Travel

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.