Travel

***Travel Update:  The new Travel Management System***

UNSW provides an On-Line Travel Management System called Serko.  You are required to use this system for all travel; either for booking on-line flights or to simply enter your flight details if sourced through a non-preferred travel supplier (see below instructions on this option).

 

Staff and students who travel should be aware of the current University Travel Policy and Procedures (updated January 2011) and the  CSE travel policy (updated January 2010).

NOTE:  UNSW now has a Travel Portal with information relative to All UNSW travel - please take your time to familiarise yourself with this Portal.

Whilst travel approvals for both staff and students must be granted by the appropriate supervisory staff, the information on this site should be accessed by the UNSW traveller as part of the planning and booking process.

UNSW Insurance Guide:

For all information regarding Travel Insurance for staff and students, please check the UNSW Insurance Guide.

Incentive Funding:

Please check to ensure papers have the correct ranking according to ERA when applying for incentive funding.

    ERA Journal Ranking 2010

    ERA Conference Ranking 2010

Forms to be Completed Prior to Travel

* Online CSE Travel Notification Form (myCSE)

* Teaching/Exam Arrangements Whilst on Travel Form (interactive pdf)

* Authorship Declaration Form

* Application for Faculty of Engineering International Travel Contribution

 

What do I need to do if I wish to travel by air?

All UNSW travellers must check the Department of Foreign Affairs and Trade (DFAT) website for information about their scheduled travel destination. Destinations noted by Smart Traveller as "reconsider your need to travel" or "advised not to travel" cannot be travelled to without consulting the Risk Management Unit and without the permission of an Executive Team member.

Travel Profile: First time travellers must complete a Travel Profile, which takes about five minutes.  Click on easy Self Registration Instructions.   Whilst creating your travel profile,  you will be  required to enter "COMPSC" in the  Default Corporate Account Code field.

Approval: Complete a CSE Travel Notification Form (myCSE) and print.  Please include costs and the project code to which costs will be charged.  Whilst in myCSE, please print the page with information relating to present funds available for travel and attach to the form.   You will then need to obtain your supervisor signature and the Head of School signature.

NOTE; Staff with teaching commitments must complete the Teaching/Exam Arrangements Whilst on Travel Form (interactive pdf)

 

The Travel Process

Once approval signatures are obtained and the CSE Travel Notification Form (myCSE) is complete, please attend FIPRAS office with the Form and we will assist you with using the new  On-Line Travel Management System (Serko)  for the first-time users.

 
Organising Airfare

Option 1:  Using UNSW Travel Agents (preferred suppliers)

UNSW has two new providers; STA Travel and Voyager Travel . They are UNSW's new Preferred Suppliers and replace Anywhere Travel and Campus Travel in this regard. Both new providers are fully linked into the new TMS Serko.

You will be required to login into Travel Management System (TMS Serko) to book flights on line either using Quick Booking for direct flights or Custom Booking for various sectors.

Option 2:  Using external travel suppliers (other agents/on-line web bookings)

All travellers can organise aifares utilising the services an external provider (other than UNSW preferred suppliers) including internet based fares.  The following conditon apply: 

ALL flights, domestic and international, should be registered on line via Travel Management System (TMS Serko). As per UNSW policy details of travel booked outside Serko have to be entered into the system. This is when the travel request is given formal UNSW approval and ensures that the traveller is covered by insurance. As this step is part of the travel policy it is essential that this occurs in every instance where travel has been booked outside Serko. Please refer to the reference guide for how to enter these booking onto the system and please remind your respective areas of this important step in the process.

 

What do I need to do to travel by car?

Travellers must utilise University fleet services @ UNSW FMAssist, rental cars, taxi or public transport before using private vehicles for travel on University business. University does not accept any liability arising from the use of a private vehicle on University business.

Travellers requesting to use a private vechicle should complete a Travel MV1 Form attaching evidence of comprehensive insurance and vehicle registration. Traveller must keep a record of mileage (MV2 Form) for each claim.  There is a maximum of 5,000kms per car, per financial year.

Only when the above step is complete - then you can proceed to the FIPRAS office (Room G08) for the following:

Payments:

Airfare is paid by FIPRAS in advance using a UNSW Purchase Card.
Credit card payment will be made to the UNSW preferred supplier via the new  On-Line Travel Management System.

Registration is paid by FIPRAS in advance using a UNSW Purchase Card.
Credit card payment will be made to the nominated conference organiser.

alternatively
Registration is paid by the traveller.
Upon presentation of original receipt (credit card transaction slip/statement cannot be accepted as a receipt), reimbursement will be provided within 15 days via cheque or direct deposit into a nominated bank account - please supply details and mailing address (not CSE address).

Accommodation is paid by traveller in advance.
Upon presentation of original receipt (credit card transaction slip/statement cannot be accepted as a receipt), reimbursement will be provided within 15 days via cheque or direct deposit into a nominated bank account - please supply details and mailing address (not CSE address).

Food/Incidentals is paid by the traveller.
Upon presentation of original receipt (credit card transaction slip/statement cannot be accepted as a receipt), reimbursement will be provided within 15 days via cheque or direct deposit into a nominated bank account - please supply details and mailing address (not CSE address).

NOTE: an Overseas & Domestic Travel Diary (TR5)  must be completed if you are away from your residence for 6 nights or longer.

Please note your claim for reimbursement and payments regarding travel co-exists with the CSE travel policy (updated January 2010) (pdf) introduced in January 2005 and updated in July 2006, May 2007, March 2009, July 2009 and January 2010.  Therefore the Schools Travel Contribution limit will still apply.

Please use the Reimbursement Claim (pdf) form when making a claim.

Presenting a Paper:

Declaring Authorship of your Publication

All researchers who publish their work must complete the Authorship Declaration Form and submit to FIPRAS.

It is the responsibility of the Executive Author (UNSW principal co-author) to obtain signed statements of the intellectual participation from all participating authors. The Executive Author is also responsible for ensuring compliance with record keeping of the evidence of research and its output. All researchers who publish their work must complete the Authorship Declaration Form and submit with a paper copy or CD of the published works to FIPRAS.

HERDC Publication Collection

Forms and Information can be found on the CSE HERDC collection webpage.

Useful links:

Smartraveller.gov.au: Travellers' bulletins provide the latest news and guidance on general issues of interest to the Australian traveller.

Official School Policy (pdf): introduced in January 2005, updated in July 2006, May 2007, March 2009, July 2009 and January 2010.

Travel and Meal Allowance Calculator:  (UNSW secure login) Reasonable travel and meal allowance expense amounts for 2010 (research funded travel only).

World Weather Information Services: This global web site presents OFFICIAL weather observations, weather forecasts and climatological information for selected cities supplied by National Meteorological & Hydrological Services (NMHSs) worldwide.

Currency Converter: You can perform interactive foreign exchange (FX, or forex) rate calculations, using live, up-to-the-minute currency rates.

Travel Insurance for Electronic Equipment:  Latest information relating to UNSW travel insurance covering electronic equipment lost/stolen whilst traveling.

UNSW Travel FAQs:  Frequent questions regarding UNSW travel

 

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