Travel

Policy

This policy and its procedures set out the requirements for all school-based staff who are travelling as part of their job and aims to ensure that travel delivers public value, benefits the education sector and impacts positively on student learning, while maintaining the safety and security of our travellers.

Summary

• This policy and its procedures provide direction for school-based staff who are travelling and travel approvers on the guiding principles and practical requirements for travel.
• When planning, managing approval and booking travel, school-based staff and travel approvers must follow the procedural steps in the Guidance tab.
• While this policy does not apply to students who are travelling, it does apply to school-based staff accompanying students. For information about student travel, refer to the Excursions policy.
• For the purpose of this policy, travel to New Zealand is considered separately to international travel and has its own approval requirements.

Details

Travel is a key enabler for the department to discharge its core functions and to advance the government’s objectives in delivering a world-class education system. The department is committed to ensuring students develop the skills and intercultural capabilities needed to succeed in an increasingly globalised world and become active, global citizens.

Travel enables school-based staff to share knowledge, learn from best practice, establish strategic partnerships and develop intercultural insights to support their work and student learning.

This policy and its procedures provide direction for travellers and travel approvers on the guiding principles for department travel and how these principles are put into practice to best enable and discharge core department functions.

General principles

Regardless of the funding source, travel must occur in a manner that:

• demonstrates clear value and benefit for the education portfolio
• reflects integrity, accountability, ethics and transparency
• assesses the travel relative to the next best alternative for that expenditure
• contains costs and adheres to the highest probity principles
• considers environmental impacts, reduces carbon emissions, and aligns with sustainability practices where possible.

Getting the best value from travel expenditure means making smart choices about who travels, how, where, and when. Travel is to be undertaken where it is expected to offer a return on investment. Alternatives, like video calls and support from staff on-site at destinations, must be considered first. These alternatives can deliver savings and support the department’s environmental policy objectives to pursue resource efficient technology.

Scope

Compliance with the policy and procedures is a requirement for school-based staff and casual relief teachers delivering official business or travelling on school excursions, including:

• the teaching service, including principals
• other school-based staff, including ES staff members
• school council members.

For the purpose of this policy and procedures, these staff are identified collectively as ‘school-based staff’.

The policy and procedures do not cover student travel. School-based travellers accompanying students on school trips and excursions may have additional obligations. For more information on the obligations of school-based staff accompanying students, refer to the department’s Excursions policy.

Travellers and travel administration or support staff must familiarise themselves with the policy and procedures, and comply with relevant requirements.

Records management

Travellers must keep comprehensive records of all travel, including justification and approval of travel, any post-travel reports and supporting documentation for any expenditure claims relating to the approved travel. For more information, refer to the Records Management policy.

Compliance with policy

Monitoring and compliance

Compliance with this policy must occur in line with relevant department HR policies and processes, including the Travel and Personal Expenses – Teaching Service, Grievances – Teaching Service and Personal Leave – Teaching Service policies.

Travellers, travel approvers and travel registrars are responsible for the correct application of this policy and must identify and report breaches to the travel manager. Refer to Definitions for more information about these roles.

Travel approvers will be advised of their travellers’ identified and substantiated breaches of the policy and non-compliant practices. Travel approvers must take action when a complaint or misconduct is brought to their attention.

Possible consequences, in line with DE policies, include recovery of expenditure, and/or disciplinary action, which could entail termination of employment in cases of serious misconduct.

Refer to the department’s Managing Conduct and Unsatisfactory Performance in the Teaching Service policy.

Complaints and Speak Up

School-based staff are encouraged to raise concerns about another staff member if they believe public funds have been used inappropriately or other improper conduct has occurred during approved work-related travel.

Refer to the department’s Fraud and Corruption Control policy and Managing Conduct and Unsatisfactory Performance in the Teaching Service policy for more information.

Definitions

Refer to the Guidance tab.

Related policies

• Excursions
• Fraud and Corruption Control
• Freedom of Information
• Gifts, Benefits and Hospitality
• Grievances – Teaching Service
• Managing Conduct and Unsatisfactory Performance in the Teaching Service
• Records Management
• Travel and Personal Expenses – Teaching Service

Relevant legislation

• Ministerial Order 1388  (Teaching Service)
• Ministerial Order 1389 (School Council Employees)
• Occupational Health and Safety Act 2004 (Vic)
• Public Administration Act 2004 (Viv) (see: Public Sector Values and Employment Principles)
• Victorian Public Sector Code of Conduct (Vic)
• Workplace Injury Rehabilitation and Compensation Act 2013 (Vic)

