university travel hub

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About UH Travel

Welcome to the University of Houston Travel Website. This website is designed for the traveler and their business offices so they can navigate to get the necessary information for their travel. Each section presents the information they need to know about their travel and travel expenses prior to departure. All travelers are expected to carefully read through each section relevant to their travel type before the date of their trip.

The following are the sections provided on this website, and when you need to navigate to the sections:

Travel Policies - Need to know the UHS/UH travel policies.

Types of Travel - Determine if the travel is domestic or foreign.

Types of Funding - Need to know which fund (local, state, or federal) is used for your travel expenses.

Travel Forms - Find out the forms required for your travel.

Travel Rules - See the general travel rules per transportation, meals and lodging, incidentals and parking.

Special Travel Situations - Review the requirements for special travel situations, if applicable.

Concur - Know how to process Travel Requests and Expense Reports via Concur.

Travel Card - See the guidelines for applying for a travel card and information about travel card usage.

Also, travel resources and FAQs are provided.

Contact Information for Travel Group

Tax (Moving/Relocation Issues)

Concur Technical Assistance

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UMB Global Hub

• International Travel
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[email protected]

Have questions about your international activity? Email us at [email protected]  

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Things change rapidly these days - pandemics, political climates, and environmental threats, to name a few - and UMB wants to be sure we can help YOU wherever you are if changes happen quickly.

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Academic Catalog 2024-2025

University-sponsored travel.

Northeastern University is committed to the health, safety, and security of its students and all other members of the university community. As a global institution, our university members undertake university travel around the world in pursuit of teaching, research, consulting, service, cocurricular activities, and work intended to advance learning and the interests of the university. The university supports standards and expectations associated with travel that are designed to reduce personal and university risk.

To enhance the health and safety of our students, you are required to comply with the university travel policies and guidance when undertaking  university travel. These include, but are not limited to:

• Registering University Travel— Students, faculty, and staff are required to enter their travel itineraries and other requested information into the travel registry. To access the registry, go to the Student Hub  and navigate to My Travel Plans to register your travel. 
• Review Destination Risks and Take Steps to Reduce Risks Before and During Travel— Review the country briefing for your destination found in the My Travel Plans section of the Student Hub  and travel health and safety advice issued by the U.S. Department of State, the U.S. Centers for Disease Control and Prevention, other government organizations, the host nation, international organizations, etc. Travelers will be reminded about these sources via an email following trip registration.  
• Connectivity— All students traveling on university programs must carry a cellphone with international calling, SMS, and cellular data capabilities. Phones must be able to receive incoming and make outgoing phone calls without relying solely on data-calling or a Wi-Fi signal. Phone number must be updated in  the Student Hub  profile and My Travel Plans registry before travel. 
• Complete Travel Petitions or Waivers— Visit the Travel Protocols page to  determine  what forms travelers  are required to  complete before participating in off-campus programming. The page also explains how to obtain approval to travel to a destination designated as high risk by the university .
• Reduce Your Travel Cyber-Risk and Exposure— Review and comply with the  Policy on Portable Devices for High Cybersecurity Risk Destinations .     
• Personal Health Insurance— All travelers are required to have personal health insurance that provides coverage while participating on university trips. Insurance requirements and an explanation of the university-provided urgent and emergency program can be viewed on the insurance and global safety support network pages of the  university's global safety  website. 
• Attend Predeparture Orientation— PDO provides travelers with information about resources, requirements, safety, and security while traveling. Contact your program office to enroll in an in-person or online training.   
• Register Side Trips— Side trips are travel that takes place prior to, during the course of, and/or immediately following a scheduled program but is not part of the program. Travelers are required to notify the university and register side trips. 

Students are responsible for familiarizing themselves with the university travel policies and are encouraged to visit the university's global safety website for guidance. If you have questions related to travel or travel support, please email [email protected] . If you need assistance during university travel, please call the university's 24-hour travel assistance line at +1.857.214.5332 .  

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Travel (Cash) Advance

While the University's policy typically does not include travel cash advances, exceptions are made for international travel by employees and when faculty and staff oversee student travel. We understand the unique financial needs of these situations and aim to facilitate smooth and responsible travel for our University community.    

