IMPORTANT: Due to COVID-19, cross-border restrictions are changing frequently and there is a high level of uncertainty in planning travel to and returning from another state or territory.
If interstate travel is necessary, travel approvers should give consideration to business continuity and costs of any required quarantine or self-isolation requirement. VP&ED or Portfolio Head approval is necessary for any proposed interstate travel on university business.
In accordance with the Travel Policy all domestic and international travel must be booked through one of the following travel management companies. You can book using their online domestic travel booking tool (Serko) or via their call centres. If you require access to Serko please refer to the Quick Links to log a request.
TravelEdge
Serko TravelEdge
Phone: 1300 385 875
Email: TravelEdgeService@traveledge.com.au
Phil Hoffmann Travel
Serko PHT
Phone: 08 8179 9666
Email: flindersuni@pht.com.au
Flinders University has agreements with Qantas and Virgin under the Australian Universities procurement network contract using the preferred travel management companies. We also have discount pricing agreements with several other international airlines, hotels and car hire firms. Jetstar and some regional airlines are also available for domestic travel bookings where required.
News and updates to be aware of.
What you need to know before you book travel, while you're away, and what to do then you get back.
When planning for travel on University business, you should provide a reasonable estimate of the total cost of your trip as part of the approval process. In developing your cost estimate you should consider:
Costing provided should be estimated based on current pricing, noting that some reasonable variance may occur due to timing.
A quote for international travel can be provided by the University preferred suppliers, Business Travel by STA or Phil Hoffmann Travel.
For domestic travel you can obtain a quote through Serko or use our Estimated domestic travel costs guide.
The University will only pay for actual expenditure incurred on accommodation, meals, incidentals and other items, up to the Reasonable Travel Allowance Rate published by the Australian Taxation Office (standard rates).
Staff may pay for expenses incurred while travelling as follows:
The traveller must acquit all expenses in accordance with the Purchasing Card Procedures and Travel Policy.
There are two methods of payment and acquittal for international travel.
Certain travel items may not be covered by the University. These include:
The University may incur Fringe Benefits Tax (FBT) liabilities on travel when private and business travel are combined, or where substantiation requirements, such as travel diaries, are not met.
Staff must refer to the Combining Business and Private Travel Procedures if proposing to add a private travel component to University travel, and pay particular attention to the acquittal/record keeping requirements specified in the Purchasing Card Procedures and Travel Policy.
The reasonable amount for meals depends on the period and time of travel. That is, the reasonable amounts only apply to meals (that is, breakfast, lunch and dinner) that fall within the time of day from the commencement of your travel to the end of your travel that is covered by the allowance. For example, if you leave at 10.00am on Monday and return home at 3.00pm on Tuesday you can apply the reasonable amounts for lunch and dinner on Monday and breakfast and lunch on Tuesday.
The reasonable amount for incidentals applies in full to each day of travel covered by the allowance, without the need to apportion for any part day travel on the first and last day.
While you are travelling it is important to keep records that may be necessary upon your return.
Things you should record or keep include:
Use of taxis and Uber while travelling should be for business purposes only.
Non-business related journeys will not be covered by the University.
Flinders University provides free travel insurance cover for members of the University community who have been approved to travel for and on behalf of the University.
Cover is provided for both staff and students and for domestic and international travel. Limits and conditions apply, see travel insurance for further details.
Insurance will be available for staff who have a pre-existing medical condition, providing you have obtained a certificate of fitness to travel from your treating doctor prior to travel.
The insurer may ask to see the certificate in the event that a claim is made on the policy relative to a pre-existing condition. The policy excludes claims where the staff member is travelling against medical advice; travelling with a terminal condition which was diagnosed prior to travel; or travelling when unfit to do so.
In the event of an emergency, it is important to first contact the local emergency response agencies
Flinders University travellers are aided while travelling through the University’s insurance provider Chubb Assistance.
If you need emergency assistance anywhere in the world, you can call the local telephone operator 24 hours a day, 7 days a week and ask for a reverse charge call to Chubb Assistance on +61 2 8907 5995. Quote the Policy Number 03PP006831.
Staff may seek approval to combine private travel with approved University business travel, subject to compliance with relevant University requirements which aim to ensure that the University's fringe benefit tax (FBT) liability is reduced to zero in cases where the private component of the travel is more than incidental.
Please refer to Combining Business and Private Travel Procedures.
A purchasing card must only be used for expenditure related to University business and where applicable in accordance with grant conditions.
The purchasing card is intended for the purchase of goods and services on behalf of the University and for payment of travel expenses while travelling on University business, up to the approved transaction limit for a card holder.
For further information please refer to the purchasing card page.
Flinders University purchase cards must be reconciled in a timely manner using Fraedom.
You can also use the Fraedom Expense app which makes it simple for you to complete your expense tasks on the move.
You can claim reasonable out-of-pocket expenses on your return from travel, with appropriate supporting documentation.
All expense claims for staff need to be submitted via Flinders Pro.
Employees undertaking University travel must maintain a travel diary if travelling outside Australia or when combining business and private travel when travelling within Australia.
Staff must comply with the Combining Business and Private Travel Policy and Procedures to ensure that no fringe benefit tax (FBT) liability arises when a private component is added to travel on University business.
All staff members required to maintain a travel diary must forward the completed diary to their local accounts office within 14 days of completing travel, with a copy of the itinerary or other relevant documents (e.g. conference agenda).
For domestic travel please use the domestic travel diary template.
The diary will be checked at the local accounts office for correct account numbers, completeness and any private travel component, noting that private travel should be planned in advance of a trip, in accordance with the Combining Business and Private Travel Policy and Procedures.
The Department of Foreign Affairs and Trade is committed to helping Australians in difficulty overseas, including those impacted by a crisis.
DFAT be launching a new Smartraveller website on 21st November. It will include a better system for getting travel advice updates and a move away from pre-departure registration.
Subscribing for updates
Subscribing gives you travel advice updates straight to your inbox. We strongly encourage you to subscribe so you’re well-informed for your trip overseas.
Contacting DFAT in a crisis
The new crisis page on the Smartraveller website will complement the 24-hour Consular Emergency Centre. This change means they can better assist Australians who need help.
In the event of a crisis, you can contact DFAT using the simple online form or by contacting the 24-hour Consular Emergency Centre on 1300 555 135 (in Australia) or +61 2 6261 3305 (from overseas), +61 421 269 080 for SMS.
TravelEdge wish to advise from 1 October 2019, non-Australian passport holders will require a NZeTA to travel to New Zealand, without one you will not be permitted to travel.
The NZeTA request form will be available in late-July.
If you would like to be notified when the request form is available, you can register online.
For more information, visit New Zealand Immigration.
Please note:
Qantas and Virgin Australia are clamping down on travellers using Apple laptops following a recall of selected MacBook Pro models due to issues which could see the battery overheat and potentially catch fire.
Qantas declared only 15 inch Apple MacBook Pro laptops will be allowed on board for domestic and international flights but must be remained turned off. This does not include 13 inch MacBook Pro Models.
Virgin has banned all MacBook laptops in check in baggage and all MacBook laptops should be placed in a carry-on baggage only until further notice.
The airlines' decisions follow a 'no-fly ban' imposed on selected MacBook Pro models by the U.S. Federal Aviation Administration.
Before packing your flight baggage, please check if your MacBook laptop is one of the affected models. If eligible your laptop may be qualified for free battery replacement.
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