1. The purpose of our procedure
This procedure supports implementation of the Travel Policy and outlines the requirements for staff, official visitors and affiliates undertaking Adelaide University-related travel. It ensures travel is approved, safe, and managed in line with our duty of care, financial accountability and operational needs.
Please read this procedure in conjunction with:
- Travel Policy
- High-Risk Travel Procedure
- [Business Expense Procedure]
- [Motor Vehicle Procedure]
- [Corporate Credit Card Procedure]
- [Adelaide University Sustainability Strategy]
Our procedure provides authority to maintain related travel protocols.
2. Who our procedure applies to
Our procedure applies to staff, official visitors and affiliates travelling for an Adelaide University activity, regardless of the funding source.
1.1 Inclusions
This procedure applies to:
- academic and professional staff
- casual staff
- titleholders and affiliates
- visitors, guests, and external collaborators whose travel is approved by Adelaide University
Travel must be approved in accordance with this procedure if it meets one of the following criteria:
- be related to an Adelaide University activity
- be fully or partially funded by Adelaide University
1.2 Exclusions
This procedure does not apply to:
- personal or recreational travel not associated with Adelaide University activities
- travel not approved or reimbursed by Adelaide University
- student travel (see the Student Travel Procedure)
- motor vehicle use unrelated to travel (see the [Motor Vehicle Procedure] and the Remuneration Procedure for salary sacrificed vehicles).
3. Our Staff and Visitor Travel Procedure
This procedure outlines what must be done before, during, and after travel. Further guidance and tools are provided where relevant.
3.1 Travel planning and approval
All travel must be approved before booking.
Domestic travel: Staff must obtain approval from their supervisor or line manager and provide relevant details, such as funding source and purpose of travel.
International travel: Staff must discuss their proposed travel with their supervisor or line manager prior to lodging a travel request in Adelaide University’s travel system. The request will then flow through to the appropriate authorised delegate for approval, in line with the Delegation Policy.
3.2 High risk travel
Travel to destinations that may be considered high risk must follow the High-Risk Travel Procedure, and Adelaide University travellers must complete the [High-Risk Travel Assessment form]. This includes locations subject to international sanctions, as identified by the Department of Foreign Affairs and Trade (DFAT) or listed as exclusions on Adelaide University [Travel insurance webpage].
3.3 Incidents and emergency response
Adelaide University’s emergency response provider classifies incidents using a four-level risk scale to help Adelaide University travellers understand the potential impact of emerging threats. These levels are detailed in our High-Risk Travel Procedure.
In the event of an incident or emergency, Adelaide University may initiate an emergency response as detailed in our High-Risk Travel Procedure.
3.4 Passports and visas
Travellers are responsible for ensuring they hold a valid passport with at least six months’ validity from their return date, as well as any required visas, re-entry permits or other travel documentation. Staff travelling on non-Australian passports must ensure they hold the appropriate residency and re-entry permissions.
Adelaide University will fund the cost of visas required for approved Adelaide University travel where these are purchased through, or on the advice of, Adelaide University’s designated travel provider.
3.5 Travel expenses and financial responsibilities
Where travellers are travelling for an Adelaide University activity, travellers must comply with the Financial Management Policy and [Business Expense Procedure].
Staff who hold an Adelaide University-issued corporate credit card must use it for travel-related expenses where practical. Reimbursement is only permitted under the [Business Expense Procedure] when use of a corporate credit card is not feasible. Cardholders must also comply with the [Corporate Credit Cards Procedure].
Claims must be reasonable, compliant and supported by appropriate documentation.
[Restricted business expenses] are detailed in the [Business Expense Procedure].
3.6 Travel advances
Travel advances provide upfront funds to support approved Adelaide University-related travel where no other suitable payment method is available. Use of an Adelaide University-issued corporate credit card is the preferred method of payment and must be used where practical.
Travel advances must:
- be approved by the relevant [authorised delegate] before travel;
- be requested through the [Other Payments Form];
- be used only for legitimate, receipted business travel expenses.
Further information is available in the [Business Expense Procedure].
3.7 Travel bookings
Travel must be arranged through the Adelaide University’s designated travel provider. Bookings may include flights, accommodation, ground transport, or rental vehicles.
Adelaide University travellers who do not have direct access to the Adelaide University travel provider must work with an Adelaide University travel arranger to coordinate travel.