Key Facts  

• Must be requested three (3) weeks before the travel departure date  
• Must be $100 or more  
• Must be used for per diem, ground transportation, or em ergency funds for students, student group travel, and international trave l.  
• Must be processed in Chrome River via an Expense Report (ER)  
• Must not exceed the amount of the Pre-Approval ( international travel )  
• Student Travel Manifest (Page 3) - Student Affairs manages these documents.  
• PDF of Approved Pre-Approval.  
• Supporting documentation (agenda, itinerary, flyer, i.e.).  

Important to Know

• Travel (Cash) Advance Instructions (PDF) - how to request and reconcile a cash advance.
• Student Travel  >    

Questions? Contact University Travel Services.

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Local solutions, delivered globally

CTM provides local service solutions to customers around the world. Please select your local region, and start experiencing the CTM difference!

CTP Portal: Smarter travel management

The most simple yet powerful way to manage your institution’s travel – ctp portal..

The CTP Portal is a centralized travel hub for all your favorite business travel tools, providing easy and intuitive access to your booking , planning , reporting , risk management , and profile management travel tools.

See the CTP Portal in action

Ctp portal - an intuitive, centralized travel management hub for every travel stakeholder, at ctp, we understand that managing an effective travel program can be complex and time-consuming..

That’s why CTP and the CTM Group have developed the CTP Travel Portal – a centralized travel hub designed to drive efficiency, visibility, and ease for every travel stakeholder.

The CTP Portal is designed specifically for the end-user experience. We develop our products, features, and interface experience based on real customer value and market demand, drawn from CTP’s regular user labs, feature analytics, and end-user interviews.

The CTP Portal enables single-sign-on for maximum security and user convenience, with configurable access settings that allow specific employees to utilize only the tools relevant to their role. No more searching for passwords across multiple products!

Tools for Travel Managers

The CTP Portal enables travel managers to drive program compliance, duty of care, cost control, and consistency across your university travel program. With single-sign-on access to all their travel management tools in one place, the CTP Portal empowers travel managers to maximize efficiency and drive outcomes for your institution.

CTP Portal tools for travel managers:

• Pre-trip approval
• Traveler tracking and emergency communications
• Risk management
• Travel policy
• Travel news and alerts

Tools for Travel Arrangers

Travel arrangers are now empowered to deliver enhanced speed, accuracy, and compliance in their role via the CTP Portal. Access all your day-to-day travel tools plus communicate directly with targeted university travelers via the traveler tracking interface. Designed to maximize user experience and policy adoption, the CTP Portal provides a centralized hub to access all the tools in the Travel Arrangers’ toolkit.

CTP Portal tools for travel bookers:

• Online booking tool
• Fare Forecasting
• Traveler profiles
• Itineraries

Tools for University Travelers

Your travelers need quick and reliable access to tools and services that make their trips productive, safe, and enjoyable. The CTP Portal provides a single point of access to important travel documentation, risk management, and emergency communications tools, to ensure every traveler can travel with confidence.

CTP Portal tools for university travelers:

• Emergency communication tools

Experience the CTP Portal in action. Request a demo today.

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International travel

The University has a duty of care to University travellers to ensure their safety and wellbeing while travelling internationally on University business. It is the traveller’s responsibility whilst travelling to be mindful of potential risks in the local area (which might include fieldwork or laboratories) and to act in a manner that will minimise harm to the traveller. Guidance on identifying, assessing and controlling risk can be found in the WHS Risk Management Guidelines.

To meet its duty of care the University will:

• identify potential dangers or risks present in areas where travellers may travel by providing access to information such as country guides or  DFAT  advice
• seek advice from internal or external specialists such as World Travel Protection
• take reasonable measures to control such risks, where possible.

For more information refer to the  travel hub .

Travellers undertaking international travel are required to:

• register their travel with  www.smarttraveller.gov.au
• liaise with their doctor to determine any medical requirements or other needs to ensure safe travel and implement accordingly
• review and follow information/recommendations for the destinations including DFAT travel advice and World Travel Protection

In case of emergency

If an emergency occurs while overseas please contact AIG Australia in the first instance to assess the situation and provide assistance. AIG can be contacted via the following number when overseas +60 3 2772 5641 or email:  [email protected] .

