Find the information you need if you’re travelling either domestically or internationally for University business.

Travelling for work

Find the information you need if you're travelling either domestically or internationally for University business.

  1. Read the Travel Policy and Travel Procedure.
  2. Read the travel quick reference guide (PDF, 3MB) so you are familiar with UoN travel requirements.
  3. Login to the travel portal to gain approval from your supervisor, obtain a requisition number, and plan your trip.
  4. Login to our eTravel online booking tool (Amadeus) and book your flights only (you'll be directed through to this from the travel portal). You can pay this with a UoN purchasing card.
  5. Book your accommodation, car hire, etc. separately from the eTravel online booking tool (Amadeus). We suggest using one of our preferred travel management companies.

Resources

See the following travel information for more details:

  1. Read the Travel Policy and Travel Procedure.
  2. Read the travel quick reference guide (PDF, 3MB) so you are familiar with UoN travel requirements.
  3. Login to the travel portal to gain approval from your supervisor, obtain a requisition number, and plan your trip.
  4. Either yourself or a travel arranger in your Faculty, School or Division can liaise with our preferred travel management companies to book your flights, accommodation, car hire, etc.

Resources

See the following travel information for more details:

You can be reimbursed through Spendvision for business related travel expenses if you need to travel for work. You can apply for a range of University credit cards for you to use for business expenses.

All expenses incurred on these UoN cards need to be fully cleared within a month from when you return from your travels. If you booked your trip with a travel arranger at the University, they can clear these expenses in Spendvision for you. Make sure you keep all receipts, tickets, boarding passes, etc from your travels.


Resources

Please also see the following policy, procedures and documents for more detailed information on travel expenses and credit cards:

Travel diary

If you're on domestic or international business travel for more than five days, please complete a travel diary (XLS, 121KB) and send your completed diary to the Taxation Unit

To comply with the Australian Taxation Office's Fringe Benefits Tax regulations, you'll also need to include any non-business related travel as part of your trip.

See the Travel Procedure and Fringe Benefits Tax for more information.

Travel insurance

See details on our travel insurance for your business-related travel.

Travel to high risk locations

If you need to travel to high-risk locations for work, please complete the travel clearance for high risk locations form (PDF, 39KB) and apply for approval with your Pro Vice-Chancellor or Deputy Vice-Chancellor in your Faculty or Division.

Please also see the International SOS and Smartraveller for international travel details and alerts and to check if your destination is classified as a high risk location.

Please see our list of preferred travel management companies for you to book your business related travel.

STA Travel

Shortland Union Building, Callaghan Campus
Monday to Friday, 9am - 5pm
E: newcastleedu@statravel.com.au
T: 4921 6008
Store Manager: Jessie Woods
E: bsm.newcastle@statravel.com.au

After hours emergency service
Within Australia: 1300 674 611
Outside Australia: +61 3 9097 0904
Please note that fees will apply to after hours emergency contact. 

Hunter Travel Group / Helloworld

144 Hannell Street, Wickham, NSW
Monday to Friday, 8am - 6pm
E: uon@htg.com.au
T: 4940 2244 (Corporate Travel) or 4940 2222 (General Enquiries)
F: 4940 2230
Note: Travelworld on King St is not part of the Hunter Travel Group/Helloworld.

Qantas Business Travel

QBT Online Fulfilment Office
Level 10, 313 Adelaide Street
Brisbane QLD 4000
Available 24/7
E: qbtnswvip2@qantas.com.au
T: 1300 361 757
F: 9691 5209

We have agreements with a range of hotels which provide negotiated room rates for you to stay in for business purposes.

See our travel checklist to help you get organised for your work related travel.

Before you go

  • Be familiar with the Travel Policy, Travel Procedure, and travel insurance information.
  • Get pre-approval from your supervisor through the travel portal.
  • Arrange travel through the eTravel online booking tool (Amadeus) for domestic travel, or through a travel management company for international travel.
  • Check Smartraveller for advice or warnings for your destination.
  • Arrange a purchasing card through Spendvision.
  • Ensure your passport has at least six months validity, and make copies of important documents.
  • Apply for any visas if applicable and be familiar with your travel insurance details.
  • If you're a teaching staff member, arrange for your teaching, exams and admin duties are covered while you're away.
  • If you need to post any course materials, mail these to your destination four to six weeks in advance.
  • Give your supervisor a copy of your itinerary.

While you're away

  • Keep all receipts, tickets and boarding passes to clear these as business related expenses in Spendvision for when you return.
  • Keep your travel diary up to date.
  • Familiarise yourself with how you'll manage the currency and payments in your host country.

When you return

  • Make your reimbursements through Spendvision and ensure supporting documentation is provided with all claims.
  • Submit your completed travel diary (XLS, 121KB) to the Taxation Unit.
  • If you're a teaching staff member, record the number of actual teaching days you've completed if this applies to you.

If a UoN vehicle isn't available and you need to use your own personal car for work-related travel, you can be reimbursed one of the following ways:

  • You can be reimbursed at the Australian Tax Office when you lodge your tax return. This rate can change from one financial year to the next.
  • You can also submit a reimbursement claim through Spendvision. You'll be reimbursed at the same rate as the ATO.  

If you are using your private car for work-related travel, this needs to be pre-approved by your PVC or DVC and complete the private vehicle log sheet (PDF, 65KB).

See the Private Vehicle Use Procedure for more details.