RMIT Travel Process Guide
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1 RMIT Travel Process Guide A step-by-step guide to organising your business-related travel September 2017 Edition Issued by RMIT Procurement rmit.edu.au/policies/travel
![au with the subject: >TX [insert subject] RMIT Operations Resources Policies Contents RMIT recognises that travel is an integral part of business for staff and students.](/docs-images/74/70273257/images/2-2.jpg "This guide provides essential information to protect the well-being and safety of RMIT travellers on University business, as well as ensuring legal, tax and value for money")
2 RMIT contact list & useful links Procurement For information on travel policy, travel crisis management and risk advice, and how to create and lodge travel requests for approval, please click on the links below or the Travel Team at RMIT Travel Policy RMIT Travel Portal (RTP) Guides Approved travel providers International SOS Finance For information on how to pay business-related travel expenditure including Fringe Benefits Tax (FBT), credit cards and cab charge, please click on the link below or with the subject: >TX [insert subject] RMIT Operations Resources Policies Contents RMIT recognises that travel is an integral part of business for staff and students. This guide provides essential information to protect the well-being and safety of RMIT travellers on University business, as well as ensuring legal, tax and value for money obligations are met. Before you go Have the conversation 2 Quotes & approval 3 Payment & allowances 6 During travel Travel smart 7 International mobile roaming 7 Emergency assistance 8 Insurances For information on the corporate travel insurance policy including policy coverage and making a claim, please click on the link below or insurance@rmit.edu.au RMIT Corporate Travel insurance Policy Returning home Travel diary 10 Insurance coverage & claims 10 Cheat sheet 11 RMIT Travel Process Guide 1
3 Before you Go Have the conversation Prior to making a travel commitment, communicate your intention to travel with your supervisor taking into account the following responsibilities: Your absence Is travel for official University business? Is the funding source clearly identified and does it cover the costs involved? How will your absence impact on personal and team workload? Are you taking personal leave for private travel? Documentation & compliance 2 Are your travel documents (such as passports, visas) up to date? Does your travel comply to the University s policies on expenditure incurred while travelling? Have you read the RMIT corporate travel insurance policy and understood its inclusions and exclusions, particularly those relating to pre-existing medical conditions? Wellbeing & safety Are you travelling to any high-risk and/or restricted areas? Are you fit for travel, including inoculations/ medications relevant to your destination/s? Are you participating in any highrisk activities? Are you aware of cultural or legal sensitivities at your destination/s? Will you have accessibility to communication tools (ie. Satellite coverage) at your destination? Need advice? All RMIT staff have access to the International SOS Global Assistance Program for 24/7 travel advice and assistance. Any time, any where. For more information visit: rmit.edu.au/travel/risk&safety Quotes & approval RMIT contracted Travel Management Companies (TMCs) are here to help you plan and book your travel with expert advice and access to University negotiated airfares, hotel and car hire rates. Once you have a quote from a TMC, you can then seek approval for your travel via the RMIT Travel Portal (RTP). Confirmation of travel bookings and the issuance of tickets will not take place until appropriate approvals are obtained. RMIT will not guarantee reimbursement for travel booked via other (non-contracted) TMCs or booked directly with airlines. For more information & to download your RMIT Travel Portal user guides, visit: rmit.edu.au/travel RMIT Contracted Travel Management Companies CT Connections P / E rmit@ctconnections.com.au ATPI Voyager P E au.rmit@atpi.com Reho Travel (study tours) P E studytours@reho.com Services Airfares Accommodation Car & bus hire Rail tickets Group bookings Visa advice & processing Private travel (self-funded) for accompanying spouse, partners and dependents RMIT Travel Process Guide 3