3.7.1 Changes, cancellations and unused travel credits
Travellers must notify their travel arranger or Adelaide University’s designated travel provider as soon as possible if plans change or are cancelled. Where bookings are altered or cancelled after confirmation, airline or accommodation credits may be issued in the traveller’s name. Travel arrangers and travellers are jointly responsible for ensuring any unused credits are tracked and applied to future Adelaide University travel before they expire, in line with the original booking method. Airline terms and conditions, including refund and rebooking rules, will apply.
3.8 Visitor travel
Visitor travel must be approved and coordinated in line with this procedure, unless alternative arrangements are specified in a contract or approved by an authorised delegate. Where travel is funded by Adelaide University:
- and visitors do not have access to the Adelaide University travel provider they must work with a designated travel arranger
- alternative arrangements may be permitted where travel is organised by a third party under an existing contract or employment relationship. Visitor travel must reflect Adelaide University’s duty of care and financial accountability. Any exceptions must be approved by the relevant authorised delegate.
3.9 Intercampus travel
Intercampus travel must be necessary to support approved Adelaide University activities and must be planned with cost-effectiveness and practicality in mind. Staff may use the most suitable mode of transport based on distance, timing, and business needs, including air travel, taxis, rental cars, rideshare services, Adelaide University fleet vehicles, or private vehicles, where permitted.
3.10 Ground transport
Travellers must use safe, appropriate, and cost-effective ground transport options that support the business purpose of their travel. This may include taxis, public transport, rental vehicles, ride-share services or private vehicles where permitted.
Chauffeured or private car services may be used for official visits from senior government representatives, international dignitaries, or distinguished guests. Other exceptional circumstances may apply.
Staff using rental vehicles must book through Adelaide University’s designated travel provider or preferred supplier and ensure appropriate insurance coverage is in place. All vehicle use, including rental, leased, Adelaide University-owned, or private vehicles, must comply with the [Motor Vehicle Procedure], including fuel and excess arrangements.
3.11 Frequent flyer programs
Staff may retain and use frequent flyer points earned during Adelaide University-funded travel. These programs must not influence travel decisions or override the requirement to book the lowest logical fare. Adelaide University funds must not be used to pay for loyalty program memberships or benefits unless contractually agreed.
3.12 Airline lounge access
Airline lounge memberships are a personal expense and must not be charged to Adelaide University. Exceptions may apply, see the [Business Expense Procedure] for further information. Staff may also choose to self-fund lounge memberships.
3.13 Class of travel
Economy class is the standard for Adelaide University-funded air travel.
Other cabin classes may be approved where there is a valid operational or medical justification. Approval must be granted by a [senior staff member or authorised delegate] and the associated costs must be met by the relevant cost centre.
Further information is available in the [Business Expense Procedure].
3.14 Long haul travel
Staff must be given a reasonable opportunity for rest before commencing work-related duties.
Supervisors and staff are jointly responsible for ensuring that long-haul or international travel is planned to allow adequate rest and recovery time, particularly where travel includes overnight flights or multiple time zones. Travel itineraries must support safe and sustainable work practices.
3.15 Accompanying individuals
Staff may request to be accompanied by a spouse, partner, or dependant when travelling. Accompanied travel must:
- receive approval from a [senior staff member or authorised delegate]
- not compromise the business purpose of the travel
- not financially disadvantage Adelaide University.
Any additional costs arising from accompanied travel must be privately funded by the staff member unless a [cost centre or grant provider] agrees to cover them.
Where Adelaide University contributes to any portion of the cost, Fringe Benefits Tax (FBT) implications must be considered, and any applicable FBT will be charged to the relevant funding source.
3.16 Long-term overseas travel
Where a staff member is expected to be overseas continuously for more than 180 days, Adelaide University will determine travel and reimbursement arrangements on a case-by-case basis. Tax, insurance, and employment implications must be assessed prior to itinerary finalisation. Guidance will be provided by Finance or People and Culture depending on the nature of the appointment. Additional insurance arrangements may be required, depending on the duration of travel and individual circumstances. Insurance enquiries must be directed to Adelaide University’s [insurance office].
3.17 Travel diaries and Fringe Benefits Tax (FBT)
A travel diary is required when travel is for six or more nights, or when international travel of any duration includes a personal component. Staff must maintain a travel diary to demonstrate the business purpose of their trip and ensure compliance with Australian Taxation Office (ATO) requirements. The diary must record dates, locations, times, and the nature of business activities. Personal time can be noted as ‘personal’ or ‘private’, without further detail.
Where personal travel is included, it must be clearly identified and must not exceed 50% of the total travel duration. Adelaide University will not contribute financially to travel that does not include any business activity.
Upon returning from travel, the traveller must review and confirm the accuracy of their travel diary, before submitting it for compliance review and FBT assessment.