Travel procedures – school-based staff

Overview of the steps for travel

For travel without students

1. Check the rest of this policy and its procedures for relevant requirements
2. Get informal permission to travel via email from the appropriate travel approver listed at 4.2.1 Travel approvals
3. Obtain quotes and prepare estimates of expenses
4. Refer to the Travel approval documents checklist (DOCX) (staff login required) and templates available on the Resources tab
5. Create a new application in the travel application system (if required) – also known as TRA. See 1. Key policy requirements summary
6. Complete relevant fields and attach supporting documents, then submit
7. If TRA is not required, send documents via email to the appropriate travel approver
8. Once approved, confirm travel bookings
9. Upload Post travel report (DOCX) (staff login required) within 14 days of return (for international travel and travel to New Zealand)

For travel within Australia with students

1. Check the Excursions policy for relevant requirements
2. Get informal permission to travel from the principal via email
3. Obtain quotes and prepare estimates of expenses
4. Complete the Principal approval form and other supporting documents required under the Excursions policy
5. Submit the documents in steps 3, and 4 to the principal for approval
6. Once approved by the principal, confirm travel bookings
7. Notify the department of the approved school excursion or camp, at least 5 business days beforehand via the Student Activity Locator

For international travel and travel to New Zealand with students

1. Check the Excursions policy and the Overseas travel guidance for relevant requirements
2. Follow steps 2 to 5 for travel with students within Australia
3. Once approved by the principal, check the rest of this policy and its procedures for relevant requirements
4. Refer to the Travel approval documents checklist (DOCX) (staff login required) and templates available on the Resources tab
5. Create a new application in the travel application system (if required) – also known as TRA
6. Complete relevant fields and attach supporting documents, then submit
7. Once approved by the regional director, confirm travel bookings
8. Notify the department of the approved school excursion or camp, at least 5 business days beforehand via the Student Activity Locator
9. Upload Post travel report (DOCX) (staff login required) within 14 days of return

The Travel procedures are mandatory for all staff to follow.

The Travel procedures contain the following chapters which can be navigated using the chapter menu on this page:

1. Key policy requirements summary
2. Travel quotes
3. Travel funding
4. Travel approvals (including approvals for school trips and excursions, spouse, partner and dependents travel)
5. Travel booking
6. Travel options (including air travel, accommodation and car rental)
7. Travel preparation (including health, vaccinations, risk management, insurance, WorkCover, visas and passports)
8. During travel (including baggage, transit, cancellations, meals and other expenses)
9. Reporting
10. Key contacts
11. Definitions

1. Key policy requirements summary

These Travel procedures provide direction, guidance and information to support school-based staff to meet travel requirements.

It is mandatory for school-based staff to follow this policy and its procedures.

The information below provides a high-level overview of some of the key requirements for school-based staff undertaking different types of travel.

Travel bookings must only be confirmed after a trip has been formally approved by the relevant delegate or travel approver. Travellers must not self-approve their travel. Please contact the regional travel registrar for more information or assistance.

A Travel Request Authorisation (TRA) is a formal record of travel approval which is recorded in the travel application system (staff login required). Refer to How to complete a travel request authorisation via the travel application system (DOCX) (staff login required). The Travel approval documents checklist (DOCX) (staff login required) and templates for required documents are also available on the Resources tab.

A post-travel report (DOCX) (staff login required) is required for international and New Zealand trips and the completed report must be uploaded to the travel application in the travel application system within 14 days of return from travel.

For further procedural details, refer to the relevant chapters for Travel approvals, Travel Booking and Reporting.

2. Travel quotes

A minimum of one quote must be sought for travel within Australia. For travel to New Zealand and international travel, a minimum of 2 airline and accommodation quotes must be sought before deciding which option to book. The most economical option must be chosen, provided it meets the business or educational objectives of the trip. The preferred quote must be included in the travel application.

2.1 Best price of the day

When assessing travel options, travellers and travel bookers must impartially consider the best price of the day and decisions must not be based on personal preferences for a given travel provider, access to lounges, or the accumulation of reward and loyalty points (including status credits). Best price of the day is defined as:

• for airline bookings: the lowest fare offered at the time of booking (post-approval), provided that this fare satisfies business or educational requirements, as detailed in the best fare of the day guidelines on the Buying for Victoria website, and travel options identified in 6.1 Air travel
• for hotel bookings: the lowest rate available at suitable hotels at the destination location (post-approval), with due consideration to factors such as proximity and access to transport. The travel approver will determine the most appropriate star rating, based on an assessment of government business requirements and total cost of travel for available hotels (room rate plus transportation costs).

2.2 Travel management services company (CTM)

The Victorian Government has appointed a sole travel management services company (CTM). Using CTM provides significant financial and non-financial benefits to the state, including cheaper average air fares and provision of duty of care and reporting services. Special rates have been negotiated by the state with airlines, hotels and car rental companies which can only be accessed through CTM.

Schools-based travellers may use alternative channels to source and book their travel requirements in line with the best price of the day guidelines, but the use of CTM is recommended.

School travel bookings through CTM are managed through CTM’s offline booking team, and credit card is the preferred form of payment, however EFT is also accepted. To book travel via CTM, refer to the Schools Travel – SPC Registration Guide (staff login required).

