Travel

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).