Travel policy

Purpose

To provide a framework for travel undertaken by RMIT travelers that maximises traveler safety, minimises risk and cost to the University, and fulfils RMIT’s duty of care.

Scope and exceptions

This policy applies to all RMIT travellers.

This policy excludes intra-state travel that is less than 50kms from the travellers' normal residence or workplace.

Policy provisions

Approval for RMIT-funded travel

1. Travel is approved in accordance with the University’s Financial Delegations.

2. RMIT will not pay for private travel.

3. RMIT will not pay for travel that has not been approved.  

4. Only VCE members may approve their own travel arrangements.

5. RMIT travellers and travel approvers are required to check the ISOS website at the time of booking and again prior to travel to establish whether there are any travel advisories or warnings that apply.

Travel bookings for RMIT Melbourne

6. Travel quotations and bookings must follow the process established by the Deputy Director, Strategic Sourcing and Procurement.

7. Travel quotations and bookings must be made through the contracted Travel Management Company (TMC) and approved via the RMIT Travel Portal (RTP), except where there is a necessary contractual obligation to use an alternate supplier or the airline requires direct purchase by credit card.

8. RMIT Melbourne staff must have their booking confirmation approved for all international and domestic travel prior to the booking being ticketed.

Travel bookings for RMIT Training

9. Travel bookings and approvals must follow the process established by the Chief Executive Officer.

Travel bookings for RMIT Vietnam

10. Travel bookings must follow the process established by the RMIT Vietnam Director, Finance.

Travel bookings for RMIT Europe

11. Travel bookings must follow the process approved by the RMIT Europe Senior Manager, Planning & Resources.

High-risk travel

12. RMIT travelers are under no obligation to undertake any international travel that conflicts with ISOS advice.

13. All approval of travel to high-risk destinations is set out in the travel risk matrix approved by the Deputy Director Strategic Sourcing and Procurement.

14. The Chief Operating Officer may ban travel to high risk countries/regions and may, where the safety of travellers is at risk, require travellers to return home.

Class of Travel

15. The lowest cost fare available on the day is booked that reasonably meets travel requirements.

16. Travellers are required to select airlines rated 5 and above against the safety rating criteria from Airline Ratings.

17. The following rules for class of travel for RMIT Melbourne, RMIT Training and RMIT Europe staff and RMIT-funded student travel apply:

Business class

Economy class

Vice Chancellor

All travel

Executive staff (including Council)

All international flights and domestic flights > 4 hours

Domestic flights < 4 hours

All other staff

All flights

All students on RMIT-funded travel

All flights

17.1 For RMIT Europe staff, all travel within Europe is considered to be domestic.

17.2 “Executive staff” means E1 and above.

17.3 For RMIT Training, “Executive staff” means the Chief Executive Officer and members of the Leadership Team.

17.4 For RMIT Training, “approving manager” means the Chief Executive Officer.

18. The following rules for class of travel for RMIT Vietnam staff and RMIT Vietnam-funded student travel apply:

Business class

Economy class

Executive staff

All flights > 6 hours once approved revenue targets have been met

In all other circumstances

All other staff

All flights

All students on RMIT-funded travel

All flights

19. Where staff from different campuses or entities travel together, the rules for class of travel for Melbourne staff apply. Costs are borne by the travelling staff member’s cost centre.  

20. Any upgrades will be paid for from personal funds. The traveller is personally accountable for the settlement of balance of expenditure not funded by RMIT resulting from an upgrade.

Travel insurance

21. RMIT University holds a Corporate Travel Insurance Policy. For further information on traveller eligibility, coverage and making a claim, please refer to RMIT’s corporate travel insurance policy.

Student travel

22. Where student travel is funded by RMIT, the provisions for staff booking travel apply.

23. Students travelling as part of the RMIT program of study must:

23.1 Register their travel with Global Mobility via Mobi; and

23.2 Provide itinerary details to ISOS via the process established by Global Mobility.

24. Where group travel is a requirement of a student’s program, RMIT will arrange the travel booking, but the student is responsible for ensuring they have:

24.1. Visas (if required);

24.2. Additional travel insurance (if necessary); and

24.3. Immunizations (if required).

25. In all other circumstances, the student is responsible for:

25.1. Booking their own travel;

25.2. Ensuring they have visas (if required);

25.3. Purchasing additional travel insurance (if necessary) in addition to the base level of insurance that the University will provide from 2017; and

25.4. Obtaining immunizations (if required).

26. Students must not book flights on the excluded airlines list.

Travel diary requirement for staff

27. Where travel exceeds 5 days, staff must keep a travel diary.

28. The travel diary must be submitted for approval within 28 days of completion of the travel.

Travel expenses

29. Staff without corporate credit cards may apply for a per diem via the Per Diem Payment Request form (XLSX 53kb 5p)

29.1. The use of per diems must follow the per diem guidelines established by the Deputy Director Strategic Sourcing and Procurement. 

30. Reimbursements will be made for business-related expenses on presentation of evidence of transactions. This includes all required immunisations.

31. RMIT bears the expense of regulatory traveller documents (excluding passports, unless approved by a VCE member).

32. RMIT will not fund airline frequent flyer program memberships or memberships to airline clubs except in the case of contractual agreements to the contrary.

33. RMIT will fund suitable and safe accommodation, close to the place of work that provides value for money.

Travel expenses for RMIT Melbourne

34. RMIT Melbourne travellers requiring international roaming services on an RMIT Melbourne mobile device must complete the Mobile – International Travel Request form 5 days prior to departure. International roaming packs are temporary and must be requested, approved and applied each time of travel.  

35. Car hire must be booked with one of the approved suppliers on the list maintained by the Deputy Director, Strategic Sourcing and Procurement.

36. RMIT travellers must use the TMC to book accommodation unless:

36.1. accommodation is funded by an external party

36.2. conference or hosts can provide pre-negotiated rates for accommodation close to or at the destination.

37. Where accommodation is not booked through the TMC, the accommodation details must be recorded in the RTP and with International SOS.

38. When a conference organiser provides pre-negotiated rates for accommodation close to or at the venue the traveller may use an RMIT travel arranger to book that accommodation. The travel arranger must advise the RMIT TMC and record the accommodation details in the RTP and International SOS.

Travel expenses for RMIT Training

39. RMIT Training travellers must follow the process established by the Chief Executive Officer for matters relating to their travel related expenses.

Associated personal travel and accompanying spouse, partner and dependant travel

40. Private travel is permitted in conjunction with RMIT-required travel.

41. An accompanying spouse, partner or dependent must cover their own costs.

42. Travelers may utilise the TMC for booking the personal or accompanying spouse, partner or dependent’s travel.

43. RMIT is not liable for any Fringe Benefits Tax (FBT) resulting from private travel.

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