Frequently Asked Questions (FAQs)

TMC stands for Travel Management Company. Monash's preferred TMC is HRG Australia. A TMC provides a level of travel management services commensurate to a corporate client. TMC provide a whole range of services over and above what is normally provided by a local travel agency.

Every traveller requires a profile. Profiles are required by HRG or Voyager to facilitate your personal details to ensure your trip goes smoothly. Your profile should include your cost centre, contact details, travel requirements, air preferences, hotel preferences, membership details, etc. These details are forwarded to all relevant suppliers to ensure you receive the service and benefits specific to you.

HRG or Voyager use a Cost Centre / Reporting Group as a means of classifying travle spend for Monash University and they cannot accept your reservation until you have updated your profile with your cost centre / reporting group. These details are compulsory and are required for reporting purposes only - not for charging.

Confirmation will be sent by e-mail for each booking as will an e ticket itinerary if travelling on an electronic ticket. Paper tickets will be sent by courier or express post to the address provided at the time of booking.

Both HRG and Voyager will provide you with the "best fare of the day" using one of the Monash University preferred airlines or will book your accommodation as per your requirements.

HRG and Voyager will endeavour to match or better a genuine, bookable fare that is available to them. For full details on fare matching, please see: Fare Matching - Policy & Procedures .

All Airline travel will normally be charged to your University provided Mastercard. For hotel and car reservations, travellers must provide a credit card to be able to make the booking.

For bookings that have to be charged to a different cost centre to that of the travellers home cost centre, please advise your travel consultant at time of booking. This cannot be changed after ticketing, it must be done at time of initial booking.

HRG and Voyager charge Monash University a fixed rate, transaction fee that depends on the type of service provided.

Charges will be made to your credit card. In some instances the fare and the service fee will be charged separately.

HRG does not usually receive payment from you, or pre-pay for hotels. This is normally done at point-of-sale when checking out from the hotel. Note however, that the management fee that HRG charges (~5%) is charged against any hotel bookings that they make on your behalf. All hotels are booked at a discounted (nett) rate. This means that they are generally charged at the "rack rate" less any commissions due to HRG.

HRG and Voyager do not usually receive payment from you, or pre-pay for car rentals. This is normally done at point-of-sale when picking up the vehicle. Note however, thatHRG or Voyager will charge a fee against any car rental bookings that they make on your behalf.

Yes. The new travel policy called Monash University Staff International Travel Policy and Procedures for Australian-based Staff and Postgraduate Research Students is detailed on the Monash University Intranet page at - http://sssd.adm.monash.edu.au/sss/sg/inter/

This policy came into effect in July 2005.

HRG or Voyager will provide you with the "best fare of the day" using one of the Monash University preferred airlines or will book your accommodation as per your requirements.

Monash University has Travel insurance in place for authorised business travel. Travellers must register on the Insurance Services website.

Staff and postgraduate research students are to prepare a travel plan and obtain authorisation/approval for the plan prior to confirming the travel booking. Approved travel plans are to be retained within the faculty or division. Details on requirements for travel plans are explained in the Monash University Staff International Travel Policy and Procedures for Australian-based Staff.

A comprehensive travel plan (as required by the University's Staff International Travel Policy) completed prior to booking will assist in the completion of the Travel Diary.

The Monash University Travel Diary must be completed by end of trip and provided to the nominated Faculty/Directorate International Travel Officer who will make it available to Monash University Corporate Finance along with the expense report.

A proforma for the University Travel Diary is available at :
http://www.adm.monash.edu.au/finance/Finance_Forms.html

Monash University's policy is that it will not pay for any lounge or frequent flyer membership. However favourable rates for Lounge membership have been negotiated and may be accessed by Monash University employees. Details on the Qantas Club can be found at Qantas Club

Foreign Currency can be ordered if required. However, foreign currency is akin to a cash advance and therefore it cannot be paid for using a University Credit card. Payment is therefore the responsibility of the individual.

Staff can apply for cash advances to cover foreign currency purchases by raising and internal claim form that is forwarded to Accounts Payable for processing.

International Travel- For Monash University staff and postgraduate research students, the choice of travel class is based on balancing cost with a need for staff to be fit and able to work effectively at their destinations. Time available for 'recovery' from travel, especially across a number of time zones is a key factor in the choice. However, under no circumstances is a staff member permitted to use university funds to travel first class. Refer to section 4.4 of the Staff International Travel Policy for specific details about choice of travel class.