3. Travel funding

Travellers may represent DE in a variety of funded travel activities. Travel may be fully or partly funded by DE, or through other sources, including sponsored travel or self-funded travel.

DE has a duty of care to travellers on official business and an onus of public accountability for travellers who are travelling as representatives of the education portfolio.

Regardless of the funding source, school-based staff travelling on behalf of DE (in any capacity) must follow the policy and procedures, including the pre-travel approval process (refer to section 4.2) and personal travel guidelines (refer to section 4.3).

Travellers must declare all sponsored travel using the Gifts, Benefits and Hospitality Registry System (staff login required). Refer to the department’s Gifts, Benefits and Hospitality policy.

3.1 Partially funded travel

Where DE is only partially funding travel, the travel request must identify all funding sources and be approved in advance of travel. The external funding source is to be identified, along with the breakdown of all funds to be received. Such travel is subject to approval.

3.2 Self-funded travel

Travellers may co-fund or wholly fund official travel. If the traveller is officially representing DE, travel approval must be obtained before the departure date.

3.3 Sponsored travel

School-based staff must declare and receive approval for any sponsored travel offer through the department’s Gifts, Benefits and Hospitality Registry System (staff login required), before submitting a Travel Request Authorisation (TRA).

Sponsored travel must be declined unless a legitimate business benefit for acceptance can be demonstrated. Refer to the Gifts, Benefits and Hospitality policy.

Travellers and travel approvers must ensure that sponsorship arrangements are with organisations where the reputational risk to the Victorian Government or DE is low or nil. Travellers and travel approvers should carry out reasonable background checks on potential sponsorship associates, their full range of business interests and activities, and ensure any potential risks are identified.

Sponsorship agreements should specify in writing that school acceptance of the sponsorship is not a general endorsement of the organisation or its products by DE or the school, and that the arrangement must not be promoted or publicised as such.

4. Travel approvals

4.1 Electronic travel request authorisation

School-based staff must submit pre-travel requests electronically for travel within Victoria and its border communities of more than 5 consecutive nights, interstate, travel to New Zealand and international travel (refer to Chapter 1 ‘Key policy requirements summary’ for more details). School-based staff must submit pre-travel requests using the school travel application system (where required). This is known as a Travel Request Authorisation (TRA). Refer to How to complete a Travel Request Authorisation via the travel application system (DOCX) (staff login required). The Travel approval documents checklist (DOCX) and templates for required documents are also available on the Resources tab.

All applications for international travel and travel to New Zealand must be complete and compliant, and submitted to the region for review and final approval at least 12 weeks before the departure date. The school travel application system submits TRAs to the appropriate approver in the region.

When travellers are travelling in a group, the lead traveller for the group must submit a single TRA on behalf of the group. If separate travel itineraries are involved, these should be individually provided as attachments within the TRA. Refer to the Travel itinerary template (DOCX) (staff login required) on the Resources tab. Where group travel is undertaken by school-based staff in different Victorian regions, the lead traveller for each region may submit a single TRA on behalf of all travellers in their respective regions.

Travel bookings must only be confirmed after a trip has been formally approved by the relevant delegate or travel approver. Travellers must not self-approve their travel.

If travel costs increase after formal approval to travel has been granted, travellers must obtain email authorisation from an appropriate delegate before incurring additional department-funded expenses.

4.2 Approval process

The approval process for travel must promote a prompt decision on whether a trip is approved or not, as many air fares and hotel rates are ‘instant‑purchase’ or expire within hours if not confirmed, and may result in additional cost for the department. Travel approvers are required to provide a decision (approved or not approved) on a travel request within 10 working days of receiving a complete and compliant application. Travellers must not self-approve their travel. Refer to specifics below.

4.2.1 Appropriate travel approvers for school-based travellers without students

• Day trip
  • No system approvals (for example, TRAs) required
• Travel within Victoria and border communities (5 consecutive nights or less)
  • For principals – regional director approval
  • For all other staff and school council members – principal approval
  • No TRA required (email approval is sufficient)
• Travel within Victoria and border communities (more than 5 consecutive nights)
  • For principals – regional director approval
  • For all other staff and school council members – principal approval
  • TRA required
• Interstate travel and travel to New Zealand
  • For principals – regional director approval
  • For all other staff and school council members – principal approval
  • TRA required
• International travel
  • For all staff (including principals) and school council members, all other staff – Assistant Deputy Secretary, Schools and Regional Services approval
  • TRA required

* Day trips are likely to incur minimal or no cost and the approval requirements are commensurate. If costs are to be incurred, approval from an appropriate delegate is required.

** Travel within Victoria and its border communities for 5 nights or less is likely to incur costs that require approval from an appropriate delegate (for example, accommodation costs).

4.2.2 Approval process for school trips and excursions

Where school-based travellers are accompanying students on school trips or excursions, the following approval processes apply for the travel of the school-based travellers.

School-based travellers accompanying students on school trips and excursions have additional obligations. These are detailed in the department’s Excursions policy.

