Staff travel guidance

This page provides important guidance for Monash staff and their supervisors who are:

  • currently travelling on an approved trip, or
  • planning to travel in the coming months.

Travel disruptions and safety advice

Updated: 25 June 2026

Monash is actively monitoring global fuel supply constraints and disruptions associated with Middle East tensions. These conditions continue to affect airline operations and international transit routes, particularly through major Middle Eastern hubs.

Please note that Monash University maintains its own comprehensive risk assessment frameworks and internal travel policies. The university's active travel suspensions, safety restrictions, and specific conditions for managing risk will overlay any fluctuations or downgrades in DFAT Smartraveller levels. All staff and students must ensure their itineraries comply with Monash-specific directives prior to booking or undertaking university-related travel.

In line with DFAT Smartraveller advice, travel to and via high risk Middle East locations is suspended regardless of whether airlines recommence operations.

In response, the University has implemented temporary travel settings to ensure travel is:

  • essential and justified
  • appropriately approved
  • cost-effective
  • risk managed.

Current travel requirements

Monash has adjusted settings for staff travel to ensure we are able to support their safety and to enable value-driven travel in the following ways:

  • In line with DFAT Smartraveller advice, travel to and via high risk the Middle East locations is suspended regardless of whether airlines recommence operations
  • Travel must be contractually required and/or critical to the business (see details below);
  • All international travel by staff must be booked through FCM Travel, unless exceptional circumstances exist (more information is available via the Travel Office);
  • Private travel associated with Monash business should be minimised including duration and travel to other locations.

If you need to change your travel

If your booking includes travel to or transit through the Middle East, you must make changes while restrictions are in place.

What you need to do

  • Review your itinerary carefully, including stopovers and code-share flights.
  • Contact your airline or FCM travel at monash@fcmtravel.com.au to assess options.
  • Rebook or reroute to avoid Middle East transit hubs.
  • Book alternative routes via Asia, the Americas, or direct services.
  • Retain all documentation (receipts, confirmations, correspondence).
  • Seek refunds or credits from your airline where eligible.
  • Submit an insurance claim only after airline options are exhausted.

Rebooking and restricted locations

  • Rebooking that requires a new ticket must be supported by a new NuTrip request and approval
  • Travel through restricted locations may:
    • invalidate insurance coverage
    • limit Monash’s ability to provide assistance.

Essential travel

Travel must be assessed as essential before approval is granted.

  • Assessment criteria

    Essential travel is travel that is demonstrably necessary to fulfil the University’s legal, contractual, or core operational obligations, and where the activity cannot be effectively delivered through alternative means.

Travel is likely to be essential where it:

  • is required under legal agreements, funding conditions, or partnership obligations
  • is time-sensitive and cannot be deferred or delivered remotely
  • supports critical teaching, research, or operational activities
  • is necessary to ensure student safety, welfare, or continuity of operations.

Travel is not considered essential where it:

  • is discretionary or primarily for networking or professional development
  • can be postponed or conducted virtually.

Examples of essential travel

  • Time-bound fieldwork or data collection critical to research outcomes
  • Participation in clinical, laboratory, or industry-based research requiring physical presence
  • Delivery of teaching commitments under formal agreements
  • Supervision of students on placements, field trips, or study tours
  • Conferences and collaborations are generally considered “essential”, for example if you are a presenter and/or it is tied to a funding commitment
  • Attendance at critical meetings with partners, funders, or governing bodies
  • Travel supporting strategic initiatives, negotiations, or due diligence
  • Participation in major institutional or government engagements
  • Recruitment or partnership activities aligned to approved strategic priorities

Booking requirements

  • All international travel must be booked via FCM Travel or Sunway Travel (for Monash Malaysia) (unless an approved exception applies)
  • This ensures:
    • 24/7 traveller support
    • access to refunds and rebooking assistance
    • visibility of staff location for duty of care
    • access to negotiated corporate rates.

Travel agent service fees are centrally funded and not charged to business units.

Travel insurance and financial considerations

  • Monash travel insurance applies to DFAT Level 1 and 2 destinations only
  • It does not cover travel to Level 3 or 4 destinations, unless assessed by the Associate Director, Travel Risk and Safety.
  • For bookings made after 2 March 2026:
    • Claims related to this disruption may be limited
    • Claims are assessed case-by-case
    • You must first seek refunds from airlines

You may need to:

  • pay upfront for alternative flights
  • seek reimbursement later through airlines or insurance

Support and advice

Travel Safety Basics

For travel safety tips, register for a Travel Safety Basics webinar.