TRAVEL APPROVAL FORM
Student Travel
Student Traveller Details
Student ID
Title (ie Dr/Miss/Mr/Ms)
Date of Birth
Family Name (as in passport)
Given Name(s) (as in passport)
Name commonly known as
School & Faculty
Email
Mobile Phone Number
Next of Kin Details
Full Name
Relationship to the traveller
Email
Mobile Phone Number
Alternative Phone
Number
Trip Information
Origin & Destination(s)
Departure Date
Return Date
Purpose(s) of Travel
Institutions visited
Accommodation Details
Comments or additional
requests (including special meal
requirements)
Student Declaration



I have attached any additional required forms and documentation as per the Guidance Notes.
I have downloaded a copy of the Assistance Abroad information to use in case of a medical or security
emergency.
If my travel is not covered in full by Curtin’s Travel Insurance policy, I will arrange my own insurance and
provide a copy of the insurance certificate to my Travel Approver prior to departure.
Traveller Signature
2013 Version
Date
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TRAVEL APPROVAL FORM
Student Travel
OFFICE USE ONLY
Estimated Travel Costs (where Curtin funds are to be provided towards travel expenses)
Expense Type
Estimate of Expenditure
Cost Centre(s) and comments
Airfare*
Accommodation
Conference Fees
Car Hire/Taxis
Incidental Expenses
Total
$
*PLEASE NOTE: Where Air travel that is paid in part or in full using Curtin funds must be booked by a travel
facilitator or Curtin fieldwork coordinator through Campus Travel.
Air travel not funded by Curtin can be booked directly by the student through their preferred method,
however, details of air travel and accommodation not booked through the TMC must be provided to the
travel facilitator, either directly by the student traveller or through the Curtin Fieldwork Coordinator, for
manual entry into the University’s Travel Tracker System.
Checklist (refer to the Guidance Notes for further information)
Required?
Insurance:
Travel insurance certificate for personal travel
Y/N
Insurance:
Accompanying family details
Y/N
Insurance:
Fit-to-fly medical certificate
Y/N
Insurance:
Copy of itinerary
Y/N
International travel:
Copy of passport
Y/N
International travel:
Visa application
Y/N
International travel:
Risk assessment
Y/N
Fieldwork:
Fieldwork Risk Assessment and Plan
Y/N
Approvals
Coordinator/Supervisor
Date
(Where applicable)
Name
Signature
Student Travel Approver
Date
Name
Signature
Executive Manager Approver
(DFAT advisory “Reconsider your
need to travel”)
Date
Name
Signature
VC/DVC-A/DVC-E Approver
Date
(DFAT advisory “Do not travel”)
Name
2013 Version
Signature
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TRAVEL APPROVAL FORM
Student Travel
GUIDANCE NOTES
When is this form required?
As per the University’s Travel Procedures for Student, Student travel is defined as travel undertaken by a Curtin student
enrolled in Western Australia involving:
(a) fieldwork education activities associated with a Curtin course;
(b) a conference;
(c) a study tour;
(d) a student exchange; or
(e) work experience, placement, practicum associated with a Curtin course.
Student Travel involving air travel; overnight accommodation; or any activity undertaken off-campus (i.e. outside normal
place of study) that may involve a potentially high level of risk to the health and safety of the participant, must be
approved using the Student Travel Approval Form prior to the travel being undertaken.
Are any other forms or documents required?
Please use the following guide to determine what other forms and documents may be required:
Insurance (Please refer to the Travel Insurance Brochure for further information regarding insurance)
Are you fully paying for and booking your own
flights?
Will your trip exceed 180 days?
Will you be including any private travel plans to
your trip?
Will you be travelling with Accompanying
Family members?
Do you have a pre-existing medical condition
that could affect your travel?
Your itinerary must be forwarded to your student coordinator or
supervisor, to be recorded in Travel Tracker.
Please contact Risk Management to discuss your insurance before
proceeding.
A limited number of private travel days are insured as part of your travel.
You will need to arrange your own travel insurance if you exceed these
days, and provide a copy of the insurance certificate to your student
coordinator or supervisor prior to departure.
For insurance to be extended to your Spouse/Partner or Dependent
Children you must provide a copy of their flight itinerary to your Facilitator
for entry into the Travel Tracker System.
You are required to obtain a “fit-to-fly” medical certificate from their
treating physician and provide a copy of the insurance certificate to your
approver prior to departure.
International Travel
Is Curtin arranging your flights and are you
travelling internationally?
Do you require a Visa for travel to your
destination(s)?
To check, please visit:
https://www.tollvisasdirect.com/
A copy of passport photo page must be submitted with your request.
Visas can be arranged through Campus Travel, who can be contacted via:
Email:
curtin@campustravel.com.au
Phone:
08 9266 2747
Or by visiting their office: Room 338, Building 201, Bentley Campus
Please visit the DFAT Smart Traveller website for information about the country you will be visiting:
Are you travelling to a destination where DFAT
has advised travellers “Reconsider your need
to travel”?
Are you travelling to a destination where DFAT
has advised travellers “Do not travel”?
Your Travel Approval must be signed by the Head of School and Pro ViceChancellor or Deputy Vice-Chancellor.
In order to approve your request a written Travel Risk Assessment must be
approved along with your Travel Approval form.
Your Travel Approval must be signed by the Head of School and Pro ViceChancellor and Vice-Chancellor.
Please contact Risk Management to arrange a business case and full risk
assessment to be approved along with your Travel Approval form.
Fieldwork
Will you be undertaking fieldwork during your
travel?
2013 Version
Before proceeding, contact your Fieldwork Coordinator/Supervisor to
arrange approval and develop a Fieldwork Plan and Risk Assessment in
conjunction with Health & Safety.
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