Domestic Travel - The permitted class of travel for domestic trips is guided by the same principles that are listed for international travel (refer section 4.4 of the International Travel Policy). As all domestic travel within Australia is covered by flights that are less than 6 hours duration, the exceptional conditions for international travel do not apply. Consequently, all domestic travel should be booked as economy class. However, staff may use accumulated frequent flyer points for upgrade to business class, if required.

First class travel is generally not available to any Monash University staff. Business class airfares are available to the Monash University Senior Management Group as listed on the Executive Services web page.

Monash has preferred carrier agreements with Qantas, Singapore Airlines and Virgin Blue. HRG will book you on these carriers as a preference but will choose other airlines if it meets the best fare of the day policy. In booking a fare the consultant will choose the "most logical fare" giving regard to the need for comfort, convenience, connection times and cost.
The HRG online booking tool which can be used for the self booking of domestic flights will list all domestic flights by Qantas and Virgin Blue in the same screen. This includes Internet-based fares that Qantas and Virgin Blue make available to the TMC

Monash has agreements with Qantas, Singapore Airlines and Malaysia Airlines that deliver discounts or "private fares" to Monash University Monash is currently negotiating with Virgin Blue for a better financial deal and discounts. These are preferred but your HRG consultant can also book you on a JetStar flight should it be economic and convenient to do so.

Yes. HRG and Voyager, through their comprehensive booking system, has access to a wide range of fare types including some Internet fares. In most cases, particularly for domestic travel, they can see the same range of Internet fares that you will see if you went direct to the airline's website. (Some Qantas and Virgin fares are held back for special promotions however).
HRG and Voyager may not have full access to international Internet fares but you should check with the consultant on booking if they have international Internet fares available. ( NB . see advice re self-booking of international Internet fares ).
The advantage of booking your fare throughHRG or Voyager is that you may also get any available commissions that may flow back to Monash University from the airline agreements. These are offset against the HRG fee (~ 5%).
When booking via the HRG or Voyager self-booking tools you will have the advantage of seeing all fare types (including Internet fares) in the same screen to simplify comparison. If an Internet fare is not available at the required time of travel you will also see the full range of discounted fares available to Monash from Qantas and Virgin Blue.

No - it is required that all airline bookings are directed through HRG so that the University can capture traveller movements into Flightlock. HRG can book, in most circumstances, Internet fares. (see Can HRG or Voyager book me an Internet-based fare? ).

For international trips it strongly recommended that you do not book Internet fares. The reasons are -

• Internet fares are generally instant purchase with no refunds
• It is difficult to change bookings you have done yourself direct on the Internet.
• Changes, where possible, attract large change fees
• You do not get any advice on visas and travel permits that you would otherwise get from experienced travel consultants if you booked via a TMC .

For more information click here.

Monash University's agreement with Qantas, covered under the National University Agreement that Qantas has negotiated with all universities. The Qantas deal accounts for special discounts on -
Business class fares (J class)
Economy class fares (Y class)
Discounted economy fares (K class)
International fares (J and Y)
These are classed as "private fares" to the universities. The actual level of discount offered can vary from 25 - 15% depending on the collective level of expenditure per annum across all universities.
All other fares (domestic & international) are either at standard rates or covered by "nett fare" deals or "route deals".

Monash University also has agreements and discounts in place with both Singapore Airlines and Malaysia Airlines.

No. The Travel Advisory Office is not a TMC and does not have access to the systems that HRG have. You will have to contact one of the endorsed providers (Voyager or HRG ) to book your travel.

Monash has preferred carrier agreements with Qantas, Singapore Airlines and Malaysia Airlines. Voyager or HRG will book you on these carriers as a preference but will choose other airlines if it meets the best fare of the day policy. In booking a fare the consultant will choose the "most logical fare" giving regard to the need for comfort, convenience, connection times and cost.
The Voyager or HRG online booking tools can be used for the self booking of domestic flights will list all domestic flights by Qantas, JetStar and Virgin Blue in the same screen. This includes Internet-based fares that Qantas and Virgin Blue make available to the TMCs.

Monash has agreements with Qantas and is negotiating a contract with Virgin Blue and these are preferred. Your Voyager or HRG consultants can also book you on a JetStar flight should it be economic and convenient to do so. All three domestic carriers can be accessed via the respective self booking tool.

