Frequently Asked Questions - Travel
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- Whom do I contact if I need further information?
Contact the Travel Officer, Carmel Johnson on 72973 or email travel@deakin.edu.au
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- What is the National University Travel Consortium?
The NUTC, also known as Go Blue Pty Ltd, is a consortium of Australian universities which have the common
purpose of achieving maximum savings in travel service costs. The NUTC has, via its relationship with Global
Destination Management (GDM), negotiated hotel rates which on average are 20% cheaper than the government
rate for domestic hotels and 40% cheaper for international hotels. GDM provide specialised accommodation
and conferencing services to the Tertiary Education sector.
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- Do I have to use the specified travel agents?
Yes. The previous University policy permitted you to use the agent of your choice but we found ourselves
dealing with well over 30 different travel agents. Very few of those providers gave us price
rebates and as a consequence we were spending well in excess of $100,000 per annum more than we needed to.
In addition, the proliferation of agents meant we were unable to capture accurate data on
where and how we spent our money. The comprehensive management reporting that is now available will assist
in future negotiations, including "University only" fares on the busiest international routes.
An additional benefit has been provided in that the agent will book your partner or direct family travelling
with you on the same itinerary and you will receive a significant discount for them. The agents will advise
you of the discounts and conditions.
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- Who are the approved travel agents?
All contact details for the approved Travel Agents are listed on the Travel website in the
left hand navigation column, or at www.deakin.edu.au/fbsd/travel/contact.php
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- Can another travel agent see what their opposition has quoted in the airline booking systems?
Absolutely not. The customer details and pricing are completely private between the customer and the agent.
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- Do I still need a Purchase Order number to make a booking?
Yes, there has been no change to the existing authorisation procedures. You do not need an order to make a
booking but the ticket will not be made available without a Purchase Order number. Your booking may be
cancelled if a PO number is not passed onto the agent within the time specified on the bottom of the
itinerary.
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- I was quoted one fare initially, but when I went to book the price had gone up.
The quote is given based on seat and flight availability at the time. The seats may have been sold
when you finally tried to book. If the quote is acceptable, the best advice is to book the seat
immediately. It can always be released later.
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- I see very cheap fares advertised, why do we have to pay more?
The travel industry and its pricing structure are extremely complex. In some instances, airlines sell
tickets to agencies at the same cost and the agent puts only a 6 to 8% margin on the ticket (known as "nett
fares"), which is their commission. Such tickets carry complex and often onerous conditions that remove
most flexibility for changes or refunds. They can involve a number of transit points or stopovers. There is
obviously no room to discount those prices further and no additional rebates apply to them.
In the normal case where a "published fare" is quoted, significant rebates are received. An example of such
a fare would be a normal economy class fare to London that can be changed at will, without incurring
penalties.
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- Am I able to buy cheap fares over the internet?
Domestic fares can be bought with a corporate credit card, so you can avail yourself of the cheap internet
fares. You must bear in mind that there are very few seats available at those prices and the flights will
be at less popular times. It is the prerogative of the airlines to price their seats as they see fit. They
may choose from time to time not to compete at such discount levels.
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- How do I know I am being quoted the cheapest fare?
Our travel agents are working for
us - not the airline. They are required to provide you with the "best fare of the day" when quoting. That
price can vary significantly depending on many things such as:
- whether or not you have flexibility in your travel dates and times
- whether or not you can stay over a Saturday night
You must provide as much information as possible to help them locate the best fare. The performance of all
travel agents will be independently audited and our level of savings reported to us monthly.
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- Do I have to book accommodation through the travel agents?
You can book through the travel agent or use GoBlue the National
Universities Travel Consortium website.
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- Do I have to book car rental through the travel agents?
You are not to book car rental through the agent unless you are paying for it on your credit card. If a
purchase order is being raised, the booking needs to be made direct with the
car rental company and the purchase order
raised to them.
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- Do I have to keep a travel diary?
A travel activities diary
must be completed for staff who travel overseas, or within Australia for more than five (5) nights where the
travel is not exclusively University business. FBT will be charged to Budget Centres when travel diaries
are not returned to the Travel Officer within 14 days of the return trip. For more information staff can refer to
Travel Activities Diary Information.
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- What are the arrangements for Qantas Club memberships?
A membership may be obtained through the University at a rate negotiated for all staff. Please refer to the
Qantas Club link on the Financial and
Business Services Division website for more information.
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- What do I need to know about Overseas Travel Insurance?
Deakin University has an extensive overseas travel insurance program, available to staff for work related
activities and students for study related activities. The website is
www.deakin.edu.au/fbsd/insurance/travelinsurance.php
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- As a Deakin University employee, do I need to purchase travel insurance?
Yes, if you are travelling either exclusively for leisure or domestically within Australia. The travel
insurance website www.deakin.edu.au/fbsd/insurance/travelinsurance.php
has more information.
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- I'm a Deakin University staff member. Are my partner and/or dependent children covered under the University's Travel Insurance policy or should I arrange alternative cover?
Insurance cover is provided for accompanying partners and/or dependent children as long as the itineraries
and locations match the staff member.
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- I'm a Deakin University staff member and my overseas travel combines work and leisure activities. Do I need to do anything to make sure I'm covered by the Travel Insurance Policy?
Yes. If your leisure component is more than 50% of the total trip duration to a maximum of 14 days or more
than 14 days, you will need to arrange additional coverage. Contact the Insurance Office on ext.72230.
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- I am going on an Outside Studies Program (OSP). Am I covered by the University's Travel Insurance policy?
If you are a staff member and are not in one location for more than two months, you are covered the same as
any other staff member. If you will be in one location for more than two months additional premium is
payable and you must contact the Insurance Office on ext.72230.
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- I have a pre-existing medical condition for which I am currently/recently being treated by my doctor/specialist. Do I have to declare this condition to the insurance company? How will I know if I am covered?
Yes, you do need to declare the pre-existing condition! You need to complete an
Application for Pre-existing
Medical Conditions or Mature Travellers form and return it to the Insurance Officer at least seven (7) days
before you depart. The Insurance Officer will receive confirmation of your coverage and contact you if
cover is denied.
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- There has been some unrest in the country I am travelling to. What do I need to do regarding travel?
Refer to the Department of Foreign Affairs and Trade (DFAT) website www.smartraveller.gov.au
You should monitor the website prior to your travel and be prepared to delay travel plans according to the
advice. Staff and students must not travel to locations listed as "Do Not Travel" whilst undertaking work
or study related activities.
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- I need to make a claim under the Travel Insurance Policy. What do I do?
In an emergency contact the emergency contact number provided to you by the Insurance Officer. In all
other circumstances you will need to complete a Travel Insurance Claim Form
within 30 days. How to make a Travel Insurance claim
documents what you need to do to make a claim.
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- Is there an excess when making a travel insurance claim?
No. There is no excess for a travel insurance claim.
For more information email:
travel@deakin.edu.au