Appropriate travel approvers for school-based travellers accompanying students:

• Day trip
  • No system approvals (for example, TRAs) required
• Travel within Victoria and border communities
  • Staff accompanying students on excursions – principal approval
  • No TRA required
• Interstate travel
  • Staff (including principal) accompanying students on excursions – principal approval
  • No TRA required
• International travel and travel to New Zealand
  • Staff accompanying students on excursions – regional director approval
  • TRA required

4.3 Personal travel and official travel

Personal travel is defined as non-work related travel requested by a traveller before, during or after periods of official travel. Official travel is defined as business travel required by or when representing the department and/or school, including any time required to be spent at a location for business purposes, including travelling time.

Official travel may include non-work time at locations other than an employee’s base location, in situations where it may not be appropriate (for example, where it may negatively impact the employee’s health and wellbeing or where it may not be economical) for the traveller to return to their base location.

Travel undertaken over weekends and Victorian public holidays before or after periods of official travel, is considered personal travel and may be approved by travel approvers, subject to the travel principles (below) being met.

Personal travel requested by employees before, during or after approved official interstate or international travel must be included in the travel application and authorised by an executive level travel approver. Travellers must fully self-fund all costs incurred on travel days that are not business related. When considering or approving requests for personal travel, be it travel within Victoria and border communities, interstate, travel to New Zealand or international travel, travellers and travel approvers must ensure that personal travel meets the following travel principles:

1. does not have any detrimental effects on official travel
2. does not result in any additional costs to the department
3. meets community expectation and can withstand scrutiny
4. does not give the impression that official travel is being used to subsidise personal travel

The travel principles apply to travel wholly or partly-funded by the department or school. Travel principles 1 to 3 apply to self-funded travel.

For international official travel, the personal travel allocations outlined in the table below apply.

• Where international travel is fully self-funded, but the traveller is still representing DE, travel approval is required but the personal travel allocations stated in the table below do not apply. In these circumstances, approval for personal travel must be included in the travel application.
• Where DE or an external individual or organisation funds all or part of the airfare for a trip, the personal travel allocations stated in the table below apply.

All travellers are reminded that they are travelling on government business on behalf of the department and all matters relating to travel and conduct prior, during and after the travel are subject to public scrutiny.

4.4 Spouse, companion and dependents’ travel

Spouse, companion and dependents’ travel must be approved by the traveller’s travel approver. Travel expenses for these persons are not reimbursable.

5. Travel booking

Travel bookings must only be confirmed after a trip has been formally approved by the relevant delegate or travel approver. Self-booking travel is discouraged.

5.1 Travel booking timeframes

To benefit from the best price of the day, the following timeframes are recommended for travel bookings, wherever possible:

• travel within Victoria and border communities (for more than 5 nights) – at least 3 days in advance
• interstate travel and travel to New Zealand – at least 2 weeks in advance
• international travel – at least 3 weeks in advance.

Adequate allowances should be built into the travel approval timeframes for this.

Travel requirements of travellers, however, may be at short notice. In these instances, the travel approver must assure themselves that the short notice is unpreventable.

5.2 Travel booking channels

While school-based travel arrangements may be made through alternative channels, in line with the best price of the day guidance, the most cost‑effective and efficient way to book and manage travel arrangements is through Corporate Travel Management (CTM) and this is recommended.

Travel bookings through CTM are managed via CTM’s offline booking team, and credit card is the preferred form of payment, however EFT is also accepted. To book travel via CTM, refer to the Schools Travel – SPC Registration Guide.

5.3 Pre-trip requirements

If schools elect to use CTM when travelling overseas, school-based staff must seek advice from CTM on pre‑trip requirements such as vaccinations, passport and visas.

CTM will advise of visa and passport validity requirements during the itinerary booking process and may also be able to process visa applications on behalf of the traveller for a fee (if required).

If schools are not arranging overseas travel through CTM, pre-trip requirements can be found on the Department of Foreign Affairs and Trade (DFAT) Smartraveller website.

5.4 Payment methods

The correct travel charge code(s) must be used when preparing quotes and travel request forms (where applicable). It is the responsibility of the travellers and the travel approver to ensure correct charge codes are used.

School-based travellers must check the Chart of Accounts for Victorian Government Schools for the correct charge codes.

6. Travel options

6.1 Air travel

A minimum of one airline quotation for travel within Australia, travel to New Zealand and international travel must be attached to the Travel Request Authorisation (TRA).

Travel bookings must only be confirmed after a trip has been formally approved by the relevant delegate or travel approver.

