Travel Policy

1. The purpose of our policy 

Our policy sets out the principles under which Adelaide University travel is planned, approved, undertaken and reported. It supports our strategic priorities and ensures travel is safe, justifiable, financially responsible and environmentally conscious.

Our policy provides authority to maintain related travel procedures.

2. Who our policy applies to 

Our policy applies to all Adelaide University travellers undertaking domestic or international travel on behalf of Adelaide University or for university-related activities. All travel must be approved in line with the relevant procedure. 

3. Our travel principles

Our travel must be:

• Essential: Travel must have a legitimate purpose that is proportionate to the cost and benefits of the activity. This includes travel that supports academic, professional, research, partnership, or development goals where alternatives are unsuitable.
• Approved: Travel must be approved in accordance with the relevant procedure and before any bookings are made, noting that the method of approval may vary depending on the travel type.
• Safe: University traveller safety is paramount. We will take all reasonable steps to uphold our duty of care and expect university travellers to comply with relevant policies, legal obligations and guidance, including sanctions and export control laws. Where required, a risk assessment must be completed to determine the level of risk. Travel that is assessed as high-risk travel is subject to additional approval and mitigation requirements, as outlined in the High-Risk Travel Procedure.
• Responsible and ethical: Travel funds must be used economically, delivering value for money and reflecting community standards.
• Sustainable: We are committed to minimising the environmental impact of university-related travel and prioritising travel options that align with the [Sustainability Strategy] and University guidance on emissions and resource efficiency.
• Accountable and respectful: University travellers are expected to act with integrity and comply with legal, cultural, and professional expectations when representing the university abroad or domestically.
• Compliant: Where travel is paid for directly by Adelaide University, including through bookings or reimbursements, staff must comply with the [Financial Management Policy] and related procedures. All travellers must also comply with the relevant travel procedures. Where travel funds are paid directly to travellers, they must follow any conditions linked to their funding source, provided these align with Adelaide University Policy and associated legislation.

4. Responsibilities under this policy

• Travellers must follow the relevant approval processes and meet the requirements outlined in the procedures that apply to their traveller category.
• Approvers must ensure that travel is necessary, risk has been assessed, appropriate funding is available, and the travel aligns with this policy.
• Non-compliance with this policy may lead to disciplinary action or refusal of reimbursement. Expenses already paid by the Adelaide University may be recovered from the Traveller.

5. Incidents and Emergency Response

In the event of an incident or emergency the University may initiate an emergency response as detailed in our High-Risk Travel Procedure.

6. Definitions used in our policy

Please refer to our Adelaide University glossary for a full list of our definitions.

High-Risk Travel means travel to destinations assessed by the university as carrying elevated personal or institutional risk. This includes locations rated ‘Do Not Travel’ or ‘Reconsider Your Need to Travel’ by the Australian Government, or as otherwise determined under the High-Risk Travel Procedure.

A student is a person enrolled in an Enabling Program, award or non-award coursework study, a research program, or a short course or microcredential at Adelaide University. 

Travel means a trip of 50 km or more, or where an overnight stay is required.

Adelaide University traveller means any person undertaking approved travel for Adelaide University purposes, including staff, students, affiliates, and visitors.

7. How our policy is governed

Our policy is categorised, approved and owned in line with the governance structure of Adelaide University, and the offices and officers listed below.

8. Documents related to our policy 

9. History of changes 

At the time of writing, Adelaide University’s organisational structure, position titles, and committee names have not been confirmed. Square brackets [ ] indicate placeholders for these details. Brackets are also used to identify policy elements that are subject to further decision-making or confirmation. These will be updated once final decisions are made.