Travel Policy

Policy overview

1 Purpose

To outline requirements for approved travel undertaken by University Travellers.

2 Scope

This policy applies to all University Travellers which includes Employees, Students, Council members and Visitors required to travel on approved University Business. This includes all domestic, international and intercampus travel.

This policy does not apply to travel undertaken by contractors, consultants and professional service providers.

3 Policy Statement

The University will seek to maximise safe, cost effective travel for University Business that is in the best interests of the University, with exceptions as determined by legislation, funding body requirements or medical grounds.

All travel must only be undertaken after due consideration of all other alternatives available to the University.

4 Principles

  • Travel is only to be undertaken where the primary purpose is University Business
  • Travel is to be applied for, approved and ticketed through the University's online travel system.
  • Approvers can approve the reasonable costs of travel taking into account the nature of travel, contribution from other sources and budget considerations.
  • Approvers are required to ensure that University resources are used appropriately to ensure safe effective travel.
  • All travel is to comply with Australian taxation requirements in order to ensure that the University does not incur additional costs associated with travel.
  • Approvers and approval levels are aligned with the University's Financial and Human Resources Delegations.
  • Travel in circumstances or locations which present a significant health and safety risk to the Traveller or breach the University's duty of care will not be undertaken or approved.
  • Delegates may approve an exemption from the Travel Policy or Travel Procedure requirements in exceptional circumstances where the Policy or Procedure does not result in the most optimal outcome for the University.
  • The University promotes and supports the principles of open, accountable and transparent travel, and will comply with all legislative and reporting requirements in this regard.

5 References


6 Schedules

This policy must be read in conjunction with its subordinate schedules as provided in the table below.

7 Policy Information

Subordinate Schedules

Accountable Officer

Executive Director (Finance and People Capability)

Policy Type

Executive Policy

Approved Date


Effective Date


Review Date


Relevant Legislation

Crime and Corruption Act 2001

Financial Accountability Act 2009

Financial and Performance Management Standard 2009

Fringe Benefits Tax Assessment Act 1986

Income Tax Assessment Act 1997

Public Records Act 2002

Queensland Procurement Policy June 2013

University of Southern Queensland Enterprise Agreement 2014-2017

Related Policies

Code of Conduct Policy

Delegations Policy

Work Health and Safety Policy and Procedure

Related Procedures

Travel Procedure

Related forms, publications and websites

Corporate Travel Office Website

Financial Delegations Schedule

Financial Management Practices Manual

Human Resources Delegations Schedule

Travel System


Terms defined in the Definitions Dictionary

Delegate (noun)

Delegate (noun) means the officer, Employee or committee of the University to whom, or to which, a delegation of authority has been made under this Policy....more


A person employed by the University and whose conditions of employment are covered by the USQ Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior employees whose conditions of employment are covered by a written agreement or contract with the University....more

Research Activities

Refers to activities that result in the creation of new knowledge and/or the use of existing knowledge in a new and creative way so as to generate new concepts, methodologies and understandings. This could include synthesis and analysis of previous research to the extent that it leads to new and creative outcomes....more


A person who has been Admitted or Enrolled at the University, but has not yet graduated from their Academic Program....more


The term 'University' or 'USQ' means the University of Southern Queensland....more

Definitions that relate to this policy only


All Employees, Students, Council members and Visitors travelling on approved University Business.

University Business

University Business means any approved activity related to employment, career development or Research Activities at the University or in connection with the official functions of the University.


Includes any approved person, other than contractors, consultants and professional services providers, undertaking travel related to University Business.


Travel, domestic, international, intercampus

TRIM Record No


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Failure to adhere to this policy may be a breach of the USQ Code of Conduct.