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 . Refer to How to complete a travel request authorisation via the travel application system (DOCX) (staff login . The Travel approval documents checklist (DOCX) (staff login and templates for required documents are also available on the Resources tab.
A post-travel report (DOCX) (staff login 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.
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Approvals
- Travel without students: All staff (including principals) and school council members – Assistant Deputy Secretary (SRS) approval
- Staff accompanying students on excursions – regional director approval
- Travel request authorisation is required
TRA submission timeline
- 12 weeks prior to travel
Recommended booking timeframes
- Bookings required 3 weeks prior to travel
Insurance requirements
- VMIA insurance is required
Reporting requirements
- Post-travel report (DOCX) (staff login is required
-
Approvals
- Travel without students:
- Principals only – regional director approval
- All other staff and school council members – principal approval
- Staff accompanying students on excursions – regional director approval
- Travel Request Authorisation is required
TRA submission timeline
- 12 weeks prior to travel
Recommended booking timeframes
- Bookings required 2 weeks prior to travel
Insurance requirements
- VMIA insurance is required
Reporting requirements
- Post-travel report (DOCX) (staff login is required
- Travel without students:
-
Approvals
- Travel without students:
- Principals only – regional director approval
- All other staff and school council members – principal approval
- Staff accompanying students on excursions – principal approval
- TRA is only required for staff travel without students. A TRA is not required for excursions
TRA submission timeline
- 8 weeks prior to travel
Recommended booking timeframes
- Bookings required 2 weeks prior to travel
Reporting requirements
- Post-travel report is not required
- Travel without students:
-
Approvals
- Travel without students:
- Principals only – regional director approval
- All other staff and school council members – principal approval
- Staff accompanying students on excursions – principal approval
- TRA is only required for staff travel without students and only when the trip is for more than 5 consecutive nights. A TRA is not required for excursions
TRA submission timeline
- 6 weeks prior to travel
Recommended booking timeframes
- Bookings required at least 3 days prior to travel
Reporting requirements
- Post-travel report is not required
- Travel without students:
-
Approvals
- Travel without students: all staff (including principals) and school council members – no 'system' approvals required
- Staff accompanying students on excursions – principal approval
- TRA is not required
Recommended booking timeframes
- No bookings required
Reporting requirements
- Post-travel report is not required
For further procedural details, refer to the relevant chapters for Travel approvals, Travel Booking and Reporting.
Reviewed 21 April 2026