.

Roles and Responsibilities

Contact Us

• Consult with travel@westernsydney.edu.au
• Consult with the Western Sydney International