Approval to travel

Staff should discuss travel plans with their supervisor and obtain endorsement to proceed with submitting a travel request. The discussion should have regard to the following:

• the primary purpose of the travel is for university-related business activities and/or professional development;
• the travel is being undertaken in a carbon smart manner (see Sustainability);
• the traveller is aware of their responsibilities in relation to travelling on University business (see travel policy point 21 and **);
• the impact of staff absence on operational or resourcing requirements of the work area and suggestions to mitigate any impact;
• budget is available for the travel and is proportional to the purpose of the travel, and the appropriate GL Code and authorised delegate are identified; 
• any risks to safety while travelling;
• where travel is funded by a research grant, any restrictions and/or limitations imposed by the funding organisation;
• any personal leave or private travel to be taken during the business-related travel and any related tax implications (See Private Travel)
• All travellers are fit for travel and aware of their requirements as per the Travel Policy and ANU Travel Handbook

Travel bookings must be made more than seven (7) days prior to the date of travel, in accordance with Travel Policy point 21e.

Exceptions may apply in the following circumstances:

• Requests from third parties or external organisations
• Critical or last-minute requirements essential to university operations
• Extenuating or unforeseen circumstances

All exceptions must be justified and documented appropriately.

The supervisor is responsible for ensuring that all aspects have been discussed and agreed upon prior to approving a travel request. 

All travel requests irrespective of funding source or booking method, must be submitted for review and approval via the Travel Approval System. 

Delegate responsibilities regarding travel approvals

All travel requests must be approved using the Travel Approval System.

In accordance with the University’s Delegations of Authority Policy all official business travel must be approved prior to booking travel by the appropriate delegate depending on the destination and type of travel. 

A delegate is unable to approve their own trip as this is considered a conflict of interest.

As per Delegation 199, responsibility for domestic travel approvals are as follows: 

• Domestic travel: D5 or above

As per Delegation 198, responsibility for international travel approvals are as follows: 

• All international travel to DFAT Level 1 – 3 destinations – D3 or above
• All international travel to DFAT Level 4 destinations – D3 and Chief People Officer (for all staff) or Registrar (for all students) 

It is the Delegate’s responsibility to ensure:

• All aspects of the travel, including fare class, travel related expenses, expenditure approvals, personal travel etc. are in accordance with the travel policy and the travel handbook and any other relevant policies and procedures. 
• Funds are available and the correct GLC identified in the approval form