4 Quotes & Approval Before you Go Our TMCs play an important role to assist RMIT in providing duty of care support, as well as helping you manage your itinerary and travel budget. Here s some useful guidelines you can use to plan your next business trip. Want more? Go to the RMIT Travel site rmit.edu.au/travel Want a complete list of RMIT s negotiated travel suppliers? You can find it at rmit.edu.au/travel/ providers What does Lowest Cost Reasonable Fare mean? What is the RMIT Travel Portal (or RTP)? Do I need to book my accommodation with the TMC? Attending a conference that includes accommodation? The TMC is obliged to offer you a fare which is the cheapest daily fare available in their system for the particular route you will be travelling that meets your business requirements. The offered airfare takes into account the safety rating of airlines as well as the practicality of schedules. Lowest cost reasonable fares tend to be non-flexible and are cost effective for travel on outbound flights where the likelihood of cancellation is low. Self-funded fare upgrades are permitted, however RMIT will not pay the difference for upgrades including the cost between the lowest cost reasonable fare to the upgradable fare class. Refer to the RMIT Travel site for useful links & policy information. 4 The RMIT Travel Portal (RTP) is an online software enabling RMIT travellers to lodge and obtain approval for business-related journeys (see page 11 to see who can access the RTP). Travel security risk ratings determined by International SOS are fed into the RTP daily and each country is allocated a low, moderate, high or extreme rating. Destinations flagged as high risk and above require further information to be supplied and additional approval requirement (see page 7). Cost centres for expenditure allocation and Reason for Travel is also collected in the RTP. It is vital you get your travel requests approved via the RTP as the RMIT corporate travel insurance policy requires proof of authorisation for insurance claims (see page 10). RMIT travellers must use TMC to book all accommodation. Bookings made via the TMC is automatically fed into the RMIT International SOS travel locator service so we can locate and assist you in a timely manner during critical incidents. RMIT TMCs have access to over 300+ University exclusive hotel rates to suit all budgets worldwide. Where accommodation is not booked through the TMC, travellers must record the details through the RTP and the RMIT crisis management provider International SOS (see page 9). Payment is not guaranteed by RMIT for accommodation booked or arranged through other (non-contracted) travel management companies or booked direct with hotels. When a conference organiser provides pre-negotiated rates for accommodation close to or at the venue the traveller may use an RMIT travel arranger to book that accommodation. The travel arranger must advise the RMIT TMC and record the accommodation details in the RTP and International SOS. RMIT Travel Process Guide 5
![be deducted from salary unless the private portion is paid for from the traveller s personal funds at the time of booking. Questions? Email the Finance Team financial.operations@rmit.edu.au with the subject: >TX [insert subject] Your approved RTP travel request becomes your Purchase Order.](/docs-images/74/70273257/images/5-4.jpg "Once your travel is confirmed via a RMIT contracted TMC, an invoice will be forwarded to RMIT Central Finance who then deducts the amount from the Cost Centre code provided in your approved RTP")
5 Before you Go Payment & Allowances 6 Per Diems A per diem travel allowance can be requested by staff without corporate credit cards to cover meals and incidental expenses. Per diem requests created and approved via RTP are automatically forwarded to Human Resources (HR) Payroll for processing. For manual per diem applications, please contact travel@rmit.edu.au for further instructions. CabCharge / E-Tickets Business-related travel within Australia? Use your corporate credit card or pick up a CabCharge/E-Ticket to pay for transfers to & from airports, accommodation and official business locations. RMIT.EDU.AU/TRAVEL/CABCHARGE How do I pay for my TMC booking? Corporate Credit Card RMIT corporate credit cards can be used to cover reasonable business-related travel expenses including taxis, accommodation booked via a RMIT contracted TMC, transfers, meals and incidentals. RMIT.EDU.AU/POLICIES/OPERATIONS- RESOURCES (UNDER FINANCE) Fringe Benefits Tax (FBT) Any Fringe Benefits Tax (FBT) applicable to the private portion of travel is the responsibility of the traveller and will be deducted from salary unless the private portion is paid for from the traveller s personal funds at the time of booking. Questions? the Finance Team financial.operations@rmit.edu.au with the subject: >TX [insert subject] Your approved RTP travel request becomes your Purchase Order. Once your travel is confirmed via a RMIT contracted TMC, an invoice will be forwarded to RMIT Central Finance who then deducts the amount from the Cost Centre code provided in your approved RTP travel request. During travel Travel smart What is International SOS? International SOS provides RMIT business travellers and expatriates with 24/7 worldwide assistance for problems and risks involving the following areas: Security (ie. Political unrest, violent and petty crime) Medical (ie. Vaccinations advice, access to emergency clinical treatments) Destination (ie. Country briefings, cultural advice International Mobile Roaming It is important that you contact International SOS for a country briefing at the time of booking and again prior to travel to determine the travel risks at your intended destination/s. Travel requests lodged through the RTP rated as High or Extreme risk will require additional information and final approval from the delegate set out in the Travel Risk Matrix (see RMIT Travel Policy). Check the Corporate Travel Insurance Policy or insurance@rmit.edu.au to determine your insurance coverage. You must provide accurate and true contact details to the RMIT contracted TMC at the time of all travel bookings. This includes addresses accessible from overseas, your mobile number and destination numbers. International mobile roaming packs are available for RMIT Melbourne travellers and can be obtained 5 days prior to departure. See the RMIT Corporate Mobile Devices Process Guide for more information and complete the Mobile International Travel Request Form at rmit.edu.au/staff/it/forms RMIT Travel Process Guide 7