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Corporate Travel

All university travel is managed by fcm travel.

FCM Travel Hub

Making a booking for Travel is a 3 step process.   Request → Approve → Book

Remember to add travelling Staff using +Traveller and not use the +Guest option. Refer to the how-to-guides on the FCM Travel Hub for more information.

Please use only Google Chrome or Microsoft Edge browser to access  FCM Travel Hub.

Notre Dame Travel Guide

What you need to know before you book travel, while you're away, and what to do when you get back.

Planning Travel Overview

1. Login to FCM Travel Hub

Access via the link above, single sign-on authentication allows all University staff with access.  When you first log in to FCM Travel Hub there are a number of training videos available. Suggested videos:

• Navigation & Manage Profile Module
• Quick Reference Guide for Requesters and Travel Arrangers
• If you are booking on behalf of someone else - How to Assign someone to a profile
• Instructions on how to complete a Trip Request and Bookings

2. Update your travel profile

Before requesting approval to travel or making a booking, you should always check your profile (or the profile of the person your are booking on behalf of) and ensure that all personal details are up to date. These details need to be correct before booking; charges will be incurred for any changes made once a booking is confirmed.

Details to check before booking

• Name is correct, as per passport or government issued ID
• Frequent Flyer numbers are added (if applicable)
• Email address is correct (use UNDA email)
• Mobile number (this is how airline will contact you with any late changes)

3. Create Trip Request

Once your profile is updated and all details correct, you can then request approval for your travel by clicking  Create Trip Request in FCM Travel Hub. This replaces the paper form you would be familiar with. All travelling Staff must be added using Search Travellers, not +Add Guest as this is for non-staff travellers only.

4. Book your travel

You will receive an email with the subject "great news! your trip has been approved".  You will now need to make the booking using the online portal. You can either click the 'see approved trips' link provided in the email or you can navigate back to ‘create trip request” and then navigate to the “my actionable requests” tab. Please use the  Book Online option rather than Send to FCM, we are charged additional fees for using a consultant to make a booking that can be booked online.

5. Receive your itinerary

Please check your itinerary as soon as you receive it. If any details are not correct then please email [email protected]. If you have not received your itinerary 24 hours after making your booking, please email FCM.

6. Download the FCM Platform Mobile App

Download the FCM Mobile App and please read the instructions for how to log in the first time and ensure you use the “magic link” option.

Estimating Travel Costs

When planning for travel on University business, you should provide a reasonable estimate of the total cost of your trip as part of the approval process. In developing your cost estimate you should consider:

• Accommodation
• Meals and incidentals
• Car hire/taxi

Costing provided should be estimated based on current pricing, noting that some reasonable variance may occur due to timing.

A quote for international travel can be provided by the University preferred supplier, FCM Travel. [email protected]

For domestic travel you can obtain a quote on airline and hotel websites or if visiting another Notre Dame campus, use our  estimated travel cost guide and our 2024 Preferred Accommodation Directory .

Request & Approval for Travel

Pre-Trip Approval

Before submitting a request, please familiarise yourself with the recently updated Travel Policy and Travel Procedure .

Approval for travel will need to be obtained prior to making any bookings. Request for approval should be submitted no less than 14 days prior to travel for domestic bookings and 21 days in advance for international travel.

If you are requesting Business Class air travel, prior written approval from the VC or DVCF is required to be attached to your request at time of submission. If your request will workflow to the VC or DVCF then this attachment is not required.

Quick Reference Guide for Requesters

All requests must include an estimated maximum trip cost and a high-level itinerary. All requests must be fully approved before a booking can be made. Should booking costs be higher than approved trip cost then additional approval is required that may delay the booking confirmation.

Refer to the section  Budgeting for Travel Costs .  This may assist with seeking approval for Domestic Travel and should be suitable for most standard trips. You may decide to add a contingency according to your specific trip needs.

Your pre-trip approval request will require approval from both your line manager (level 1) & the budget holder or SMG (level2). If you see the that either of these approvers are incorrect in the system, please notify FCM.

Important Information for Approvers

All pre-trip requests must be approved before a booking can be made. Any additional air, car or hotel costs at time of booking will require prompt review and approval prior to allow the booking to proceed.

