Travellers_Checklist by panniuniu

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									                                                                BUSINESS IMPROVEMENT PLAN: STAFF TRAVEL ONE-STOP SHOP




TRAVELLER'S CHECKLIST
This document will help you work step-by-step through the stages involved in organizing UWA related travel




√ Phase 1: Approval                                         LEAVE APPLICATION:                             USEFUL CLICK-ON LINKS                                       DESCRIPTION OF LINKS
                      What to do if I need to take extra
                                                            Complete Staff Leave Application Form.         http://www.hr.uwa.edu.au/hr/forms_placeholder#Leave         Staff Leave Application Form
                      leave?
                                                                                                                                                                       HR Delegation Chart - to find
                                                            Get approval/sign off.                         http://www.delegations.uwa.edu.au/page/79819                out who can approve your
                                                                                                                                                                       application.




                                                            SPENDING MONEY:                                USEFUL CLICK-ON LINKS                                       DESCRIPTION OF LINKS
                                                            Complete Cash Advance/Expense Claim            http://www.finserv.uwa.edu.au/__data/page/13387/Cash_A      Cash Advance/Expense Claim
                                                            Form.                                          dvance_Expense_Claim.pdf                                    Form

                                                                                                           http://www.hr.uwa.edu.au/__data/page/9531/Per_Diem_Pa
                      How do I get money for this travel?   Complete HR Per Diem Form.                                                                                 HR Per Diem Form
                                                                                                           yment.pdf

                                                                                                                                                                       Financial Delegation Chart - to
                                                            Get approval/sign off.                         http://www.finserv.uwa.edu.au/page/94399                    find out who can approve your
                                                                                                                                                                       application.




                                                            COSTING:                                       USEFUL CLICK-ON LINKS                                       DESCRIPTION OF LINKS
                                                            Cost of conference.
                                                            Cost of air ticket.                            http://www.finserv.uwa.edu.au/page/16467                    FBT reference guide
                                                            Cost of accomodation.                          http://www.xe.com/ucc/                                      Foreign exchange converter
                                                            Cash Advance needed.                           http://www.hr.uwa.edu.au/page/96978                         UWA Casual teaching rates

                                                            Fund provider details.
                      What information must I gather to
                                                            E.g. Which BU, which PG, any grant             http://www.hr.uwa.edu.au/page/87633                         UWA Academic staff rates
                      get approval for this travel?
                                                            application needed, which grant?


                                                            STAFF COVERAGE / DUTY COVERAGE:                http://www.hr.uwa.edu.au/page/87629                         UWA General staff rates

                                                            How long will you be away?
                                                            Who will cover your role while you are
                                                            away?

                                                            How much will it cost to cover your role
                                                            while you are away?




√ Phase 1: Approval
                                                            TRAVEL APPROVAL/SIGN OFF:                      USEFUL CLICK-ON LINKS                                       DESCRIPTION OF LINKS
                      How to get your travel
                                                            Complete Travel Approval Form.                 http://www.finserv.uwa.edu.au/welcome?f=223527              Travel Approval Form
                      approved/signed off?
                                                            Get approval/sign off.                         http://www.finserv.uwa.edu.au/page/94399                    Financial Delegation Chart




                                                            ESSENTIAL INFORMATION BEFORE
                                                                                                           USEFUL CLICK-ON LINKS                                       DESCRIPTION OF LINKS
                                                            BOOKING TRAVEL
                                                                                                           http://www.finserv.uwa.edu.au/__data/page/13387/Cash_A
                                                            Read up Cash Advance Agreement.                                                                            Cash Advance Agreement
                                                                                                           dvance_Agreement.pdf

                                                            Read up Guide to Insurance, Health and                                                                     Guide to Insurance, Health and
                                                                                                           http://www.finserv.uwa.edu.au/page/88123
                                                            Safety.                                                                                                    Safety

                                                            Read up Finance Manual about Travel                                                                        Finance Manual about Travel
                                                                                                           http://www.finserv.uwa.edu.au/page/42461
                                                            Booking Policy.                                                                                            Booking Policy

                                                            Read up UWA policies and procedures                                                                        UWA policies and procedures
                                                                                                           http://www.finserv.uwa.edu.au/page/88122
                                                            about travel.                                                                                              about travel


                      What should I know?                   Complete a Traveller Profile form              http://www.finserv.uwa.edu.au/?f=107352                     Traveller Profile form

                                                            If travelling overseas check travel advice                                                                 UWA's International SOS Live
                                                                                                           http://www.finserv.uwa.edu.au/sp/travel/international_sos
                                                            from International SOS and also                                                                            Portal
                                                                                                                                                                       Australian Government's Travel
                                                            Smartraveller (Department of Foreign Affairs
                                                                                                           http://www.smartraveller.gov.au/                            Advisory and Consular
                                                            and Trade)
                                                                                                                                                                       Assistance Service
                                                            Read and understand the Emergency Travel                                                                   Emergency Travel
                                                                                                           http://www.finserv.uwa.edu.au/sp/travel/guide?f=256216
                                                            Management Plan                                                                                            Management Plan