Air travel must only be undertaken after remote communication tools, such as teleconferencing and videoconferencing, have been considered. The travel approver must be satisfied that there is a demonstrated business or educational need and must consider the following when selecting a fare for travel:

• Fare class: all air travel must be booked using the best price of the day guidelines and in the class of travel permitted under this policy (economy for -travel within Australia and to New Zealand under 3 hours, business class for travel within Australia and to New Zealand over 3 hours, and either one of economy, premium economy or business class for international travel). All business class travel must be adequately justified in the travel application.
• Fare type: where there is a high degree of certainty of arrival or departure times, travellers must consider restricted fare types. Given the significantly discounted prices on offer for restricted fares when compared to flexible fares, the department is usually better off, in the long term, if travellers select restricted fares when it is highly unlikely that tickets will be changed at short notice. Where there is a possibility that a scheduled meeting will not proceed, or there is uncertainty around the time that a scheduled meeting may conclude, travellers must consider whether the additional cost of flexible fares outweighs the cost of possible changes or cancellation fees or the benefit of a potentially more efficient use of the traveller’s time.
• Value for money: travellers must compare fare classes and types across airlines servicing the particular route required. Each leg (outbound and inbound) must be considered separately.
• Advance booking: in order to benefit from the available best price of the day, travel within Australia and to New Zealand should be booked at least 2 weeks in advance and international travel should be booked at least 3 weeks in advance, where possible.

6.1.1 Approved airlines

The Victorian Government has access to discounted rates with a wide range of airlines. It is advised that these carriers are used when flying on official business and where this meets travel requirements. Contact Corporate Travel Management (CTM) for a preferred-carriers list. CTM will provide fare comparison services and the consulting services offered. Refer to the Schools Travel – SPC Registration Guide for CTM’s contact details.

Schools-based travellers may use alternative channels to source and book their travel requirements in line with the best price of the day guidelines, but the use of CTM is recommended.

6.1.2 Travel within Victoria and border communities

Travellers must not drive a vehicle under conditions in which fatigue is likely to arise. Day trips are preferred, and travel should be arranged where possible to avoid overnight stays in the location that the traveller is visiting. Refer to the department’s Work-Related Driving policy.

As a rule of thumb, air travel within Victoria and its border communities must only be used when all other transport options exceed 2 hours, one way.

6.1.3 Interstate air travel and travel to New Zealand

If schools elect to use CTM, all travel within Australia and to New Zealand must be booked via CTM’S offline booking team. Refer to the Schools Travel – SPC Registration Guide for CTM’s contact details. Travellers must select the cheapest carrier offering flights suitable to the department’s needs, in line with the best price of the day policy and subject to section 6.1.

Interstate air travel and travel to New Zealand of 3 hours or less must be in economy. Business class is permitted for trips that exceed 3 hours (from origin airport to destination airport).

6.1.4 International air travel

International travel may be booked in economy, premium economy or business class. All business class travel must be adequately justified in the travel application. No international air travel is to be undertaken unless it is demonstrated that appropriate representation could not have been made by DE representatives in the destination country (if applicable) or via teleconference or videoconference.

CTM has negotiated competitive rates for travel to all international destinations with a range of airlines. If schools elect to use CTM, school-based staff travelling internationally for business purposes must use one of these airlines. CTM’s travel consultants will outline the carriers’ options for each itinerary.

6.1.5 Frequent flyer points and airline/hotel lounges

Travellers must not accumulate frequent flyer or other reward points when travelling on department business.

Frequent flyer schemes or similar loyalty programs have the potential to influence the choice of travel supplier for official travel and undermine the ‘best price of the day’ principle. The use of benefits derived from these programs may create reputational risks for the department.

The reimbursement of costs associated with airline or hotel lounge membership must be approved in writing by the secretary.

6.1.6 Emergency travel arrangements

The after hours service provided by CTM may be used for urgent bookings and urgent travel arrangement changes only. Contact details are available on the Buying for Victoria website.

6.2 Accommodation

A minimum of one hotel quotation for domestic and international travel must be attached to the TRA.

Travel bookings must only be confirmed after a trip has been formally approved by the relevant delegate or travel approver.

6.2.1 Accommodation selection

When choosing accommodation, travellers should choose the best price of the day available at their destination. Due consideration should be given to factors such as security, proximity to the location of the official business and/or access to public transport options. A rationale for the selected accommodation must be included in the travel application.

Travel approvers should also assure themselves that travellers will not be required to drive a vehicle under conditions in which fatigue is likely to arise.

6.2.2 Accommodation at non-registered providers

The department will not reimburse travellers for overnight accommodation at non-registered accommodation providers (for example, when a traveller stays with family or friends or at privately owned accommodation booked through Airbnb or other providers).

6.3 Car rental

The use of CTM for vehicle hire is recommended. Alternatively, the lowest rate option from 2 quotes may be booked after approval.

6.3.1 Car type

The default is compact or medium cars, subject to availability. Chauffeur-driven car or limousine hire is prohibited. Exceptions may be authorised by the secretary for approved travel in dangerous locations.

6.4 Sustainability considerations

Transportation is a significant contributor to climate change, and while it is occasionally essential for educational and professional purposes, it should be approached with a commitment to minimising its environmental impact.

