Travel
Frequently Asked Questions
Accommodation
Diners Card (University Business Travel Card (UBTC))
Frequent flyers
Guidelines for Travel on Official University Business (.pdf)*
Hire car
Movement Requisitions
Payment of travel
Personal travel
Private vehicle usage
Taxis
Travel agents
Travel allowance
Travel insurance
Accommodation
How do I make arrangements for accommodation?
Accommodation arrangements can made either personally or via one of our contracted travel agents:
Qantas Travel Darwin
Phone: 08 8982 3361
Fax: 08 8981 4849
Email: darwin@qantas.com.au
Travellers World
Phone: 08 8981 4699
Fax: 08 8981 1462
Email: info@travellersworlddarwin.com.au
Diners Card (University Business Travel Card (UBTC))
What are the procedures on the use of the University Business Travel Card?
Guidelines concerning the use of Travel Card can be found in the Travel on official university business (.pdf, 141KB)*.
What transactions are we able to use our UBTC for?
UBTC (Diners Card) are used exclusively for travel related purchases, ie: travel bookings, accommodation, conference registration, meals whilst on duty travel, car hire and taxis.
How often do the Diners Card statements come in?
Statements come in each month are usually received in the Procurement office on or around the 19th of each month and are normally despatched to the relevant offices on the day they are received by the Procurement office.
Frequent flyers
How do we make the most of our frequent flyer points?
To redeem frequent flyer points using Qantas as the carrier, you will need to also be a member of the Qantas Frequent Flyer Club. If you are not already a member, you should contact the Travel Officer on 8946 6258 for further information.
Hire car
Who are our contracted hire car agents?
Thrifty are our contracted hire car agents.
Reservations for NT
Phone: (08) 8924 0000
Email: thrifty@rentacar.com.au
Reservations for rest of Australia
Phone: 1300 367 227
Email: reservations@thrifty.com.au
Credit Card Charge enquiries
Phone (08) 89242407
Email creditors@rentacar.com.au
Contract and Rental Condition enquiries
Simon Dring
Phone: (08) 8924 2450
Fax: (08) 8981 5247
Email: simon.dring @rentacar.com.au
Thrifty are able to offer us rates that are second to none, a deal which has been accessed through the Universities Australia website. To access special rates for personal car hire check out Personal Travel.
For more information, please contact the Purchasing/Travel Officer on 08 8946 6258.
Movement requisitions
Am I required to submit a movement requisition prior to travel and who should complete this?
It is essential that prior to undertaking any travel outside of 50kms from the campus at which you are based that you complete a Movement requisition for official travel (.pdf, 110KB)*. Should you be unable to print out the form, contact the Purchasing/Travel Officer on 08 8946 6258. Guidelines for completing these forms can be found in the Travel on official university business (.pdf, 141KB)*.
What happens if I don't submit a movement requisition?
If a Movement requisition for official travel (.pdf, 110KB)* has not been completed and signed by the appropriate cost centre manager prior to travel, the travel will be deemed to be unauthorised - see the Guidelines for travel on official university business (.pdf, 141KB)*. Once completed, a copy of the movement requisition should be forwarded to the Travel Officer (Procurement Branch) for filing (regardless of whether there is a claim for travel allowance).
Payment of travel
Can I personally pay for travel related expenses and seek reimbursement from the University?
All travel should be paid for by the university using a Diners Card (University Business Travel Card - UBTC). You may find that in the event of an airline collapse you are unable to claim back for travel paid for, but not necessarily undertaken.
Personal travel
Can I request the corporate rate for personal use for accommodation, car hire, travel or Qantas Club?
Yes, all sales representatives from the various companies within the travel and hospitality industry, have made it very clear to this office that our staff are welcome to request the corporate rate for personal use and that this is generally agreed to on the provision of proof of employment at the Charles Darwin University.
Thrifty advise that if staff wish to make hire car bookings they should quote CD#4908000788 when making the booking either by phone 08 8924 0000 or on the internet. If making a booking by phone you will need to quote the rate code of CDUNS in order to access their excellent rates.
This offer is strictly limited to staff members. For more information please contact the Purchasing/Travel Officer on 08 8946 6258.
Can I purchase my own travel insurance?
Please see Travel Insurance.
Private vehicle usage
What if I need to use my private vehicle whilst conducting business in the line of my employment with the Charles Darwin University?
Prior to using your vehicle whilst undertaking your duties for the university you should have submitted a completed and approved:
- Application to use private vehicle (.pdf, 15KB)*
- Provided the university with a copy of your registration papers
- Provided the university with a copy of your insurance papers that clearly states your vehicle is insured for you to use on university business.
Ensure the Indemnity on the bottom of the application to use a private vehicle is signed.