Non-compliant travel diaries will attract FBT to the full cost of the trip. The cost centre will initially absorb the liability but may recover the amount from the traveller.
3.18 Insurance and risk
Adelaide University-provided travel insurance is available to staff and visitors undertaking approved travel for university activities. This cover includes overseas medical treatment, accidental loss or damage to personal belongings, and certain cancellation expenses.
Travellers must review Adelaide University [travel insurance webpage] before departure, and understand any exclusions, limitations, or excesses that may apply. Adelaide University will not be responsible for personal losses beyond the coverage provided by its insurance policy.
Travel to high-risk destinations must be risk assessed and approved in accordance with the High-Risk Travel Procedure. In these cases, travellers must also complete and submit the [High-Risk Travel Assessment form] prior to booking.
Staff must engage with Adelaide University’s designated incident response provider for medical and security support while travelling. The incident response provider provides real-time alerts, location-specific advice, and automated check-ins when location services are enabled. For details on how to download the app or access the web portal, refer to Adelaide University [travel insurance webpage].
In the event of a serious incident, Adelaide University may activate its Emergency Management Team to coordinate support.
3.19 Conduct and representation
Travellers are expected to act with integrity and in accordance with:
[Adelaide University Staff Core Values]
[Staff Code of Conduct]
local laws and cultural expectations
any professional or research obligations associated with their role.
4. Who holds a responsibility within this procedure
4.1 The traveller is required to:
- seek and obtain Adelaide University approval for travel before making bookings
- complete required pre-travel documentation, including any risk assessments or insurance requirements
- comply with visa, health and entry requirements for their destination, including vaccination or biosecurity requirements where relevant
- ensure they are medically fit to travel for the proposed destination, purpose and duration
- follow Adelaide University instructions issued before, during or after travel
- use Adelaide University’s designated travel provider for bookings
- maintain accurate emergency contact information and provide it as part of the travel registration or approval process
- retain receipts and documentation for expenses where reimbursement or corporate credit card acquittal may apply
- complete a compliant and valid travel diary when required, and on return from travel, ensure the travel diary is finalised and endorsed using the approved system
- consult travel advice from Adelaide University’s travel risk management provider and other official sources, such as DFAT Smartraveller, before departure and throughout the trip. Destinations or locations may have varied regional risks
- review Adelaide University [travel insurance webpage] to determine whether your intended destination is subject to sanctions or restrictions before travel
- a security cleared employee (NV1, NV2, PV must complete a post travel delegation to the Chief Security Officer).
4.2 The travel approver or line manager is required to:
- verify the travel is necessary, appropriate to the staff member’s role or responsibilities and a reasonable use of Adelaide University resources within available budget
- ensure any required risk assessments or high-risk travel approvals are completed before endorsement
- confirm travel aligns with available budget
- review and confirm any declared personal travel components, ensuring appropriate leave is in place such as recreation leave or time off in lieu
- ensure the traveller is aware of their FBT obligations and the requirement to maintain a travel diary, and confirm that the diary has been initiated or completed in line with Adelaide University requirements, where applicable
- approve or decline travel
- refer travellers to supporting policies, systems or services where needed.
4.3 The travel arranger (where applicable) must
- coordinate bookings with Adelaide University’s designated travel provider on behalf of travellers
- assist with travel documentation and ensure required approvals and registrations are in place before confirming travel
- help track changes, cancellations, and unused credits in collaboration with the traveller and provider
- support compliance with Adelaide University travel processes by referring travellers to the appropriate forms, tools, and contacts.
5. Definitions used in our procedure
Please refer to our Adelaide University glossary for a full list of our definitions.
High-risk travel means travel to destinations assessed by Adelaide 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.
Travel means a trip of 50 km or more, or where an overnight stay is required.
Travel arranger is a staff member nominated to coordinate and book approved travel on behalf of Adelaide University travellers who do not have direct access to the Adelaide University travel provider. This includes supporting compliance with booking, approval and registration processes.
Adelaide University traveller means any person undertaking approved travel for Adelaide University activities, including staff, students, affiliates, and visitors.
6. How our procedure is governed
This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.
Parent policy | Travel Policy |
Policy category | Corporate |
Approving authority | Co-Vice Chancellors/Vice Chancellor and President |
Policy owner | Deputy Vice Chancellor – Corporate |
Responsible officer | Deputy Vice Chancellor – Corporate |
Effective from | 1 January 2026 |
Review date | 8 August 2026 |
Enquiries | Interim Central Policy Unit/[Central Policy Unit] |
Replaced documents | None |