Monash is progressively reinstating University-related business travel for staff and students, following a period of suspended travel throughout 2020 and 2021.
We must ensure that the safety of our people is at the forefront of this activity, and comply with the latest travel advice from the federal government and the Department of Foreign Affairs and Trade (DFAT).
The University has implemented a new travel approval system for staff who need to undertake business-related travel. More information is available on the Monash Travel Page.
All travel is subject to the following conditions:
- COVID-19 vaccination
- Travel insurance
- Quarantine requirements
- Travellers are responsible for ensuring they have obtained all required and recommended vaccinations at least four weeks prior to travel (including your return to the Monash campus location). Travellers should refer to the Immunisation Procedure for further information.
- All travellers must ensure they have access to and are covered under the University’s travel insurance policy.
- Only travel that is formally approved (through the University’s travel approval system) will be covered by the University’s travel insurance policy.
- To understand what is and isn’t covered, please refer to Insurance Services.
Insurance coverage for COVID events
Covered by insurance?
Traveller becomes sick with COVID-19 during journey (vaccinated or unvaccinated)
Covered for medical, isolation costs and cancellations.
Travellers should note that access to medical care in some locations may be difficult where health systems are under pressure.
Traveller becomes sick with COVID-19 prior to travel (vaccinated or unvaccinated)
Covered for cancellation costs
Traveller must quarantine due to close contact with COVID-19 during travel
Will be based on any known ‘hot spot’ or risk of area
Accomodation is closed due to COVID-19 outbreak causing disruption
Government restrictions impacting travel plans including bans (Australia or other)
Any other related outbreak disruption to travel plans
As most COVID outbreaks or ‘fear’ of outbreaks will not enable reimbursement of travel related expenses (flights and accommodation) it is recommended that travel bookings (flights / accommodation) are made no more than three months in advance, and flexible fares are recommended.
- Travel that requires a period of hotel quarantine should not be considered except in exceptional circumstances. In these limited circumstances, Monash will cover the costs for staff and HDR students if quarantine immediately precedes or follows University-related travel (not applicable or covered following personal travel).
- The University will support working remotely during quarantine periods.
Criteria for approved travel
- Staff must obtain approval to travel on University-related business before booking any of the associated flights or accommodation.
- Faculties and portfolios must only support travel requests that meet all three of the following criteria:
- Essential to the business of the University – aligning to the advancement of strategic and operational goals (including essential research as part of HDR undertakings and fellowships that have relocation conditional to funding outcomes)
- Have no alternative means to engage other than to travel, which will achieve the required outcomes
- The travel destination(s) is safe, including any associated event settings and travelling staff member(s) (for example, taking into account COVID-19 risks, individual health, and the current DFAT risk advice, etc.)
- Additionally, Deans and Portfolio Heads must ensure that the proposed travel is within revised travel budgets.
Staff must obtain approval to travel by submitting their request via the new travel approval system.
The system will workflow a staff member’s request to their Travel Approver in the first instance. If the travel is deemed high-risk (DFAT level 3 or 4) it will automatically workflow to the Director, Global Security and Crisis Response, for review and consideration. All international travel will continue to require approval by the Dean or Portfolio Head.
Once staff receive approval to undertake travel they may proceed to book associated travel. Further information is available on the Monash Travel Page
For further information on Study Away and what is required with your application, please refer to the Graduate Research website.
International (including mobility programs)
Coursework students travelling overseas on a Monash activity must obtain travel approval and register their travel with Monash Abroad. Travel to high risk destinations (according to the Travel Policy) is subject to enhanced approvals.
If you have an active application with Monash Abroad for a planned program, your coordinator will liaise with you about what is required before you travel. You are recommended not to make non-refundable travel bookings before you have received approval to travel from Monash Abroad.
Conditions for travel
- Quarantine and isolation: All travellers must comply with any quarantine and isolation requirements of the travel destination.
- Travel disruption and changes: Students should be prepared to pay for travel disruptions and changes resulting from COVID-19. The travel insurer will assess claims individually.
Domestic travel for students can resume in line with current state border restrictions.
For curricular programs, students should liaise with their faculty about options to undertake domestic travel as part of their studies.
For extra-curricular activities, students should liaise with the relevant student association and/or TeamMonash PREP.