Travel restrictions due to the COVID‑19 situation
The Senior Leadership Team (SLT) has agreed on a range of initiatives to further streamline the travel bookings process, beginning 14 June 2021. This Policy/Procedure should be read in conjunction with the memo issued by SLT.
The University has access to a number of online booking tools (OBT) to provide staff with an inexpensive options for creating bookings for both domestic and short haul air travel and ground transport.
These booking facilities are available to registered University Travellers and Travel Co-ordinators and will allow for the booking of travel for themselves or on behalf of others.
University Travellers and Travel Co-Ordinators are free to decide which OBT they use.
Booking tool information
AirBnb for Work
University departments can book Airbnb properties through ‘Airbnb for Work’ Program for work trips. Please refer to clause 5 of the Travel Planning Procedure prior to booking.
Access to Airbnb for Work requires an Airbnb account which links to the traveller’s University email address. Select your choice of ‘Airbnb for Work’ listing and send to University’s Travel Agents consultants for booking. All bookings must be processed through University’s Travel Agents.
| Log in to OBT website | airbnb.com/d/universityofotago |
| User guide | Airbnb for Work Traveller Guide (PDF) |
| Booking guideline | Booking Guidelines (PDF) |
Avis Car Rental
Avis cars should be booked via one of the University travel agents: Orbit or Brooker. There are special rates for staff to personally hire vehicles, these can be found on the contract information page linked below.
| Contract information | https://www.otago.ac.nz/financialservices/reference/procure/suppliers/otago840267.html |
| Avis contact | Book online: Customer support |
Brooker Travel (MTA)
Brooker travel utilise Serko online. This OBT is provided under agreement with Helloworld Travel for domestic and short-haul travel. This booking facility is available to registered University Travellers and Travel Co-ordinators and will allow for the booking of travel for themselves or on behalf of others.
| Log in to OBT website | https://helloworldforbusiness.serko.travel/sso/saml/authrequest/BRKUNIVER |
| Register as a user | Hello World user registration form (XLSX) |
| Travel training (Travellers) | Zoom recording on YouTube |
| Travel training (Arrangers) | Zoom recording on YouTube |
| Brooker contacts | Grant Bokser Stephanie Hassall |
Orbit On-Line (MTA)
This OBT is available to registered University Travellers and Travel Co-ordinators and will allow for the booking of travel for themselves or on behalf of others.
| Log in OBT website: | orbitonline.serko.travel/sso/saml/authrequest/608 |
| Register as a user | Orbit Traveller and/or Travel Arranger Registration Form (XLSX) |
| Orbit Online Handy Hints Guide | Download the Orbit Handy Hints Guide (PDF) |
| Orbit travel training (Travellers) | Zoom recording on YouTube |
| Orbit travel training (Arrangers) | Zoom recording on YouTube |
| Orbit contacts (Dunedin) | General enquiries Email dunedinbookings@orbit.co.nz |
Supershuttle
| Log in or register as a user | https://www.supershuttle.co.nz/ |
| Instructions for use | University of Otago Quick Book User Guide (PDF) |
| SuperShuttle contacts | Rose Silby All bookings and enquiries |
Dunedin Taxis
The Dunedin Taxis OBT allows you to book travel for Dunedin with the certainty that you will receive discounted travel and a fixed rate for trips to and from Dunedin airport. The preferred method of payment is the TaxiCharge card as it can be used with the Blue Bubble Taxis Group nationally. Please refer to clause 8 of the Travel and Travel Related Costs Policy regarding transport to and from your local airport.
| Log in to OBT website | www.bluebubbletaxis.co.nz. Click on the option to “Book a Taxi”, select “Dunedin” and fill out the details. In the MSG box please write a message stating that this is a University booking along with your GL or PL code. This will ensure you are charged the correct rate. |
| Contract information | otago.ac.nz/financialservices/reference/procure/suppliers/otago037195.html |
| Dunedin Taxi contact | Email admin@dunedintaxis.co.nz |
| E-Taxi voucher admin login |
Hertz
The Hertz OBT allows you to book vehicles at any national location. There are special rates for staff to personally hire vehicles.
| Contract information | otago.ac.nz/financialservices/reference/procure/suppliers/otago076410.html |
| Hertz contacts | Hertz |
Ezi Car Rental (formerly Thrifty)
The Ezi Car Rental OBT allows you to book vehicles at any national location. There are special rates for visiting academics and for staff to personally hire vehicles.
| Contract information | https://www.otago.ac.nz/financialservices/reference/procure/suppliers/otago037206.html |
| Ezi Car Rental contact | Email reservations bookings@ezicarrental.co.nz |
