Travel Plans

The University's requirement for pre-trip approval for international travel is covered in the Staff International Travel Procedures for Australian Campuses .

The basis for approval is via the Staff International Travel Plan which can be downloaded from the International Staff Services Policies and Guidelines page and should then be submitted to your Dean or equivalent for approval.

Under normal circumstances, travel bookings are to be made using one of the University's two endorsed suppliers ( TMC or Travel Management Company) which are currently HRG Australia or Voyager Travel Corporation. When Voyager or HRG complete a booking the information is automatically sent to the University's traveller locator system, Flightlock.

Please note that there is no means by which the Travel Advisory Office at Monash can enter itinerary data into Flightlock other than via a booking made with Voyager or HRG.

The Travel Plan has a section that requires details on the use of a travel agent other than the University's preferred travel managers. Wherever travel is being contemplated that has not bee booked via Voyager or HRG then permission to use an alternative provider is required from the Travel Advisory Office.

To seek such approval you will need to submit a copy of the plan to the travel office. The following criteria will be assessed in granting approval or otherwise. The decision of the Travel Advisory Office will be communicated to the relevant Dean or appropriate supervisor.

Criteria for approval of non-approved agency bookings

The University's travel policy deems that all bookings are to be made through Voyager or HRG unless a traveller pays for 80% or more of their travel costs themselves from their after-tax earnings.

In this case, another agency may be used and the Travel Advisory Office notified. We will then keep these exceptional trip details in an ancillary register. Naturally, it is hoped that Voyager or HRG will be given a chance to quote on your trip, even if paying for it yourself.

In all other instances, Voyager or HRG must be used. Voyager and HRG have a fare matching policy and procedure that is viewable on the Travel website at -

http://www.firm.monash.edu.au/travel/booking/fare_matching.html

If these procedures are followed and HRG   or Voyager advise the Travel Advisory Office that they cannot genuinely match or better a fare then they will inform us accordingly.

Permission to use a non-preferred agency booking will only be granted if-

1) The traveller has properly followed the fare matching policy and procedure.

2) Voyager or HRG advise the TAO that they cannot match the fare.

3) Voyager and/or HRG were given reasonable time to match the fare ( this means that full details of an alternate fare quote should be sent to Voyager or HRG within the set timeframe to allow them to source the same fare).

4) A copy of the Travel Plan is faxed to the TAO (x56353)

If the TAO is satisfied that use of an alternate agency is acceptable it will then inform the Dean, faculty / divisional travel coordinator of the decision who will then review and approve the rest of the Travel Plan as appropriate.

Other exceptions

The TAO will also approve other exceptions to non- HRG bookings in the following circumstances -

1) The traveller is redeeming frequent flyer points for their own business related travel.

2) The travel has been paid for, and arranged by, a third party provider (i.e. where a Monash employee is an invited speaker at a conference and the conference organiser funds and arranges the airline booking).

3) The traveller is a student, who has access to student fares via STA that HRG or Voyager  cannot match.

Please note: Booking of an International airfare directly via the Internet is not encouraged and will not be approved by the TAO as a valid alternative to Voyager or HRG.