Travel options should be assessed for their environmental impact, with preference given to low-emissions and active transport modes such as walking, cycling, public transport, or group travel to minimise carbon footprint.

When selecting accommodation, consider prioritising those with sustainable practices, such as eco-friendly certifications or environmental management systems, in line with broader Victorian government sustainability goals.

7. Travel preparation

7.1 Pre‑travel arrangements

If schools elect to use Corporate Travel Management (CTM), it will advise of any immediate travel-related risks via its booking consultants. If travel is booked through other channels, schools should refer to the Department of Foreign Affairs and Trade (DFAT) Smartraveller website for travel-related risks.

7.2 Health and infirmity

It is recommended that travellers consult with their GP before travelling overseas. Travellers receiving treatment for a medical condition must also seek medical advice before travel. Failing to comply with medical advice may impact coverage through the VMIA business travel policy.

Travellers are entitled to reimbursement for the cost of GP treatments required for government travel, subject to approval by their travel approver.

While travelling, travellers must take any precautions necessary to maintain good health and avoid situations that might adversely affect their health. In a medical emergency, travellers must seek appropriate care and contact the travel insurance emergency helpline.

7.2.1 Vaccinations

Before travelling overseas, travellers must seek advice on any vaccinations required. Travellers are entitled to reimbursement for the cost of any vaccination required for government travel.

7.3 Risk management

Official travel can have serious risk implications for the department in relation to travellers’ safety and security, reputation, data security, legal, financial and productivity. Before undertaking government travel, travellers must research their travel destination and be aware of any safety and security risks that may affect their trip.

Travellers must adhere to the department's Risk Management and Emergency and Critical Incident Management Planning policies when facing crisis situations and should familiarise themselves with these guidelines prior to travel.

For all travel with students, schools must refer to the Risk management planning chapter of the Excursions policy.

For international travel (excluding New Zealand) without students, schools must complete a Risk register and Emergency Management Plan (DOCX) (staff login required), seek approval from their principal, and submit as part of their travel application (TRA).

7.3.1 Travel within Victoria and border communities and interstate travel

Travellers should be aware of any national public security threats, severe weather warnings, planned public demonstrations, areas of potential crime hotspots and other events and circumstances that might affect their trip, and be prepared to change their travel plans accordingly.

7.3.2 International travel and travel to New Zealand

The health and safety of staff travelling on government business is paramount.

When travelling overseas, travellers must seek advice in relation to any risks that might arise at the destination.

Threats to personal security, including violent and petty crime, are common in many countries. Prior to departure, Department of Foreign Affairs and Trade (DFAT) country-specific travel advice must be consulted.

Things to look for include:

• safety and security
• local laws
• entry and exit requirements
• health issues
• where to get help.

Staff are advised to read and register with Smartraveller on the DFAT website.

7.3.3 Approval for travel to countries/areas at risk

Travel to countries and areas identified as ‘Do not travel’ or ‘Reconsider your need to travel’ locations by DFAT must only be approved after careful consideration of the risks involved. Travel approvers must consider whether:

• the same result can be achieved through a teleconference or video-conference
• the benefits stemming from the trip outweigh the risks, and
• the travel warnings issued by DFAT apply to the specific locations included in the travel itinerary.

Refer to the most updated DFAT list of travel advice by country.

7.3.4 Data protection

When travelling on government business, travellers must meet the department’s requirements on information security.

7.3.5 Contact card

If schools elect to use CTM, its contact details (including after-hours service details) and travel insurance emergency number must always be on hand. These details can be found on the Buying for Victoria website.

7.4 Duty of care

7.4.1 Travellers obligation

Travellers have a duty of care for their own personal safety when undertaking travel.

Travellers must ensure that advice has been sought with regard to any factors that might affect their security whilst travelling. Travellers are also strongly encouraged to avoid areas where crime and civil unrest might occur.

Travel advisories are available at DFAT’s Smartraveller.

7.4.2 Orphanage tourism/volunteerism

Travellers have a duty of care when visiting or volunteering in orphanages in foreign countries to ensure the potential for these visits does not contribute to children being taken advantage of in those countries. Travel advisories are available at DFAT’s Smart volunteering.

7.5 Insurance

School-based travellers must ensure they have travel insurance cover before undertaking official travel outside Australia. Schools must arrange the purchase of travel insurance for international travel through the Victorian Managed Insurance Authority (VMIA). Schools may choose to arrange the purchase of travel insurance for travel within Australia through VMIA.

School-based travellers must check the scope and expiry date of their Insurance Policy with their Business Manager or insurance officer before departure. For further guidance on school travel insurance, refer to the department’s guidance on Insurance for Schools.

7.5.1 Enquiries

Purchase of travel insurance for school based travel is directly through the VMIA Client Portal. Schools may contact the VMIA Client Advisory Team on 03 9270 6900 or by email contact@vmia.vic.gov.au if they do not have access.

For advice and support with school travel arrangements, email insurance.enquiries@education.vic.gov.au.

