• Section 1 -  Executive Summary
• Section 2 - Purpose
• Section 3 - Scope
• Section 4 - Audience
• Section 5 - Principles
• Section 6 - Travel Procedure
• Section 7 - Compliance
• Section 8 - Definitions

Section 1 -  Executive Summary

(1) This Policy and the associated Travel Procedure empower University travellers to use careful judgement and due diligence to achieve an appropriate balance between operational effectiveness, safety, security, and cost when booking and undertaking travel for University business.  

(2) Compliance with this Policy and its associated Procedure will ensure the University of Newcastle (University) can fulfil its duty of care for University travellers. 

(3) Use of the word ‘must’ in this Policy and the associated Procedure requires strict compliance. Use of the word ‘should’ allows the exercise of discretion where operational needs or circumstances require an alternative approach. Any alternative approach must be in accordance with the principles in Section 5 of this Policy and will be subject to approval in accordance with Section 9 of the Travel Procedure. 

(4) At their discretion and as necessary the Executive Leadership Team may enact restrictions on travel because of financial, national interest, or other risks. 

(5) Refer to the ‘Definitions’ section for the meaning of defined terms. 

Section 2 - Purpose

(6) This Policy establishes the principles for decision making relating to travel for official University business and is designed to ensure that the University: 

1. fulfils its duty of care to University travellers.  
2. manages risks including, but not limited to, those in relation to national security; 
3. makes the most efficient use of its administrative resources in the travel booking and expense management process; and 
4. maintains accurate records for all travel approvals and travel related expenditure. 

Section 3 - Scope

(7) This Policy applies to domestic travel and international travel arrangements by University travellers on approved University business, regardless of the source of funds, the duration, or purpose of travel.

(8) Trips longer than 180 days in duration are treated as an exception in the Travel Procedure due to additional considerations required for trips of this length, however, this Policy and Procedure still apply. 

(9) This Policy does not apply to the following travel activity: 

1. University staff travelling for purposes other than University business and utilising resources other than University administered resources;
2. students travelling for purposes met by the Outbound Global Experience Procedure, who are fully funding the travel from personal resources, including scholarships or stipends provided by the University but for which the student has full discretion over how the funds are applied, unless directed in the Outbound Global Experience Procedure; 
3. University guests or affiliates travelling on University business where funding for travel is provided from funds that are not managed or otherwise administered by the University and the University is not responsible for the health, safety or wellbeing of the traveller; or 
4. living costs for University staff moving to an alternative designated location of work. For example, a Callaghan employee seconded to the Singapore campus for a 3 month period.

(10) University Council (Council) members must refer to the Reimbursement of Council Members Expenses in the first instance, and if an item is not covered in that policy, then the provisions of this policy applies. 

(11) Where the travel is funded by the University, students who are also employees of the University are considered employees for the purposes of this Policy and its associated Procedure. 

Section 4 - Audience

(12) This Policy must be read and understood by all University travellers, approvers, and travel arrangers. 

(13) The associated Travel Procedure must be read and understood by all travellers except for those travelling under the Outbound Global Experience Procedure.

(14) Students, travel arrangers, and approvers administering travel as part of an Outbound Global Experience must read and understand the Outbound Global Experience Procedure.

Section 5 - Principles

(15) All University travel must comply with the following travel policy principles:

(16) For staff, the University will pay or reimburse travel expenses incurred while efficiently and economically fulfilling approved University business, including costs associated with: 

1. maintaining the health and safety of the University traveller;
2. providing reasonable transport, sustenance, and shelter for the traveller;
3. facilitating equitable participation in business activities by staff with carer responsibilities;
4. complying with legislative and regulatory obligations; and 
5. booking, paying for, and acquitting travel related activity. 

(17) For University travellers who are not employees, the extent of reimbursement for the above costs will depend on the agreement between the University and the University traveller at the time the trip is approved. Any agreement to reimburse expenses must be in writing and signed by an appropriate delegate. 

(18) All travel must be pre-approved by an approver in accordance with the Travel Procedure and its associated documents (see Associated Documents). University travellers must not, under any circumstances, authorise their own travel. 

(19) Staff must ensure that the receipt of third-party funding or benefits for University travel is in accordance with the Conflict of Interest Policy and Conflict of Interest Procedure, where relevant.

Section 6 - Travel Procedure

(20) The Travel Procedure forms part of this Policy and should be read in conjunction with this document.  

Section 7 - Compliance

(21) Staff, students and guests failing to comply with the requirements of the Travel Policy and its related documents may be subject to the following actions: 

1. reimbursement to the University for costs deemed not to be economical, or essential to achieving the University's objectives;
2. reimbursement to the University of any Fringe Benefits Tax or other costs including but not limited to penalties, interest, third party advice and tax charges;
3. suspension or cancellation of corporate cards in accordance with the Purchasing, Companion Card and Petty Cash Policy;
4. suspension or cancellation of proposed and/or future University travel; 
5. disciplinary action in accordance with the relevant Enterprise Agreement or employment contract for employees, or the Student Conduct Rule for students; and/or 
6. where failure to comply with this Policy and its associated Procedure results in non-compliance with domestic or foreign laws, significant penalties including imprisonment may be imposed by the relevant authorities on individual travellers. 

Section 8 - Definitions

(22) In the context of this document and its related Travel Procedure: