Travel

6. Travel options

6.1 Air travel

A minimum of one airline quotation for travel within Australia, travel to New Zealand and international travel must be attached to the Travel Request Authorisation (TRA).

Travel bookings must only be confirmed after a trip has been formally approved by the relevant delegate or travel approver.

Air travel must only be undertaken after remote communication tools, such as teleconferencing and videoconferencing, have been considered. The travel approver must be satisfied that there is a demonstrated business or educational need and must consider the following when selecting a fare for travel:

• Fare class: all air travel must be booked using the best price of the day guidelines and in the class of travel permitted under this policy (economy for -travel within Australia and to New Zealand under 3 hours, business class for travel within Australia and to New Zealand over 3 hours, and either one of economy, premium economy or business class for international travel). All business class travel must be adequately justified in the travel application.
• Fare type: where there is a high degree of certainty of arrival or departure times, travellers must consider restricted fare types. Given the significantly discounted prices on offer for restricted fares when compared to flexible fares, the department is usually better off, in the long term, if travellers select restricted fares when it is highly unlikely that tickets will be changed at short notice. Where there is a possibility that a scheduled meeting will not proceed, or there is uncertainty around the time that a scheduled meeting may conclude, travellers must consider whether the additional cost of flexible fares outweighs the cost of possible changes or cancellation fees or the benefit of a potentially more efficient use of the traveller’s time.
• Value for money: travellers must compare fare classes and types across airlines servicing the particular route required. Each leg (outbound and inbound) must be considered separately.
• Advance booking: in order to benefit from the available best price of the day, travel within Australia and to New Zealand should be booked at least 2 weeks in advance and international travel should be booked at least 3 weeks in advance, where possible.

6.1.1 Approved airlines

The Victorian Government has access to discounted rates with a wide range of airlines. It is advised that these carriers are used when flying on official business and where this meets travel requirements. Contact Corporate Travel Management (CTM) for a preferred-carriers list. CTM will provide fare comparison services and the consulting services offered. Refer to the Schools Travel – SPC Registration Guide for CTM’s contact details.

Schools-based travellers may use alternative channels to source and book their travel requirements in line with the best price of the day guidelines, but the use of CTM is recommended.

6.1.2 Travel within Victoria and border communities

Travellers must not drive a vehicle under conditions in which fatigue is likely to arise. Day trips are preferred, and travel should be arranged where possible to avoid overnight stays in the location that the traveller is visiting. Refer to the department’s Work-Related Driving policy.

As a rule of thumb, air travel within Victoria and its border communities must only be used when all other transport options exceed 2 hours, one way.

6.1.3 Interstate air travel and travel to New Zealand

If schools elect to use CTM, all travel within Australia and to New Zealand must be booked via CTM’S offline booking team. Refer to the Schools Travel – SPC Registration Guide for CTM’s contact details. Travellers must select the cheapest carrier offering flights suitable to the department’s needs, in line with the best price of the day policy and subject to section 6.1.

Interstate air travel and travel to New Zealand of 3 hours or less must be in economy. Business class is permitted for trips that exceed 3 hours (from origin airport to destination airport).

6.1.4 International air travel

International travel may be booked in economy, premium economy or business class. All business class travel must be adequately justified in the travel application. No international air travel is to be undertaken unless it is demonstrated that appropriate representation could not have been made by DE representatives in the destination country (if applicable) or via teleconference or videoconference.

CTM has negotiated competitive rates for travel to all international destinations with a range of airlines. If schools elect to use CTM, school-based staff travelling internationally for business purposes must use one of these airlines. CTM’s travel consultants will outline the carriers’ options for each itinerary.

6.1.5 Frequent flyer points and airline/hotel lounges

Travellers must not accumulate frequent flyer or other reward points when travelling on department business.

Frequent flyer schemes or similar loyalty programs have the potential to influence the choice of travel supplier for official travel and undermine the ‘best price of the day’ principle. The use of benefits derived from these programs may create reputational risks for the department.

The reimbursement of costs associated with airline or hotel lounge membership must be approved in writing by the secretary.

6.1.6 Emergency travel arrangements

The after hours service provided by CTM may be used for urgent bookings and urgent travel arrangement changes only. Contact details are available on the Buying for Victoria website.

6.2 Accommodation

A minimum of one hotel quotation for domestic and international travel must be attached to the TRA.

Travel bookings must only be confirmed after a trip has been formally approved by the relevant delegate or travel approver.

6.2.1 Accommodation selection

When choosing accommodation, travellers should choose the best price of the day available at their destination. Due consideration should be given to factors such as security, proximity to the location of the official business and/or access to public transport options. A rationale for the selected accommodation must be included in the travel application.

Travel approvers should also assure themselves that travellers will not be required to drive a vehicle under conditions in which fatigue is likely to arise.

6.2.2 Accommodation at non-registered providers

The department will not reimburse travellers for overnight accommodation at non-registered accommodation providers (for example, when a traveller stays with family or friends or at privately owned accommodation booked through Airbnb or other providers).

6.3 Car rental

The use of CTM for vehicle hire is recommended. Alternatively, the lowest rate option from 2 quotes may be booked after approval.

6.3.1 Car type

The default is compact or medium cars, subject to availability. Chauffeur-driven car or limousine hire is prohibited. Exceptions may be authorised by the secretary for approved travel in dangerous locations.

6.4 Sustainability considerations

Transportation is a significant contributor to climate change, and while it is occasionally essential for educational and professional purposes, it should be approached with a commitment to minimising its environmental impact.

Travel options should be assessed for their environmental impact, with preference given to low-emissions and active transport modes such as walking, cycling, public transport, or group travel to minimise carbon footprint.

When selecting accommodation, consider prioritising those with sustainable practices, such as eco-friendly certifications or environmental management systems, in line with broader Victorian government sustainability goals.