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    Travel Procedure

    1. Preamble

    This Procedure provides instructions regarding Cairnmillar-related travel to facilitate compliance with Travel Policy requirements.

    2. Procedures

    2.1. Prior to travel

    2.1.1. Travellers will discuss any proposed travel with their line manager1 prior to making any travel bookings, to ensure:

    1. The principal purpose of travel is Cairnmillar-related.
    2. The travel is essential and alternative options have been considered and are not feasible.
    3. The funding source is correct with enough funds to allow travel to proceed.
    4. Work commitments and responsibilities will be covered, and the traveller’s Business Unit is not unduly impacted.
    5. Travel documents, including passports, vaccine passports and any visas, are current.
    6. The traveller is aware of any legal and cultural sensitivities of destinations and/or organisation(s) they are travelling to or through.
    7. The traveller understands and has undertaken a risk assessment including financial, reputational, security and other risks including the risk of breach of confidential information, IP and data loss/theft, and the risk of foreign interference.
    8. The traveller has current knowledge of health requirements (including COVID-19) of, but not limited to, governments, destinations, airports, airlines, ground and other transport, accommodation and organisations.
    9. Any associated private travel is approved, and private expenses are not Cairnmillar funded.

    1In the case of Cairnmillar students, references to line manager throughout this Procedure refer to the
    student’s Research Supervisor.

    2.2. Traveller wellbeing, health and safety

    2.2.1. Travellers will take reasonable steps to ensure they are fit for travel and acquire appropriate health and safety advice prior to travel, including vaccinations.
    2.2.2. Travellers will disclose to their line manager any relevant health, wellbeing and disabilities that may impact upon their fitness to travel. This step is important should insurance be provided.
    2.2.3. Managers will consider any health, wellbeing and disabilities of the traveller, as part of their approval.

    2.3. Travel approval

    2.3.1. Travel must be supported in writing by the traveller’s line manager. If the travel is for professional development or attendance at a conference, an Application for Staff Professional Development or an Application for Conference Attendance (staff and students) needs to be completed, signed and submitted.
    2.3.2. Travel to a high-risk destination (DFAT Level 3 - Orange or Level 4 - Red) is not permitted without the permission of the Chief Executive Officer.
    2.3.3. Any traveller receiving funding from an external body must comply with the conditions of the relevant external body. If there is a conflict, advice from the CEO will be sought.

    2.4. Travel booking and cancellation requirements

    2.4.1. The traveller must nominate the best value, lowest economy airfare for travel. Where this is not the case, they need to provide a rationale and seek line manager approval.
    2.4.2. Accommodation bookings will be guided by what is reasonable (refer to the Travel Expenses Guidelines).
    2.4.3. Ground transport should be used based on what is the most safe, efficient, sustainable and cost-effective means.
    2.4.4. Travellers must advise their line manager of any changes or cancellations to their travel as soon as practicable.
    2.4.5. All international travellers must notify Cairnmillar IT ([email protected]) of the countries they will be visiting and the dates they will be there, prior to commencement of travel.

    2.5. Travel expenses and payments, FBT and diaries

    2.5.1. Travel expenses must be incurred in accordance with this Procedure and the Travel Expenses Guidelines. For reimbursement, supporting evidence of the expenses incurred (e.g. tax invoices, receipts, credit card statements) must be provided.
    2.5.2. All staff claims for reimbursement of travel expenses require a Staff Expense Reimbursement Form to be completed, approved by the traveller’s line manager, and emailed to [email protected], together with the required supporting documentation (e.g. original receipts and proof of conversion to AUD dollars.
    2.5.3. A travel diary must be completed for all international travel and domestic travel of six nights or more. A template is available for this in Appendix 1. This needs to be submitted to the Director of Finance within 14 days of returning from the travel.

    2.6. Private and accompanied travel

    2.6.1. A partner and/or dependent(s) may accompany a Cairnmillar traveller provided additional approval by the traveller’s approver is given prior to travel and that the traveller will ensure the business/activity of the Institute is not compromised.
    2.6.2. The Institute will not fund travel expenses of any nature for a partner or dependent. Cairnmillar travellers are not permitted to change tickets to a lower class to fund their partner or dependent’s travel, or to use the difference in cost for any other personal benefit.

    2.7. Risk management

    2.7.1. For all approved international travel, a CMI International Travel Risk Assessment form must be completed by the traveller and submitted to their line manager.
    2.7.2. Where a critical travel incident affects the Cairnmillar traveller or their travel plans, the traveller must follow the instructions or communications issued by the Institute, the travel insurance emergency contact and/or the Department of Foreign Affairs and Trade (DFAT).
    2.7.3. If the Cairnmillar traveller becomes ill, experiences property loss or theft, bodily injury or needs medical attention, they or their nominee must contact their line manager and the travel insurance company contact (see details here) as soon as practicable.
    2.7.4. When travelling with Institute IT equipment, travellers must use Multi-Factor Authentication and be aware of cyber security threats.
    2.7.5. All international travellers must notify Cairnmillar IT ([email protected]) of the countries they will be visiting and the dates they will be there, prior to commencement of travel

    2.8. Travel insurance

    2.8.1. Travellers are responsible for ensuring that they are fully covered for insurance as per their travel needs. In some cases, private travel insurance may need to be sourced when Cairnmillar insurance doesn’t cover the travel (i.e. where you are extending the trip to include private travel). It is important to disclose any pre-existing medical conditions to insurers and your line manager prior to travel.
    2.8.2. Work-related travel insurance claims are to be directed to [email protected] in the first instance.

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