VMIA’s 24/7 emergency hotline is 61 2 8330 1222 and they can be contacted by email help@ahiassist.com.au. This accesses Accident and Health International (AHI) assist as per the business travel policy.

VMIA travel insurance claims can be lodged online or by emailing contact@vmia.vic.gov.au.

7.6 WorkCover

Workers’ compensation provisions are covered under the department's Workers’ Compensation policy. Official travel must be endorsed and/or authorised according to this travel policy for it to be covered under the Workplace Injury Rehabilitation and Compensation Act (WIRCA) 2013 (Vic).

Note: Each case will be determined on its own merits pursuant to the WIRCA 2013 and there are exclusionary provisions under the Act for certain travel types (for example, to and from work).

7.7 Visas

Visa charges and application fees for entry to countries on official business are reimbursable. Travellers and travel bookers must confirm if visas are required for international travel and familiarise themselves with the processing timeframes. Due consideration should be given to these timeframes in the travel approval process.

7.8 Passport validity

Many countries require visitors to have at least a 6-month validity on their passports. Before travelling, travellers should contact the embassy, high commission or consular representative of all the countries they will be travelling to, to identify each country’s passport validity requirements.

It is safest to renew passports prior to travelling. Passport issuance and replacement fees must be paid by the travellers, unless the travel approver has approved these costs in advance.

7.9 Travel to the United States

Travellers travelling to the United States on official business must apply for an Electronic System for Travel Authorisation (ESTA) approval immediately after completing their travel bookings and (where possible) well ahead of the departure date. The authorisation form is available online.

7.10 Travel to the United Kingdom

Travellers travelling to the United Kingdom (UK) on official business must apply for an Electronic Travel Authorisation (ETA) approval immediately after completing their travel bookings and (where possible) well ahead of the departure date.

The authorisation form is available on the ETA website. UK citizens, including dual citizens, must enter the UK on their British or Irish passports, or through a certificate of entitlement in another valid passport. These citizens are unable to obtain an ETA or visa to enter the UK and may not be able to board a flight to the UK without a valid document.

8. During travel

8.1 Excess baggage

The department of Education (DE) will not cover excess baggage costs for travellers’ personal luggage. Where extra luggage is required, the travellers must investigate the cost of posting additional luggage to the destination.

DE will cover the cost of excess baggage where the excess portion is departmental property required for official business purposes during the trip, and where posting the item(s) is not feasible.

8.2 Transport to and from airports

Fast, reliable and convenient public transport links are available to and from many interstate and international airports. Where a public transport link exists, travellers are encouraged to use these if feasible and safe to do so, as they provide a significantly cheaper alternative to taxis.

8.2.1 Driving when tired, or after a long flight

Travellers should not be required to drive a vehicle under conditions in which fatigue is likely to arise. Hiring a vehicle after a long flight, for instance, is not recommended. Refer to the Work-Related Driving policy.

8.3 Taxis and rideshare

The cost of taxis (including rideshare services such as Uber) to and from places of government business, such as hotels, government and supplier offices is reimbursable when travelling on official business, subject to approval by an appropriate delegate. Schools may arrange a cab charge account or staff travelling may use other taxi or rideshare services which are reimbursable when it is part of government-funded travel. Refer to the Travel and Personal Expenses – Teaching Service policy for more information.

8.4 Trains and city public transport

Travellers are encouraged to use public transport and courtesy services where safe and feasible. The cost of trains and public transport is reimbursable when it is part of government-funded travel.

Refer to the department’s Travel and Personal Expenses – Teaching Service policy for more information.

8.5 Amenities

Hotel amenities (including internet, car parking and laundry services) can be expensive. Should such expenses be reasonably incurred, they may be reimbursable on approval by the traveller’s delegate.

8.6 Cancellations

Most hotels have strict cancellation policies. To avoid incurring additional costs, cancellations must be made as soon as possible and at least 24 hours before arrival.

8.7 Meals

The costs of meals when travelling for official business may be reimbursed. Refer to the Travel and Personal Expenses – Teaching Service policy for further information.

8.8 Miscellaneous expenses

DE will reimburse reasonable, travel-related out of pocket expenses incurred by travellers during the exercise of their duties in accordance with the Travel and Personal Expenses – Teaching Service policy.

8.9 Travel-related telecommunications

Using mobile phones overseas: Using an Australian mobile phone provided by the government when travelling overseas is likely to attract expensive roaming fees. Travellers’ respective travel approvers must authorise such use of mobile devices in advance.

Calling cards/local SIM cards: International calling cards and local SIM cards represent a cost‑effective method to place business‑related calls whilst travelling overseas. Their use must be considered as an alternative to hotel phones and mobile phone roaming, provided it does not breach the information security guidelines. The cost of such cards will be reimbursed.

8.10 Parking and other fines

The Victorian Government will not reimburse the cost of paying traffic or parking fines, which are the responsibility of the driver.