                                                                                                           http://www.finserv.uwa.edu.au/__data/page/58550/Travel_
                                                            Read the Travel Account Codes Guide                                                                        Travel Account Codes Guide
                                                                                                           Account_Codes.pdf

                                                            Check your internal school/BU policies and
                                                                                                           http://directory.uwa.edu.au/                                Contact your School Manager
                                                            procedures about travel.
√ Phase 2: Booking                                        BOOKINGS:                                      USEFUL CLICK-ON LINKS                                       DESCRIPTION OF LINKS
                                                          Understand the benefits of using a UWA                                                                     Advantages of Appointed
                                                                                                         http://intranet.uwa.edu.au/finserv/?f=7452
                                                          appointed Travel Agent                                                                                     Travel Agents
                                                                                                         http://www.finserv.uwa.edu.au/sp/travel/book/booking_eco
                                                          Tips on Booking Travel Economically                                                                        Economical Travel Tips
                                                                                                         nomically
                                                                                                         http://www.finserv.uwa.edu.au/sp/travel/book/online_booki
                                                          Online Booking Tool Information                                                                            Online Booking Tool information
                                                                                                         ng_tool_information
                                                                                                                                                                     Domestic Travel: Online Booking
                         How to arrange for bookings?     Book your Domestic Travel on-line              https://www.intravel.com.au/elumina/login.srvlt
                                                                                                                                                                     Tool

                                                          UWA Travel Service Providers                   http://www.finserv.uwa.edu.au/page/25078                    Tertiary Travel


                                                                                                         http://www.finserv.uwa.edu.au/page/85318                    Campus Travel


                                                          Have you booked your conference?


                                                          Have you booked your accomodation?

                                                          Have you booked the materials /
                                                          equipments you need for this travel?
                                                          How do I book? Who should I contact to
                                                          arrange for these bookings?




                                                          CHECKLIST:                                     USEFUL CLICK-ON LINKS                                       DESCRIPTION OF LINKS

                                                          Itinery.

                                                          PR check - Does the International Centre
                                                          require you to visit anywhere on UWA's         http://www.international.uwa.edu.au/                        International Centre
                                                          behalf

√ Phase 3: Pre-                                           Confirm bookings (e.g.conference
departure checklist                                       registration, flight, accomodation, etc).
                                                          Ensure mobile phone has international
                         What to do before you leave?
                                                          roaming.
                                                          Ensure E mails / Mails / Voice mails are set
                                                          up/re-direct.

                                                          Ensure your relief staff is trained.


                                                          Ensure your job has been delegated.

                                                          Ensure you have a copy of the Travel Dairy
                                                          Form and relevant paperwork from your
                                                          School Contact / website ( documents
                                                          which you are required to complete while
                                                          you are away ).




√ Phase 4: Travel                                                                                        USEFUL CLICK-ON LINKS                                       DESCRIPTION OF LINKS
                                                                                                         http://www.finserv.uwa.edu.au/__data/page/13387/Busines
                                                          KEEPING TRACK:                                 s_Travel_Diary.pdf
                                                                                                                                                                     Business Travel Dairy Form

                         What to do when you are there?   Complete Business Travel Diary Form.           http://www.finserv.uwa.edu.au/page/42468                    Policy on travel dairies
                                                          Keep all evidence of your expenses
                                                                                                         http://www.xe.com/ucc/                                      Foreign exchange converter
                                                          (e.g. invoice, receipts etc).




                                                          POST-TRAVEL DOCUMENTATIONS:                    USEFUL CLICK-ON LINKS                                       DESCRIPTION OF LINKS
                                                          Reconcile receipts against Cash Advance
√ Phase 5: Post-travel                                                                                   http://www.finserv.uwa.edu.au/page/16467                    FBT reference guide
                                                          received.

                                                          Complete Over-expenditure Payment
                                                                                                                                                                     Travel Account Code reference
                         What to do when you return?      Request Form if you have spent more than       http://www.finserv.uwa.edu.au/?f=107351
                                                                                                                                                                     guide
                                                          the Cash Advance amount given to you.

                                                          Submit all evidence of your expenses (e.g.
                                                          invoice, receipts etc) with your Cash                                                                      Other useful links - Tmezones,
                                                                                                         http://www.finserv.uwa.edu.au/page/88173
                                                          Advance Form and Over-expenditure                                                                          Health etc
                                                          Payment Request Form.


                                                          Seek assistance from your School's
                                                          Administration/Accounts staff (if required).

								
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