Quick Reference Guide for Approvers

Risk Assessment Management Plan - International Travel

Prior to submitting a request for international travel, a risk assessment management plan (RAMP) is to be completed by anyone wishing to undertake overseas travel on behalf of the University where the onus of risk and duty of care lies with the University. Please allow a minimum two weeks for review and authorisation.

RAMP template N:\Administration\Safety@ND\Risk Management Templates (RAMPS)\RAMP suite of forms and other templates\RAMP Form Suite

The Guide  N:\Administration\Safety@ND\Risk Management Templates (RAMPS)\Safety Hazard Risk Management Guideline

Booking Travel

Before you book

If any personal details have changed since you submitted your request for approval, please update these in the FCM Hub. If no details have changed, please begin the booking process by clicking the link provided to you in your Pre-Trip Approve email.

If you require guidance with the FCM Hub please login and follow the I nstructions on how to complete a Trip Request and Bookings. For assistance email FCM [email protected]

If your travel is urgent (departing within 24 hours) please contact: 02 8974 0838

Paying for Travel

What is covered by our centrally billed University account

• Flight costs
• Accommodation cost, refer to the  Conferma Factsheet for booking and payment information.   Download the Conferma Pay App for iPhone
• Car hire costs

Payment of the above is through the University's American Express Business Travel Account. Suppliers may provide travellers with invoices, however these are not required to be submitted to Finance Accounts Payable.

What you may need to pay for

• Paid seat requests
• Flight upgrades or changes (where not approved by your manager)
• Meal, Taxi/ride share costs. Use your Corporate Credit Card or claim a cash reimbursement.
• Airline Membership/Lounge access. Refer to 'While Travelling' for more information

Further information on inclusion, exclusions, and spend limits can be found in the Travel Policy .

Travelling Overseas

You may request a Foreign Currency Cash Advance

TIP: Download the FlexiPurchase App for iPhone .  Create expense claims, upload receipts, submit for approval and acquit credit card transactions.

While Travelling

Emergency assistance

Please contact FCM for all after-hours queries; the contact number can be found on your itinerary

Itinerary changes

For all non-urgent changes, please contact your travel arranger. If you are the travel arranger, please email FCM.

Travel Insurance

A Corporate Travel insurance policy provides cover for all University of Notre Dame travellers on approved university business/study related travel. Please contact [email protected] for further information

Qantas Club Membership

All holders of Qantas Club memberships, both current and new, are required to personally manage and renew their memberships. To facilitate this process, we urge all members to verify their contact information. Please log into your Qantas Frequent Flyer account to ensure that your listed email address is accurate and up-to-date, as this will be used for all renewal notifications and related communication.

For employees seeking to join the Qantas Club, approval from a member of the Senior Management Group is mandatory. Eligibility is determined based on the necessity of regular inter-campus business travel. When approved, the membership expense must be documented in FlexiPurchase, accompanied by the written approval. Absence of such approval will result in the membership cost being borne by the individual employee.

Please note that the University’s Corporate Scheme Number must be included in all new membership applications. Joining or renewal can only be completed by calling 13 11 31, more information is available on the Corporate Scheme Info Flyer. It is the responsibility of each Qantas Club member to handle their membership payments directly.

Record keeping

While you are travelling it is important to keep records that may be necessary upon your return.

Things you should record or keep include:

• All receipts and supporting documentation required to reconcile expenses and/or seek reimbursement.
• Your business activities (in your Outlook calendar for example) to substantiate any travel diary requirements when you return.
• All necessary documentation to support any insurance claims.
• For international travel, a travel diary will be required as part of the trip request. Information including location, allocation (business/personal) and a description is required for each day. The diary needs to be completed within ten(10) days of the traveller's return date.

Returning from Travel

Travel Diary

As part of your travel request, you will be asked to provide details of your daily business and personal activities, including location and description. Further information on requirements can be found in the Travel Guidelines

Finalising Expenses

Disbursement of costs relating to flights, hotel and car rental will be managed by Finance. You can use your Corporate Credit Card or claim a reimbursement through FlexiPurchase . Expenses must be reconciled by the traveller in accordance with Travel Policy .

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Separate policies to replace the university's Travel Guide

New documents address nontravel business expenses and gifts for university employees.

