International travel

All staff should familiarise themselves with the Directed Travel Policy and Conference and Other Assisted Travel Policy as well as your department/faculties processes and procedures.

If you have previously not logged on to the World Travel Professionals (WTP) Travel Portal, please print the WTP instruction guide (PDF 677 KB) to e-traveller and e-book before proceeding with the instructions below.

Steps to organise directed and conference and other assisted travel

 

Step 1  Log onto the WTP Travel Portal and update your e-traveller profile. If you have not previously had travel arranged by the Corporate Travel Office, please contact your respective Travel Officer
Step 2  Build your proposed itinerary in the WTP Travel Portal using e-book. This itinerary will be emailed to your faculty/departments travel mailbox. Please advise in the additional details section any likely travel expenses i.e. internet and business phone calls, vaccines and immunisations.
Step 3  The Corporate Travel Office will contact you confirm your itinerary and discuss passport and visa information, and inform you of the services provided by International SOS. Staff are also encouraged to contact the Campus Nurse to discuss vaccinations and immunisations.
Step 4

The Corporate Travel Office will generate the Travel Request form (Directed or Assisted) which will contain quotes for all travel expenses. (No bookings will be held at this point). This form will be returned to you to complete the following:

  • University benefit from travel
  • Working days absent from USQ
  • Dept ID, program and project codes
  • Health/medical condition which may impact travel
  • Supervisor's recommendation
  • Authorised Delegate's signature
  • Financial Delegate's approval. 
Step 5  Return the completed Travel Request form to the Corporate Travel Office. 
Step 6  The Corporate Travel Office will make all bookings and forward you a draft itinerary for confirmation. 
An appointment will be made with you for a pre-departure briefing. At this meeting, all the travel documentation will be given to you.
Please make an appointment within 10 working days of your return to Australia with your respective Travel Officer to return your travel folder, Travel diaryInternational travel expense diary and full receipts. 

If you are unsure on how to complete any of these forms, require confirmation on this process or any other travel information, please contact the Corporate Travel Office staff