Travel policy and registration

Travel policy and procedures

As you prepare to travel, ensure you understand the relevant elements of the travel policy suite. It includes practical advice for all types of travel and requirements to obtain approval to travel. You will also need to complete OHS risk management processes depending on what type of activity you are doing (e.g. fieldwork, group travel, high risk activities etc.). A summary of key points relating to travel risk and safety are below:

Read the policy;
- applies to all Monash University staff and students undertaking University-related travel (all campuses);
- risks must be identified and appropriately managed, with priority given to the safety, health and wellbeing of the traveller to enable the University to fulfil its duty of care obligations;
- details who can approve travel by group;
- required assessments for high risk travel.
Read the procedure;
- Submit travel request through the approved system, NuTrip;
- Chief Operating Officer has ultimate authority to approve staff travel;
- The assessment of the Associate Director Travel Risk and Safety must be considered when reviewing travel requests.
Read the procedure;
- Must register and obtain approval for travel;
- Approval is contingent upon completion of pre-departure training and appropriate risk management;
- While on travel, students must adhere to all Monash policies and procedures relating to student conduct;
- Monash can rescind travel approval for students posing a risk to themselves and others.
Read the procedure;
- Defining roles such as Activity Leader and Activity Approver;
- Training requirements;
- Risk assessments and ratios;
- Managing incidents, including discharging students.

Travel registration and approval

Travel registration is required for travellers to access resources like global assistance and insurance, security advice, and destination risk intelligence. Obtaining approval by your supervisor, Abroad and/or Dean (for example) is essential in sharing the risks and giving confidence to the trip plan. Some types of travel such as high-risk travel may require higher levels of review or approval which is triggered by your registration.

- Information on travel approval systems, booking policies and financial considerations are available on the Travel Page;
- All staff trips must be registered in NuTrip which includes:
  - Domestic (overnight) and international;
  - Any funding type (Monash, external, self etc);
  - Any booking type (Monash’s preferred travel management company or externally booked)
- Travel bookings made via FCM Travel (Monash’s preferred travel management company) require a NuTrip number to confirm the booking;
  - Includes bookings made via FCM Travel on behalf of external travellers (non-staff or students)
  - FCM Travel will contact you about your booking once your NuTrip travel request has been approved by your supervisor (or head of unit, depending on travel type).
- International travel is enabled through participation in an approved student mobility program through Monash Abroad. Students must register and complete all requirements stipulated by Monash Abroad (curricular and co-curricular).
  - The application process for an overseas program can occur 6 - 18 months before travel.
  - Extracurricular travel processes and systems are managed by Performance, Representation & Engagement Programs (PREP) who support off-campus student activities.
- Domestic travel (overnight) is enabled through participation in an opportunity available through your faculty.
  - Extracurricular travel (including camps) processes and systems are managed by Performance, Representation & Engagement Programs (PREP) who support off-campus student activities.
- International and domestic travel is assessed and approved via the Monash Graduate Research Office study away application.
  - Your travel and risk management strategies must be discussed with your supervisor.
- You are a travel approver if you are:
  - a Monash Abroad coordinator/manager;
  - an MGRO candidature staff member;
  - a supervisor of staff who travel;
  - a supervisor of HDR students;
  - Head of a unit (Dean or delegate, Portfolio-head);
- As travel approvers, you must:
  - promote a culture that prioritises travel safety including sufficient planning times for approval (e.g. at least 6 weeks before departure);
  - actively review travel plans to ensure they comply with the travel policy suite;
  - collaborate on risk management plans and ensure they comply with OHS policies;
  - be prepared to reject or defer travel that is non-compliant or where risk levels are too high;
  - develop communications and contingency plans for trips with your travellers;
  - Notify Global 24 and Travel Risk and Safety of incidents that occur on travel;
  - Review DFAT Smartraveller when assessing the travel request.

Travel policy and registration

Travel policy and procedures

Travel registration and approval

Other resources