When using your own private vehicle on university business a Vehicle running sheet (.pdf, 15KB)* should be completed.
Without all of the above, reimbursement for vehicle allowance will not be processed.
What can happen if my vehicle is not insured for use on university business?
In the event that anything happens to your vehicle whilst using it for university business, if it is not covered for such usage you will be unable to make a claim against your insurers and you will also be unable to make a claim against the university.
To prevent this, complete a Private vehicle indemnity (.pdf, 12KB)*, indemnifying the university against any claims or damages from you.
How do I arrange for my vehicle to be covered by such insurance?
You will need to contact your insurance company. If it is likely to be just a 'one-off' occasion that you will use your vehicle, they may provide you with a cover note and you may not be required to pay extra for such cover. However, if it is likely to be on a regular basis you will be required to add it to your current insurance cover for which you may have to pay extra. In the eventuality that you may have to pay extra, you may also be entitled to reimbursement for such.
Am I entitled to claim a vehicle allowance if I use my vehicle for university business?
Yes, you are provided you have complied with the University's Guidelines for travel on official university business (.pdf, 141KB)* on private vehicle usage.
What are the rates of reimbursement?
The rates of reimbursement can be found in the Guidelines for travel on official university business (.pdf, 141KB)* as well as on the travel allowance calculator.
Taxis
What if I need to catch a taxi?
Cabcharge eTickets are available from the Payables Manager on 08 8946 6262. Alternatively you may seek reimbursement for taxi charges on the presentation of receipts (tax invoices) that show the expenses were incurred whilst on university business.
Travel agents
Who are our contracted travel agents?
Currently our contracted travel agents are:
Qantas Travel Darwin
Corporate Bookings (Domestic and International)
Please contact University Travel Officer on 8946 6258 for the Corporate Profile Number which must be quoted at time of booking.
Phone: 08 8982 3361
Fax: 08 8981 4849
Email: darwin@qantas.com.au
Travellers World
Phone: 08 8981 4699
Fax: 08 89811462
Email: info@travellersworlddarwin.com.au
Do we have to book with them?
Yes, it is required under our Guidelines for travel on official university business (.pdf, 141KB)* that all bookings be made through our contracted travel agents. When requesting fares from any of the above travel agencies always request the 'best fare of the day'.
Do we have to fly Qantas?
When flying either domestically or internationally, where possible, Qantas is the contracted airline carrier. Other airlines should only be used in the event that Qantas either does not fly to your intended destination or in such circumstances that a seat is not available on a Qantas flight on the dates that you intend to travel.
Travel allowance
How much travel allowance is payable for travel?
Travel allowance calculator
| Salary range $90,000 and below |  (.xls142kb) |
| Salary range $90,001 - $160,100 | (.xls 142kb) |
| Salary range $160,101 and above | (.xls,149kb) |
Travel insurance
Do I need to arrange for travel insurance for myself when travelling on duty, conference travel or professional development?
All Charles Darwin University staff are covered under the University's Insurance Policy for approved travel. To find out more about this insurance contact the Manager, Treasury Management and Operations on 8946 7119. There are guidelines that need to be adhered to - particularly for international travel and these can be found within the Travel on official university business (.pdf, 141KB)*.
If you did not have an approved movement requisition prior to undertaking travel you may not be entitled to claim on travel insurance and workers compensation provisions may not be available to you.
Our travel agents are aware of the Charles Darwin University's Travel Insurance Policy.
The university has travel insurance in place for staff travel that meets their criteria. Please refer to the university's travel policy. Any additional travel insurance purchased independently will be at your own expense and not reimbursed. If you wish to purchase your own travel insurance, you may utilise “In-A-Suitcase”.
Can I purchase my own travel insurance?
ACE Insurance Limited, in conjunction with Middleditch Insurance Brokers Pty Limited provide an on-line facility for Charles Darwin University staff, students and their relatives to apply for interstate or overseas private travel insurance. The policy product is called “In-A-Suitcase” and is available to you around the clock. You can access it anytime at your convenience; be it months before your holiday or a few hours before your flight takes off.
This online facility is available to students and staff and their relatives. It is not a requirement that the staff or student be travelling to access the insurance.
Through the link http://inasuitcase.aceinsurance.com.au/charlesdarwin/, those wishing to access the insurance can view the policy document, apply for cover and pay by credit card to ACE.
The university receives no remuneration for those choosing to use the In-A-Suitcase product and provides no advice or recommendations concerning the policy cover.
Those using the facility enter into a contract for In-A-Suitcase insurance direct with ACE Insurance Limited. All policy and claim queries should be directed to ACE.
* Note: You will need Adobe Acrobat Reader to view pdf files. Get Adobe Acrobat reader.