8.11 E-tolls and other tolls

DE will reimburse e-tolls and other toll fees incurred whilst driving a government-funded rental car, subject to approval by an appropriate delegate.

8.12 GPS and other accessories

The rental of a GPS device is allowed and DE will reimburse its costs, subject to travel approver’s authorisation. The rental of other car rental accessories is not allowed, unless approved in writing by the travel approver before the travel.

8.13 Car rental return

Hired cars must be returned with a full tank when feasible as most car rental companies charge a significant refill fee.

9. Post-travel reporting

9.1 Overview

Post-travel reporting requirements

A post-travel report is required for:

• travel to New Zealand
• international travel.

9.2 Post-travel report

Post-travel reports (DOCX) (staff login required) must be completed and uploaded to the travel application on the travel application system within 14 days of return from travel for RD approval.

Required information for the travel report includes:

• report on achievement of the stated strategic and/or operational objectives of the travel
• substantiate travel expenditure for fringe benefits tax purposes
• confirm the approved travel itinerary was undertaken and identify any material changes.

Where travellers have travelled in a group, the lead traveller for the group is to submit a single post-travel report on behalf of the group.

9.3 Documentation

All relevant documentation and approvals must be provided to substantiate the travel undertaken. This will enable DE to retain the information in its travel systems for future reference.

Examples of types of documentation to be supplied for any type of travel include quotes, tax invoices, public transport tickets, airline tickets, travel requests, accommodation details, travel itineraries, and any other documentation that defines the purpose of the travel. Templates are available on the Resources tab.

10. Key contacts

Regional travel registrar

Schools can direct enquiries to the relevant regional travel registrar:

• North-Eastern Victoria Region: nev.school.travel@education.vic.gov.au
• North-Western Victoria Region: nwvr@education.vic.gov.au
• South-Eastern Victoria Region: sevr.regional.travel@education.vic.gov.au
• South-Western Victoria Region: swvr.administration@education.vic.gov.au

Corporate Travel Management

To book travel via Corporate Travel Management (CTM), refer to the Schools Travel – SPC Registration Guide.

Insurance

Financial Compliance Unit
Contact: DE Insurance Advisor via email at insurance.enquiries@education.vic.gov.au

VMIA Client Advisory Team
Contact: 03 9270 6900 or email: contact@vmia.vic.gov.au

Emergency travel assistance
VMIA’s medical emergency or evacuation support
Contact: 61 2 8330 1222 (reverse charge, 24-hour global hotline)

Definitions

Base location
Refer to the Travel and Personal Expenses — Teaching Service policy.

International travel
Travel to and within all destinations not included in ‘travel within Victoria and border communities’, ‘interstate’, and ‘travel to New Zealand’.

Interstate travel
Travel outside Victoria and its border communities, but within Australia.

Pre-travel request
A formal submission made to the travel approver prior to booking any travel. It outlines the purpose of the trip, the proposed itinerary, and estimated expenses, and is required to be approved before any travel commitments are made.

School-based staff
Staff, contractors or consultants delivering official business or travelling on school excursions, including:

• the teaching service, including principals
• other school-based staff
• school council members.

Travel approver
Refers to a DE employee with the authority to approve travel for staff members.

Travel costs
Any costs, fees, allowances or expenses associated with, or incidental to, official government entities’ travel, including but not limited to air fares, accommodation, car rental expenses and travel bookings’ transaction fees.

Travel manager
A DE employee who is the policy owner, and responsible for procedural compliance, monitoring and data collation for reporting.

Travel registrar
The DE employee(s) responsible for procedural compliance, monitoring and data collation for reporting travel by school-based staff.

Travel Request Authorisation (TRA)
A formal record of travel approval required for travel within Victoria and border communities of more than 5 consecutive nights, and for all interstate travel, travel to New Zealand and international travel. TRAs for school-based travellers are recorded in the school travel application system.

Travel to New Zealand
Travel between Australia and New Zealand, and within New Zealand.

Travel within Victoria and border communities
Travel within Victoria, and within 100 km over the Victorian border.

Traveller
Any school-based staff who undertakes government travel.

Resources

• School staff travel applications site (staff login required) – links to school travel system
• DE Travel Policy (staff login required) – high level whole of DE policy from which the Travel policy information for schools was sourced
• DE Strategic Plan (staff login required) – foundation of ‘Resilience, mitigation and adaptation to climate change’
• How to complete a Travel Request Authorisation via the travel application system (DOCX) (staff login required)
• International travel allowance and taxi calculator (XLSX) (staff login required)
• Post travel report template (DOCX) (staff login required)
• Post travel report example (DOCX) (staff login required)
• Risk register and emergency management plan template for staff travelling without students (DOCX) (staff login required)
• Travel approval documents checklist (DOCX) (staff login required)
• Travel itinerary template (DOCX) (staff login required)
• Travel itinerary well drafted sample (DOCX) (staff login required)