Yes. Voyager or HRG , through their comprehensive booking systems, has access to a wide range of fare types including some Internet fares. In most cases, particularly for domestic travel, they can see the same range of Internet fares that you will see if you went direct to the airline's website. (Some Qantas and Virgin fares are held back for special promotions however).
Voyager or HRG may not have full access to international Internet fares but you should check with the consultant on booking if they have international Internet fares available. ( NB . see advice re self-booking of international Internet fares ).
The advantage of booking your fare through Voyager or HRG is that you may also get any available commissions that may flow back to Monash University from the airline agreements.
When booking via the Voyager or HRG self-booking tools you will have the advantage of seeing all fare types (including Internet fares) in the same screen to simplify comparison. If an Internet fare is not available at the required time of travel you will also see the full range of discounted fares available to Monash from Qantas and Virgin Blue.

Monash University's agreement with Qantas is covered under the National University Agreement that Qantas has negotiated with all universities. The Qantas deal accounts for special discounts on -
Business class fares (J class)
Economy class fares (Y class)
Discounted economy fares (K class)
International fares (J and Y)
These are classed as "private fares" to the universities. The actual level of discount offered can vary from 25 - 15% depending on the collective level of expenditure per annum across all universities.
All other fares (domestic & international) are either at standard rates or covered by "nett fare" deals or "route deals". HRG is contracted to seek out the best fare of the day when booking your travel.

Monash University also has agreements and discounts in place with both Singapore Airlines and Malaysia Airlines.

No. The Travel Advisory Office is not a TMC and does not have access to the systems that HRG or Voyager have.

Global Destination Management ( GDM ) are a travel consolidator that specialise in securing competitive hotel rates for a number of university in the National Universities Travel Consortium (NUTC).

GDM negotiate rates with specific hotels, in a range of locations, rather than having a global agreement with a hotel chain. The rates that have been negotiated are not available through the more traditional Global Distribution System that is normally accessed by travel agencies. As a consequence, there is no "middle man" fee and this leads to better rates.

Go Blue are an Internet Service Provider that host the booking engine that supports online booking of GDM negotiated hotels.

Yes they can. Please request your consultant to look at the GDM offerings when you are booking your travel through HRG .

HRG or Voyager do not usually receive payment from you, or pre-pay for hotels. This is normally done at point-of-sale when checking out from the hotel. Note however, that the fee that HRG or Voyager levy is charged against any hotel bookings that they make on your behalf. All hotels are booked at a discounted (nett) rate. This means that they are generally charged at the "rack rate" less any commissions due to HRG or Voyager.

GDM require you to nominate a credit card when completing the online booking. GDM then charge the card a service fee of $5 per nigh per room. If you book via a HRG consultant then the fee is $10 per night per room ($5 to GDM and $5 to HRG ) - consequently, if you can book it yourself you make a saving.

GDM has specific deals with hotels and not hotel chains. Consequently, they do not have a full cover for all locations. If GDM does not have a hotel that suits, please contact your HRG consultant.

Yes. All you have to do when completing the booking is put in your personal credit card details and not your University credit card. The same rates are available for business and private bookings.

Probably not. GDM through their Internet service provider (Go Blue) charge you a rate of $6 per night per room when booking a GDM hotel. This is charged separately to the hotel bill. The hotel's bill is additional and normally settled on check-out from the hotel.

This can be a problem and will need prior authorisation to be sent to the hotel giving them authority to charge to another cardholder's credit card.

A form has been developed to assist you in this process. Download the Credit Card Authority form from this web-site.

Yes. The Monash rates, for both business and private hiring, can be accessed on the Thrifty website. Click here for details on booking a vehicle online.

Yes they can and they have the Monash negotiated rates with Thrifty loaded into their systems. Please request your consultant to book a Thrifty vehicle at the Monash University rates when you are booking your travel through HRG . Note that HRG and Voyager will charge their usual fee on top of the Thrifty rate.

I does not usually receive payment from you, or pre-pay for car rentals. This is normally done at point-of-sale when picking up the vehicle. Note however, that the management fee that HRG or Voyager levy is charged against any car rental bookings that they make on your behalf.

All car rentals are booked at a discounted (nett) rate. This means that they are generally charged at the "rack rate" less any commissions due to HRG or Voyager. For hire of Thrifty vehicles, HRG and Voyager use the rates that Monash University has negotiated with Thrifty.

Yes, the same rates are available for both business and private bookings to both staff and students.

Monash Procurement will bill your Cost Centre and Fund by journal once they have received an invoice from Thrifty.

This can be a problem as Thrifty (and most car hire companies) require, for security reasons, a vehicle hire to be guaranteed against a valid credit card that has to be swiped at the point-of-sale. In some circumstances, you may be able to arrange for an authority to charge form to be sent to the Thrifty sales outlet but it is not always acceptable. If booking for another person it is advisable that you pre-book a vehicle via Procurement Services.