VIEWS: 4 PAGES: 2 POSTED ON: 10/26/2011
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).
Pages to are hidden for
"Travellers_Checklist"Please download to view full document