(Study Away) and (Travel Grant) - Policies and Procedures

Before booking Travel

  1. Read Travel policies applying to graduate research students
  2. Discuss intentions to travel away from Monash University with your supervisor
  3. Check Department of Foreign Affairs & Trade (DFAT) travel advisories for international travel ('Smart Traveller')
  4. Speak with your Department Graduate Research Administrator for more information

How to book Travel

  1. Make travel booking
  2. Complete a Staff/HDR Candidate International Travel Plan (international travel only)
  3. Print travel insurance emergency card (international travel only)
  4. Complete a Study Away/Travel Grant form
  5. Submit Study Away/Travel Grant form (with attached evidence), International Travel Plan & travel insurance emergency card (if required) to your Department Graduate Research Administrator

Before booking Travel

  1. Read travel policies applying to graduate research students

    Monash University travel policies
    Graduate Research Travel Grant Guidelines (if applying for a travel grant)

  2. Discuss intentions to travel away from Monash University with your supervisor

    Before any travel is undertaken please discuss your travel plans with your supervisor.

  3. Check Department of Foreign Affairs and Trade (DFAT) travel advisories for international travel ('Smart Traveller')

    Graduate research students should review the relevant travel advisories given on the Department of Foreign Affairs and Trade (DFAT) Smart Traveller website prior to booking any international travel. Special consideration should be made of Monash University Staff International Travel Policy where DFAT has issued a warning of Level 5 or above.

  4. Speak with your Department Graduate Research Administrator for more information

Your Department Graduate Research Administrator can help guide you in applying for Study Away or a Travel Grant.

How to book Travel

  1. Make travel booking

    Graduate research students are encouraged to make their international travel bookings through one of Monash University's two preferred travel management companies (i.e. Campus Travel or Voyager).

    Campus Travel & Voyager
    Bookings for international travel made through Campus Travel or Voyager must be made by telephone or email.

    Campus Tavel
    Phone: 1300 767 092 Email: monash@campustravel.com.au

    Voyager
    Phone: 1300 887 732 Email: monash@voyagertravel.com.au

    Student faresIf a student fare is obtained there is no need to book travel through these companies.

  2. Complete a Staff/HDR Candidate International Travel Plan (international travel only)

    Complete a hardcopy Staff/HDR International Travel Plan (DOC, 45KB)

    The Staff/HDR candidate International Travel Plan form needs to be attached with Study Away/Travel Grant application when submitted to your Department Graduate Research Administrator.

  3. Print travel insurance emergency card (international travel only)

    All Monash staff and PHD students are automatically covered by the Monash University general insurance policy for up to 180 days when travelling on business (domestic and international).

    For any planned trip exceeding 180 days students should contact Insurance Services.

    Print the travel insurance emergency card. All international travellers should print this card and carry it throughout their journey. Domestic travellers are not required to carry the E-card.

  4. Complete a Study Away/Travel Grant form
    1. Travel Grant

      The travel grant assists with the travelling expenses of doctoral and research masters students who wish to interact with researchers, undertake data collection, learn new techniques, pursue research in specialist archives, collections, undertake field trips, surveys and interviews, and to utilise specialist equipment  or resources not available at Monash University.

      TRAVELLING EXPENSES MEANS AIRFARES OR OTHER FARES AND ASSOCIATED TAXES BUT NOT ITEMS SUCH AS VISAS, TRAVEL INSURANCE, CONFERENCE REGISTRATION OR ACCOMMODATION.

    2. Study Away

Graduate research students are required to obtain permission to "Study Away" when travelling interstate for longer than 6 weeks or overseas for their research or university work.

  1. Submit the Monash Study Away/Travel Grant application (with attached evidence), International Travel Plan & Travel Insurance emergency card to your Department Graduate Research Administrator

Please ensure that you, the student, and your supervisor have signed all forms and attached required supporting documents before submitting them to your Department Graduate Research Administrator.

Supporting documentation includes conference registration, abstract or acceptance to work in an overseas lab if applicable. The forms will then be signed by the Department Graduate Research Coordinator and the Faculty of Engineering Associate Dean (Graduate Research), before being delivered to the MGE on your behalf.

PLEASE SUBMIT YOUR APPLICATION WITH THE REQUIRED ATTACHMENTS TO YOUR SCHOOL GRADUATE RESEARCH ADMINISTRATOR AT LEAST 4-6 WEEKS PRIOR TO TRAVEL.

Once your application has been processed you will receive a confirmation email from MGE.

Links to further information