Travel

Travel procedures – school-based staff

Overview of the steps for travel

For travel without students

1. Check the rest of this policy and its procedures for relevant requirements
2. Get informal permission to travel via email from the appropriate travel approver listed at 4.2.1 Travel approvals
3. Obtain quotes and prepare estimates of expenses
4. Refer to the Travel approval documents checklist (DOCX) (staff login required) and templates available on the Resources tab
5. Create a new application in the travel application system (if required) – also known as TRA. See 1. Key policy requirements summary
6. Complete relevant fields and attach supporting documents, then submit
7. If TRA is not required, send documents via email to the appropriate travel approver
8. Once approved, confirm travel bookings
9. Upload Post travel report (DOCX) (staff login required) within 14 days of return (for international travel and travel to New Zealand)

For travel within Australia with students

1. Check the Excursions policy for relevant requirements
2. Get informal permission to travel from the principal via email
3. Obtain quotes and prepare estimates of expenses
4. Complete the Principal approval form and other supporting documents required under the Excursions policy
5. Submit the documents in steps 3, and 4 to the principal for approval
6. Once approved by the principal, confirm travel bookings
7. Notify the department of the approved school excursion or camp, at least 5 business days beforehand via the Student Activity Locator

For international travel and travel to New Zealand with students

1. Check the Excursions policy and the Overseas travel guidance for relevant requirements
2. Follow steps 2 to 5 for travel with students within Australia
3. Once approved by the principal, check the rest of this policy and its procedures for relevant requirements
4. Refer to the Travel approval documents checklist (DOCX) (staff login required) and templates available on the Resources tab
5. Create a new application in the travel application system (if required) – also known as TRA
6. Complete relevant fields and attach supporting documents, then submit
7. Once approved by the regional director, confirm travel bookings
8. Notify the department of the approved school excursion or camp, at least 5 business days beforehand via the Student Activity Locator
9. Upload Post travel report (DOCX) (staff login required) within 14 days of return

The Travel procedures are mandatory for all staff to follow.

The Travel procedures contain the following chapters which can be navigated using the chapter menu on this page:

1. Key policy requirements summary
2. Travel quotes
3. Travel funding
4. Travel approvals (including approvals for school trips and excursions, spouse, partner and dependents travel)
5. Travel booking
6. Travel options (including air travel, accommodation and car rental)
7. Travel preparation (including health, vaccinations, risk management, insurance, WorkCover, visas and passports)
8. During travel (including baggage, transit, cancellations, meals and other expenses)
9. Reporting
10. Key contacts
11. Definitions