The Vice-Chancellor has sent a message to staff outlining plans to mitigate the financial impacts of COVID-19, and one of those is to reduce domestic and international travel for the remainder of 2020. To facilitate these savings target, and to reduce the likelihood of staff spending time booking travel which may need to be cancelled the following arrangements will be in place until further notice.
- All travel will need to be approved by the relevant member of VCAG prior to any engagement with travel agents
- We will limit the number of staff contacting the travel agents and make sure travel agents only accept bookings from authorised staff
- The Air NZ online booking portal will remain closed along with the portal for booking travel insurance
For Academic Divisions where the University has rolled out the OurDrive travel and conference approval form, this is to be used all travel.
For Service Divisions, or where the OurDrive travel and conference form has not been rolled out, approval is to be provided by email and attached to the purchasing smart form.
Staff completing travel and conference approval requests should use the AirNZ public website to get indicative costs before submitting the request for approval rather than asking travel agents for quotes.
Once travel is approved the traveller (or their administrator) should raise a request for a purchase order via the existing purchasing smart form. Once the Supply Chain team have the request, they will check approvals are in place as per the current process and then contact the travel agent to confirm the travel costs, generate a purchase order and book the travel on behalf of the traveller. We have provided the travel agents with a list of Supply Chain staff authorised to book travel on behalf of University staff.
Sharon Van Turnhout
Chief Financial Officer
Arranging University-related travel must be conducted through approved channels. Special supplier contracts have been negotiated to ensure the most cost effective options for the University.
The University has developed several travel related policies and procedures to assist you with your travel arrangements. You should familiarise yourself with these documents prior to booking your domestic or international air flights, accommodation, taxis/shuttles, arranging a rental car, or travel insurance.
Organising travel information
- Travel and Related Costs Policy
- Travel Planning Procedure
- Insurance Procedure
- Travel insurance: Book online
- Online Booking Tools