Flights (fare class, fare type and flight upgrades)

The University policy for flights is to select the best logical fare and route. Itineraries should take into consideration total travel time, cost and sustainability practices. Itineraries should not be selected on bias of airline preference, loyalty points and/or status credits, or the ability to upgrade. 

Fare type

The University policy is to select the best logical fare and route. In general flexi-fares should not be booked. Flexi-fares may only be booked:

• it is the lowest cost or only fare type available; or
• there is a specific research need that requires flexibility in travel movements.

In either case a standard fare type plus the change fee should be considered and costed against the flexi-fare. 

Baggage requirements should be considered at the time of booking as purchasing baggage post bookings can be a considerable expense.

Fare class

The standard class for all domestic and international flights is economy class for all University travellers. 

For flights to the Americas, Europe or Africa, positions holding a Band 3 delegation or higher, or University Council members, may seek delegate approval to travel premium economy.

In exceptional circumstances, domestic or international premium economy or business class travel may be approved by the appropriate delegate where:

1. an approved workplace adjustment is in place in accordance with the Disability Inclusion Action Plan;
2. the traveller’s employment contract specifically allows for that class of travel;
3. the traveller has an existing medical condition and the requirement for a class of travel has been specified in writing by a medical practitioner or specialist;
4. the travel is sponsored by an external third party (e.g. conference provider or explicitly outlined in an external funding arrangement);
5. the purchase of a business class ticket is more cost effective than the purchase of a premium economy ticket. 

Travel funded through external grant arrangements must comply with the terms and conditions of the grant. Where there is an inconsistency between the terms of an external grant and University policy, the more restrictive requirement shall apply.

In all cases due consideration should be given to the purpose of the travel and individual circumstances to justify the increased cost and the increased greenhouse gas emissions. 

Flight upgrades

Where a carrier provides the option to upgrade travel class, staff may use their personal funds or frequent flyer points to upgrade. Staff must not use a University corporate credit card or seek reimbursement from the University to pay for any flight upgrades.