By HR NewsWire

Effective Feb. 21, the university will fully retire the Travel Guide Policy and introduce separate policies that provide clarification and guidance for reimbursable business expenses and parameters on using JHU funds to purchase gifts for university employees.

Shannon Dawkins, assistant general counsel and policy manager at the university, says, "Our aim when retiring the Travel Guide Policy was to provide updated and more focused policy along with training for employees related to reimbursement for expenses and gift giving."

Replacing it are two separate policies, which can be found online in JHU's Policy & Document Library :

The Business Expenses (Non-Travel) Policy covers business expenses incurred that are not related to JHU travel and is derived from the information in sections of the now-retired Travel Guide that were unrelated to travel and require separate attention.

The Gift Policy sets clear rules around the use of JHU funds to purchase gifts for university employees, including clarification about the university's prohibition on giving gift cards to employees as well as current university practice in other areas of gift-giving, such as retirement.

The existing Business Expenses Related to University Travel Policy provides guidance on reimbursement for business expenses incurred during travel for JHU-related activities.

Training related to the new policies is available through the Learning Management System, and procedural trainings and quick reference guides are available on the Expense Processing Training page of the Travel portal.

Posted in News+Info

Tagged hr newswire

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• 3. Booking travel
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UQ travel bookings must be made with FCM Travel Solutions .

The preferred method for booking domestic and simple point-to-point international (economy class only) is via FCM's online booking platform, Savi. 

By booking business travel through  FCM your business unit or project will not be charged travel agent booking fees. These fees are paid for centrally.

Travel booked through FCM will be paid for automatically by the UQ Travel Account and charged to the traveller's default chart string in ExpenseMe Pro (UQ's expense management system) .

Before you book - update your travel profile

UQ travel profiles are managed and updated in the FCM Profile Management Tool, FCM Platform.

Before making a booking, a travel profile must exist in FCM Platform and traveller profile information must be completed. Bookings cannot be made if mandatory profile information is missing.

It is the responsibility of the traveller (or Travel Arranger) to ensure the first and surname in the FCM Platform profile matches the travellers passport or ID.

How do I access FCM Platform?

• You can access FCM Platform by using the Travel Approval and Booking tile at the top of the UQ Travel website.
• FCM Platform uses UQ Authenticate to login. UQ Authenticate requires your UQ credentials (UQ Username/Kerberos ID & password) to be entered to access FCM Platform.
• You must be logged in to the  Internet Session Management (ISM) service.
• Do not save FCM Platform to your internet Favourites/Bookmarks, this may restrict your access.

What traveller profile information is mandatory in FCM Platfom?

• First and surname as per passport
• Mobile phone number
• Email address
• Prefix (title)

Who can update or create profiles in FCM Platform?

• Travellers can manage and update their own travel profile
• Authorised travel arrangers can update a profile on behalf of traveller
• Only authorised travel arrangers can create a new profile (this should only be required for non UQ staff profiles including guests and students)

To find out who is an authorised travel arranger please contact UQ Travel .

FCM Platform online module             FCM Platform FAQs

How to book domestic travel

Domestic travel bookings are to be made via FCM's online booking platform, Savi. 

Travellers must provide FCM the UniTask Travel request Trip ID at the time of booking, including bookings made via Savi.

For bookings that cannot be made using Savi (i.e. flight, hotel or transfer not available), please contact  FCM Travel Solutions .

UQ domestic travel bookings made via FCM Travel Solutions, including Savi, are paid by the UQ Travel Account.

Changes and cancellations via Savi (domestic bookings only)

Travellers can self-manage itinerary updates quickly via the online booking platform, Savi,  if the booking originated in Savi .

For more information on how to make changes and cancellations on Savi, please refer to the FCM Travel Solutions user guides .

How do I access Savi?

• You can access Savi through FCM Platform by clicking on the Travel Approval and Booking tile at the top of the UQ Travel website.
• Once in FCM Platform click on the Book trip button in the top right.
• Savi uses UQ Authenticate to login. UQ Authenticate requires your UQ credentials (UQ Username/Kerberos ID & Password) to be entered to access FCM Platform.
• You must be logged in to the Internet Session Management (ISM) service.

