Air Travel Booking Procedures for Domestic and International Travel

If you have any doubts about the UNSW travel procedures, please contact Gordon Petzer (Ext 56570) before proceeding with your travel arrangements. Please note there are School requirements in addition to UNSW requirements.

UNSW travel policy and procedures are under review. Please read all the information below to ensure you comply - before you travel. Updated 07 August 2008.
	Anyone travelling on UNSW business should fill out a Travel Notification form. The School Travel Notification form incorporates the UNSW T6 form, so there is no need to complete the T6 in addition. The School form should be signed by the Head of School (A/Prof Tim Hesketh) or a delegated officer (Prof Ambikairajah, Prof Chee Yee Kwok or Dr David Clements) and submitted to Mervat Farah or Doug Davison at least seven (7) days before departure. Anyone using their private motor vehicle for domestic travel is required to complete and submit the UNSW T2 form in addition to the Travel Notification form.
	For the purposes of enabling the collection of the Publications data for reporting to DEST each year, the School requires Travel Notification forms be accompanied by the relevant DEST information if you are applying for School financial support. For information regarding the required documentation see the publications users manual .
	In recognition of this publication effort, the School provides up to $1,500 per year for approved travel. The Faculty also provides financial support up to $1,500 per year for approved travel. For Faculty funding, see http://www.eng.unsw.edu.au/staff/travel/
	Appropriate publication documentation should be attached to the School Travel Notification form and the Faculty forms if applying for funding.
	If you require an advance or a per diem, the T4 is required. It should be submitted at least seven (7) days before departure
	The UNSW Traveller Information Profile is also a UNSW requirement. Once you have set up your Travel Profile, UNSW preferred travel agents will keep the information on file so that you don't have to provide the information again each time you want to make a booking.
	UNSW has only ONLY TWO preferred travel agencies. For more information on how/why these agents were chosen please see the official FAQ document.
	International flights ONLY ANYWHERE TRAVEL 345 Anzac Parade Kingsford NSW 2032 T: 1300 130 464 or (02) 9663 0411 F: (2) 9662 2860 E: unsw@anywheretravel.com.au   Domestic & International flights KISTENDCAMPUS TRAVEL 4/33 Berry Street North Sydney NSW 2060 T: 1300 555 062 or (02) 8918 0222 F: (02) 89180217 E: unsw@kistendcampus.com.au
	Make your booking with the agency of your choice but do not pay any money in any form (cash, cheque or credit card).
	On confirmation of your booking, the travel agency will issue you with a statement of cost and a travel itinerary.
	If you experience any problems with the level of service offered by either KistendCampus Travel or Anywhere travel, contact Katharine Buden (02) 9385 8840 or Taryn Dean (02) 9385 1652 or email procurement@unsw.edu.au.
	Take your signed travel forms, the statement of cost and the travel itinerary to Mervat Farah or Doug Davison who will then create a travel purchase order from the information provided.
	If you have requested an advance, on return, a T5 reconciliation form and travel diary must be submitted. If you have requested a per diem, on return, a Travel Diary is required (no T5)
	For travel of more than 5 consecutive nights you are required to submit a Travel Diary to the University Travel Clerk no later than 10 working days after your return to your usual work place. See instructions on the form
	To claim for the use a private motor vehicle, complete form T3 Private Vehicle Log Book Claim

Travel Forms:

• EE&T Travel Notification form (incorporating T6) (.pdf) (.rtf)
• T4 Request for Travel Advance/Per Diem Allowance (.rtf)
• T5 Acquittance of Travel Advance (.pdf)
• UNSW Travel Diary - see instructions on the form
• Faculty Travel Contribution application form (pdf)
• Expenses reimbursement (to claim travel expenses incurred) (.rtf)
• Spreadsheet for managing and organising receipts (Excel) - To assist in the preparation of claims involving a large number of reciepts
• T2 Application for approval to use a private motor vehicle on official University business (.rtf)
• T3 Private Vehicle Log Book Claim (.rtf)

Links:

• Frequently asked questions
• UNSW Travel Page
• Travel insurance
• UNSW Travel Policy and Procedures
• Australian Government travel advisory and consular assistance service
• Australian Tax Office per diem rates = UNSW daily allowance rates
• Australian Taxation Office private vehicle kilometer rates = UNSW kilometer rates for private motor vehicle