Student Travel

The ANU recognises the need for some students to undertake travel as part of their studies and it is a University requirement that all students complete and obtain approval of relevant travel forms prior to departure.

The 'Approval to Travel' form is mandatory and without a completed and approved travel form, students are not covered by insurance and are ineligible to book travel. All completed and approved travel forms must be forwarded to CASS Business Office prior to departure.

Travel Procedure Summary

• On determination of a need to travel for study purposes, complete Approval to Travel form and obtain delegate signature. Keep a copy for your records and to include with the Travel Acquittal form on your return
• Book your travel
• If you are travelling internationally,we recommend that you register with DFAT
• Where you are applying for an advance or per diem, complete relevant forms and obtain delegate signature
• Submit all forms to CASS Business Office prior to departure

For information on the following:

• Domestic Tavel
• International Tavel
• Travel Insurance
• Travel Payments
• Reimbursement
• Scholarships/Travel Grants
• Advance
• Medical Issues
• Links to Travel forms and ANU Policies and Guidelines
• Approval to Travel - Delegations

Before leaving, update your address and contact information on ISIS and make sure the graduate administrator in your area has your contact details and copies of the relevant documents.

Keep in touch with your supervisor and graduate administrator on a regular basis and check your emails to keep informed of events and requirements.

ALL APPROVED TRAVEL FORMS AND SUPPORTING DOCUMENTATION MUST BE FORWARDED TO CASS BUSINESS OFFICE FOR PROCESSING

For international students who have OSHC in Australia (for all travel over one month's duration). Note that AusAID students must also see their ALO to ensure all necessary AusAID requirements are met. International students must reactivate their OSHA immediately after return from fieldwork.

Domestic

Complete Approval to Travel form and associated documentation and submit with graduate administrator in your area. The administrator will check all documentation and obtain approval from Head of School/Centre/Department prior to sending to CASS Business Office. This MUST be completed at least 14 days prior to departure.

International

All staff and students travelling on ANU business are advised that we now require you register your overseas travel details and itinerary with the Department of Foreign Affairs (DFAT) Smart Traveller Website. This should also include private travel taken in conjunction with ANU business travel. Staff and students should also consider registering when travelling privately (on holidays etc) as this system allows DFAT and Embassy staff to contact, check on health and/or organise the evacuation of Australian citizens when disasters, terrorist attacks, pandemics or other events require such a response.

We also urge you to subscribe to travel advisory updates from the Smart Traveller site as these will keep you informed of changes to the travel advisories for the countries you will be travelling. You can register for these email updates here.

Complete Approval to Travel form and associated documentation and submit with graduate administrator in your area. The administrator will check all documentation and obtain approval from Head of School/Centre/Department prior to sending to CASS Business Office. This MUST be completed at least 14 days prior to departure. It is a requirement of the College Dean that ALL students leave their contact details with their Supervisor so that they can be readily contacted if necessary – email addresses and a global roaming mobile phone number is preferred. We strongly advise that you register your international travel with DFAT prior to departure as well as monitor DFAT travel advisory for travel warnings. If travel is approved, the traveller must continue to monitor the DFAT travel advisory until departure and advise the appropriate delegate of any change in the relevant advisory status.

Where DFAT has issued a Category 4 or Category 5 travel advisory, students should complete the following additional forms and attach to the Approval to Travel form and forward to the relevant delegate's office at least 21 days prior to proposed departure date. Fully flexible tickets are essential for travel to Category 4 and 5 destinations – and a global roaming mobile phone number is also essential
• An approval for Travel to High Risk Destinations form in accordance with the ANU Policy
• A Travel Risk Assessment Form . For further information see ANU Procedures for Risk Assessment for Travel to High Risk Destinations

Travel Insurance

Students of the University who are conducting approved fieldwork and travel (in Australia or overseas) are covered by the University's Business Travel Insurance policy for a maximum of 365 days from the time of departure. If a student is undertaking fieldwork within Australia and incurs medical expenses, a claim must be submitted in the first instance to either Medicare and/or OHSC as appropriate. Students undertaking fieldwork for periods of greater than 365 days MUST arrange their own travel insurance cover for the additional time. This needs to be done prior to departure. The cost of this can be built in to Fieldwork Grant Applications.

Details of the ANU's Business Travel Insurance cover can be found at:

• ANU Business Travel Insurance and
• Student Abroad Brochure

Ensure you have a good understanding of the nature and extent of the insurance cover. Students travelling overseas should take with them an ACE Emergency Assistance Card – available through your graduate administrator or through the Insurance Office, x54257. In case of an emergency or need for assistance, call the relevant number on the card, reverse charges. All incidents that may lead to a claim should be reported promptly with supporting documentation. Any enquiries regarding the level of cover offered under the policy must be directed to the ANU Insurance Office insurance.office@anu.edu.au .

Students who are undertaking self-funded work-related travel, but wish to be covered by the University Business Travel Insurance need to complete Parts A and C of the Approval to Travel Form for Students, and Overseas Travel Declaration form.

Travel Payments

Travel payments are to be outlined within Part B of the Travel Approval form. A letter of approving grant must be attached to the Travel Approval form where applicable.

Reimbursement

Reimbursement is based upon the provision of a Student Expense Reimbursement form. The form should be completed and signed and then forwarded to the CASS Business Office with the receipts and a copy of the signed approval to travel form attached. Submission of the reimbursement form does not guarantee payment

Scholarship/Travel Grants

For full time students receiving a Scholarship/Travel grant, the Scholarship/Travel Grant Accounts Payable Voucher Request form must be completed and forwarded to the CASS Business Office with a copy of their signed Approval to Travel form and a copy of their letter approving the grant attached. The scholarship/grant payment request can be found here.

Advance

A travel advance is only available to students in special circumstances (when reimbursement or scholarship/travel grant is not possible) and must be approved by the budget unit delegate. Advances must be acquitted within 14 days of returning from travel. The Business Office can offer advice on how to do this. To receive an advance the completed request for advance form with a copy of the signed approval to travel form must be forwarded to the Business Office at least 5 days prior to the travel taking place. The advance payment request can be found here.

Medical Issues

Fieldwork injuries and illnesses are not unknown. Medical issues must be taken very seriously. You are advised to make an appointment with the University Health Service (6125 3598) or your own doctor to discuss all necessary vaccinations and other health measures (malaria prevention and implications of Avian Flu). Some courses of vaccination can take some time so act on this as early as possible.

Links to Travel forms and ANU Policies and Guidelines

Approval to Travel - Delegations

Delegations for Approval of travel are outlined in the below table. You must ensure that you have the correct signatory before submitting forms to CASS Business office.

Before leaving, update your address and contact information on ISIS and make sure the graduate administrator in your area has your contact details and copies of the relevant documents.

Keep in touch with your supervisor and graduate administrator on a regular basis and check your emails to keep informed of events and requirements.

ALL APPROVED TRAVEL FORMS AND SUPPORTING DOCUMENTATION MUST BE FORWARDED TO CASS BUSINESS OFFICE FOR PROCESSING

For international students who have OSHC in Australia (for all travel over one month's duration). Note that AusAID students must also see their ALO to ensure all necessary AusAID requirements are met. International students must reactivate their OSHA immediately after return from fieldwork.