Savi user guide             Savi FAQs

How to book international travel

Simple point-to-point international bookings (economy class only) can be made via FCM's online booking platform, Savi.

For bookings that cannot be made using Savi, please contact  FCM Travel Solutions .

Travellers must provide FCM the approved   UniTask Travel approval Trip ID at the time of booking, including bookings made via Savi.

Payment for international bookings is through the UQ Travel Account.

• You can access Savi through  FCM Platform  by clicking on the Travel approval and booking tile at the top of the UQ Travel website.
• Once in FCM Platform click on the  Book trip button in the top right.
• You must be logged in to the  Internet Session Management  (ISM) service.

Savi user guide        Savi FAQs

Group bookings (greater than 10 travellers)

A group booking is a booking consisting of:

• 10 or more travellers on the same flight;
• 10 or more hotel rooms at the same hotel; or
• 25 or more travellers travelling to the same destination on the same airline (can be different dates)

FCM Groups Travel team can assist with:

• Commercial flights
• Charter flights
• Hotel bookings
• Conferences up to 100 people (for any larger please email FCM Travel Solutions  team to discuss)
• Special events, including cultural, sporting, musical etc
• Study tours
• Student tours
• Inbound groups and delegations
• Graduations

Anything not on this list, please email  FCM Travel Solutions  team.

Travellers must provide FCM the approved UniTask Travel approval Trip ID at the time of booking.

Group Pricing & Booking Conditions

Group bookings attract different pricing to what you may find for an individual or less than 10 travellers. In some cases a group costing can be more expensive however, it does come with additional benefits such as flexible payment terms, traveller name changes, luggage allowances and other fare conditions. 

If your group does not require flexibility for providing names and making payment, individual bookings can be made via the day-to-day FCM team to take advantage of sale or instant purchase fares. 

Group bookings generally require full payment 30 days prior to departure for Domestic or 45 days for International bookings and in most cases are non-refundable. If you are booking within this timeframe you may wish to consider making individual bookings that may have different cancellation or credit policies. Please contact us for more information.

Travellers should be aware that group pricing is subject to availability and change without notice until a booking is confirmed with payment.

Obtaining a Quote

Group travel can be more complex than an individual travel booking. Quotes cannot always be provided within the same day the request is sent to FCM Travel Solutions . Please allow the following time lines for your quote to be processed:

• Domestic group quote up to 2 business days
• International group quote up to 4 business days

At the time of requesting a quote your FCM Travel Solutions consultant will advise of the timelines for your enquiry.

Travellers should be aware that quotes are not confirmed itineraries. During the quote process, the itinerary is not held nor confirmed.

Minimum deposits per person are required to secure your group itinerary. At time of quoting, your FCM Travel Solutions consultant will advise payment timelines to secure your booking.

The FCM Travel Solutions group bookings team can be contacted on:

• Phone: +61 7 3170 8393
• Email: [email protected]

FCM Travel Solutions Group Booking Request

Airfares, class of travel and loyalty programs/points

• All UQ flight bookings must be booked through  FCM Travel Solutions , either through Savi   or via  email  [email protected] , to access the UQ negotiated airfare discounts.
• Exceptions to booking through FCM Travel Solutions are outlined in the section  below .
• The Best Fare of the Day should be selected (the most logical economical airfare or route available at the time of booking that meets the business requirements of the traveller).
• Utilisation of Best Fare of the Day must override all personal preferences, airline memberships and reward programs and memberships (such as frequent flyer program or other loyalty program) and/or accrual of frequent flyer points. 
• Where possible, non-flexible fares should be used.
• FCM are not required by UQ to instruct travellers if they will or will not earn points and status on flights.
• Unused airfare credits (credits on hold) must be used for subsequent bookings where possible.
• Bookings should be made as early as possible in order to obtain the most cost effective rates.

Domestic travel (class of travel)

Domestic travel must be booked at Economy class. 

International travel (class of travel)

International air travel must be booked at Economy Class except if the air travel is more than 7 continuous hours, the travel approver may use their discretion to approve a UQ traveller to travel at a higher class of travel (Premium Economy or Business Class) in certain circumstances including:

• a medically certified disability or medical condition; or
• the UQ travel is required to be undertaken within a very short timeframe (e.g. less than 48 hours total time in the business location).
• the air travel is paid for by an external organisation with funds not administered by UQ, or where a higher class of travel above Economy Class is explicitly included and stated in the approved budget of an externally funded project/contract; or
• the air travel is paid (or upgraded from Economy Class) using consultancy funding.