6 Emergency assistance During travel RMIT s primary responsibility is to protect the safety and wellbeing of all persons travelling on RMIT business. The International SOS Global Assistance Program provides RMIT travellers with advice and assistance when the unexpected happens. Did you miss your chance to respond to a Special Advisory Event? Simply contact International SOS via any of the below methods as soon as you can. What is a Special Advisory Event and what do I need to do? Special Advisory Events are situations posing imminent threat to life, limb or requiring immediate changes to current travel or movement plans. How do I register my travel itinerary with International SOS? Travellers booked via the RMIT contracted TMCs are automatically registered to receive alerts during a Special Advisory event. How to get help or travel guidance: Quote the RMIT membership number 12ACPA to get instant assistance or advice: Did you know? The International SOS app has a panic button to alert of difficulties whilst travelling. All travellers are recommended to download the International SOS app onto their mobile devices to receive live alerts and notifications during their trip. Impacted travellers with itineraries registered on International SOS will be contacted by , SMS/ text, and text voice (ie. Notification to mobile will ring and will read a prepared script to voice). The notification will ask for a return response of one from the following three options: 1) I am OK 2) I will contact an Assistance Centre for help (call ) 3) I am not in this location Each traveller will be contacted a total of 5 times by each method unless a response is received. If your travel booking is outside this process, you are responsible for providing itinerary information to International SOS. You can do this by either: Manually entering your travel itinerary details online via the International SOS MyTrips Registration Tool; or Using the International SOS Forwarding Itinerary functionality. Instructions for both methods can be found at rmit.edu.au/travel/risk&safety Phone Call International SOS on Online Portal and login with the RMIT membership number Smartphone App Go to your Play or App Store, search International SOS Assistance and download 8 RMIT Travel Process Guide 9
7 Cheat Sheet Returning home Glossary RTP FBT TMC RMIT Travel Portal Fringe Benefits Tax Travel Management Company Travel Diaries How do I pay for business travel? TMC Credit Card Per Diem Cab Charge To substantiate to the Australian Taxation Office (ATO) the genuine business purpose of travel, a Travel Diary must be recorded for all international business related journeys. For domestic journeys, a diary must be maintained where your time away from home is more than 5 consecutive nights. Failure to do so can bring the potential risk of financial penalties. Travel Diaries can be completed in the RTP. You can attach supporting documentation such as relevant expense reports and receipts. Travel Diaries must be submitted within the RTP for approval within 28 days of travel completion. Airfares Accommodation Car Hire International Rail ie. Eurostar Taxis Passports / Visas Incidentals Insurance Coverage & Claims To be eligible for coverage under the RMIT Corporate Travel Insurance Policy (the Policy): Travel must be for authorised RMIT business-related activity Authorisation must be via the RMIT approval process through the RTP and a copy of the RTP approval will be required to confirm eligibility. Claims against the Policy must be made within 30 days or as soon as possible thereafter. For more information on the Policy inclusions and exclusions or to make a travel insurance claim, you can access forms and information from rmit.edu.au/internalaudit/insurance Who can access the RTP? e Only continuous RMIT University (Australia only) staff with a valid e-number can access the RTP. Login as per your Citrix credentials. Travellers without an e-number Approval requests will need to be created on their behalf by a staff member within the same faculty and organisation unit. RMIT Vietnam & Europe travellers Do not have access to the RTP. Please refer to the process established as per your entities. Group bookings If you are booking travel for a large or complex groups, please contact travel@rmit.edu.au to discuss approval and payment authorization processes. 10 RMIT Travel Process Guide 11
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