Travel

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.