UQ travellers may upgrade travel to a higher class with their own personal funds or loyalty/frequent flyer points. This can be facilitated by UQ’s travel services provider, FCM Travel Solutions .

Loyalty Programs/Lounge Memberships

Qantas and Virgin Australia offer UQ staff a discount on lounge membership using the UQ corporate scheme number. For more information please refer to Personal Travel Benefits (requires UQ login).

Participation in supplier loyalty programs (including airline lounge membership) is your choice and you are responsible for the payment of any membership fees. If there is a valid business reason for UQ funding to be used to pay for airline lounge memberships then Head of School (or equivalent) approval is required via the finance form Airline Lounge Club Membership Use of University Funds Approval (PDF, 88KB) .

UQ funding can only be used for airline memberships for up to a maximum period of 12 months. Renewal of airline memberships using UQ funding requires approval using the finance form above.

You are able to accrue loyalty program points resulting from University travel.

Upgrade using personal funds or loyalty / Frequent Flyer points

If you wish to upgrade air travel to a higher class than what was approved, you must do so with your own personal funds or loyalty/frequent flyer points.

Accommodation

• All accommodation should be booked through FCM Travel Solutions, either through Savi  or via email  [email protected] , to access the UQ negotiated accommodation discounts.  
• Exceptions to booking through FCM Travel Solutions are outlined below .
• Accommodation should be booked at the same time as airfares, unless there are sound reasons for not doing so.
• Use of short stay accommodation providers such as Airbnb is allowed however travellers are required to book using their personal Airbnb account (and submit an expense reimbursement via UQ’s expense management system ExpenseMe Pro ) and agree to the terms and conditions of Airbnb when booking. The agreement is between you and Airbnb, not UQ. When booking through providers such as Airbnb, you should be aware of the risk that the accommodation may not be adequate on arrival and alternate lodgings may be required.
• When undertaking field work and research trips that involve non-commercial accommodation, such as camping, the details of this activity should be considered as part of the Work Off-Campus and Fieldwork Procedure  (PPL).
• If you arrange private accommodation (such as staying with friends, colleagues or family) UQ will not pay accommodation expenses.

UQ reasonable domestic accommodation rates (rate per night)

Car hire and ground transport

• Car hire should be booked through FCM Travel Solutions , either through Savi  for domestic travel or via email  [email protected]  for international travel, to access the UQ negotiated discounts.
• Travellers should consider car hire when driving is more cost-effective than other forms of transport e.g. when travelling with other UQ travellers or transporting large material.
• You must observe all traffic laws and will be personally liable for any breaches of those laws (including parking and speeding offences).

Ground transport

• UQ encourages the use of public transport when economical, safe and practical.
• Uber for Business is the preferred services for short duration business related journeys. Cab Charge Plus can be be used as a second option.
• Organisational units may arrange corporate TRANSLink Go Cards  for use in the Brisbane region.
• Other ride share forms of transport, may be used. You must agree to the terms and conditions of the transport provider. The agreement is between you and the transport provider, not UQ. You should be aware of the risk of alternative forms of transport possibly not being adequate and needing to find other means of transport. 
• UQ has a number of  pool vehicles  that may be available for local travel.
• When a University pool vehicle is not available, or not appropriate, your Supervisor may authorise the use of a private vehicle , provided the vehicle is adequately covered by your own insurance policy (both comprehensive and third party property insurance). You may claim a kilometre allowance using the Kilometre Reimbursement Claim form in MyAurion .

Exceptions to using FCM Travel Solutions

UQ recognises that certain circumstances sometime warrant an exception to the requirement to book through FCM Travel Solutions.

All UQ Travel being undertaken by staff must be approved as per 2. Approval for travel . The only permissible exceptions to using FCM Travel Solutions are:

• 1. Planning your travel
• 2. Approval for travel
• 4. Paying for travel
• 5. While travelling
• 6. Returning from travel

Quick Links

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Do you have feedback about the service provided by FCM Travel Solutions? Let UQ know.

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