Travel Planning Procedure
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Purpose
These procedures are to be read in conjunction with the various Travel associated polices and relate to the processes to be followed concerning the booking of air travel, accommodation, rental cars and other methods of transport for University of Otago staff.
Specific information regarding the University’s approved suppliers can be found here.
Theses procedures aim to achieve a cost and time effective way of University of Otago staff arranging travel.
Definitions
- Approved Supplier - University appointed supplier
- Domestic Air Travel - Travel within New Zealand, Australia and the Pacific Islands
- MTA - University appointed Mandatory Travel Agent
- Purchasing Card - University issued Purchase Card
Policy Content
Domestic Air Travel Bookings
Staff have two options for booking domestic travel:
- Using an MTA. Bookings must be made quoting a University Purchase Order (Manual, Finance One or MarketSite) or
- Direct, online. Bookings must be made via the travel providers TravelCard or by using a Purchasing Card (whichever is appropriate).
International Air Travel Bookings
All International Air Travel must be booked using an MTA. MTA’s will provide staff with up to three travel options to maximise savings and suit the requirements of the traveller.
MTA’s will provide a written quote for the cost of the travel along with confirmation of other travel options and costs that have been investigated for the staff member to consider. Commission Fees charged will be invoiced separately.
Staff must book all international air travel by quoting a University Purchase Order (Manual, Finance One or MarketSite).
Private Travel
Where private travel is undertaken in conjunction with travel on University business (or where family members accompany staff on University business), the private part of the air travel and/or accommodation must be disclosed at the time the reservation is made and will be charged separately by the MTA.
Private travel or related costs are not to be charged to the University. This includes the charging of private travel costs to the University on a cost recovery basis. Any variation to this instruction requires the prior approval of the Director, Financial Services.
Internal Travel Bookings When Overseas
For instances where overseas domestic travel has not been previously arranged via the MTA, Staff are able to book direct on-line within the visiting country using a Purchasing Card.
Travel Insurance
All persons travelling internationally (including Australia and the Pacific Islands) on official University business must have approved travel insurance co-ordinated via the University’s travel Insurance Officer.
Rental Car Bookings
Bookings for rental cars can be made by either:
- Providing a University Purchase Order (Manual, Finance One or MarketSite) or
- Using a Purchasing Card
Road or Rail Bookings
University staff members needing to travel by road or rail should identify and select "best fare of the day".
Bookings for road or rail travel must be made by either:
- Using an Approved Supplier and quoting either a University Purchase Order (Manual, Finance One or MarketSite) or
- A Purchasing Card.
Other Ground Transport Bookings
Staff booking other transport options must select using the best available pricing on the day.
Bookings for other road or rail transport can be made by either:
- Using an appropriate supplier using a Purchasing Card or
- Using an MTA. Bookings must be made quoting a University Purchase Order (Manual, Finance One or MarketSite)
Accommodation Bookings
Staff have three options for booking Accommodation:
- Book using an MTA or
- Book direct with the a University Preferred Domestic Hotel Provider or
- Book online using a reservation service
Related Policies, Procedures and Forms
- Travel Club Memberships Policy
- Travel Risk Policy
- Travel and Related Costs Policy
- Approved Suppliers