POLICY TITLE:
BUSINESS TRAVEL POLICY AND PROCEDURE
ADMINISTERED BY:
GENERAL MANAGER, FINANCE AND ADMINISTRATION
APPLICABILITY:
ALL EMPLOYEES
1. Context
1.1.
The purpose of this document is to detail the policies in place for air transport, local
transport, accommodation and general travel safety.
2. Purpose
2.1.
Requests for changes or improvements to this document shall be forwarded to the
General Manager, Finance & Administration.
2.2.
This policy supports Global Star Enterprises’ (GSE) commitment to health and safety of
its staff, security of the company’s infrastructure and cost effectiveness of its
operations.
3. Scope
3.1.
This policy applies to all permanent employees of GSE.
4. Air Transport
4.1.
No more than two Board Members and/or senior managers may travel together on the
same aircraft at any one time.
4.2.
For overseas appointments, Board Members and Managers must have a clear 24
hours rest after a flight before participating in any negotiation or meetings on behalf of
GSE
4.3.
GSE has appointed Qantas Airlines as the preferred carrier for domestic and
international air travel.
4.4.
The choice of travel class of either Economy or Premium Economy (where this is
offered by the air line) or Business, for individual staff members is based on balancing
the factors enabling staff members to make the most effective use of their time
overseas. Under no circumstances is a staff member other than the CEO and Board of
Directors permitted to travel first class at GSE’s expense.
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5. Accommodation & Local Transport
5.1.
GSE has appointed

Hertz Car Rental as the preferred car rental company for domestic and
international car rentals.

Accor Hotels as the preferred hotel chain for domestic and international
accommodation.
5.2.
The choice of accommodation while travelling should be based on safety and security
while enabling optimal working conditions. Estimated cost of accommodation should be
included in the travel plan before submission for approval. Where the cost of
accommodation exceeds AUD $500 per night the Department GM must be notified with
justification for selecting such accommodation.
5.3.
Where public transport is a safe and economical means of travelling locally,
consideration should be given to using it.
Position
Length of trip
Domestic
travel
Business
Class
International
travel
First Class
Under 2 hours
Business
Class /
Premium
Economy
Business
Class
Premium
Economy
Premium
Economy
Economy
Over 2 hours
Under 2 hours
Over 2 hours
CEO & Board
of Directors
Under 2 hours
Over 2 hours
Senior
Management
(General
Managers)
Under 2 hours
Over 2 hours
Managers
All other staff
5.4.
Accomm.
4-5 star
Vehicle
rental
luxury
First Class /
Business
4-5 star
Full size
Business
Class
Business /
Economy
Business
Class
Economy
4-5 star
Full size
4-5 star
Standard
4-5 star
Standard
4-5 star
Intermediate
Economy
Economy
3-4 star
Intermediate
Economy /
Standard
Economy
3-4 star
Compact
Exceptions:

If any staff member is travelling with a senior management or the CEO, they will
travel in the same class as the senior member of staff. E.g. if the CEO requires
his Personal Assistant to accompany him, the Personal Assistant will travel First
or Business class.
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6. Airline club / Frequent Flyer
6.1.
GSE will not fund airline club memberships. GSE staff are eligible to access the special
corporate rate offered to GSE for membership to the Qantas Club. There are many
different frequent flyer programs available and staff may use personal frequent flyer
cards for any business travel to accumulate points. However, according to policy staff
may only travel on GSE’s preferred carriers. Full details of frequent flyer card must be
provided to the Accounts and Travel Manager - GSE Finance and Administration
Department prior to bookings.
7. Charters
7.1.
In some events it may be necessary to charter flights to or in remote locations. The
arrangements for these will be handled entirely through the Accounts and Travel
Manager - GSE Finance and Administration Department unless in extreme
emergencies only.
8. Contact Details
8.1.
All contact details must be provided to the Accounts and Travel Manager - GSE
Finance and Administration Department. These will include:

Photocopy of Passport photo page

Photocopy of Driver’s licence

Photocopy of GSE Security Badge

Complete Passenger Information form
9. Safety
9.1.
At all times personnel are required to act in accordance with organisational and
standard OH&S requirements. Safety guidelines include:

Cultural and local customs awareness

Responsible consumption of alcohol

Security services available

Food and water safety

Health Issues
10. Security and Risk Management
10.1.
The Department of Foreign Affairs and Trade (DFAT) produces and issues travel
advisories for Australian travellers or residents. The advisories are issued to ensure
that Australians travelling are well informed and well prepared for overseas travel and
to assist in avoiding dangers and difficulties. The content of the advisories is important
and the objective is for people to be able to make well-informed decisions about travel.
The CEO or formal delegate may, if it is considered appropriate, impose a complete
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travel ban to certain countries / areas and may require staff already located therein, to
return to their home office.
10.2.
The warnings posted by DFAT and the World Health Organisation (WHO) are critical
for staff safety, security and at times for GSE insurance cover.
10.3.
DFAT provides a warning of risky locations at the time a person makes a booking.
Notification of a GSE staff booking to risky locations is automatically emailed to the
Security and Insurance managers. The system also facilitates the automatic contact by
email to persons who might be in, or about to leave for, an affected region.
10.4.
Staff must read the DFAT Travel advisories and attach the latest advisory to their
Travel Plan when submitting the request for approval.
10.5.
These advisories can be accessed via Smart Traveller. Further information can be
sourced from Embassyworld.com
10.6.
The World Health Organisation (WHO) publishes travel recommendations which are
utilised by DFAT in their travel warning system. Direct access to WHO travel warnings
can be sourced from the WHO website.
11. DFAT travel advisories
11.1.
11.2.
DFAT travel advisories fall into five broad categories and indicate DFAT's overall
assessment of the security situation in a particular country:

Be alert to your own security

Exercise caution and monitor developments that might affect your safety

Exercise a high degree of caution

Reconsider your need to travel

Advised not to travel.
A DFAT travel warning advising to “Reconsider your need to travel” or “Advised not to
travel” may result in the staff member not being permitted to travel or remain in the
country to which the warning refers. All such requests to travel to a location which has
a DFAT warning advising to “Reconsider your need to travel” or “Advised not to travel”,
will be dealt with on a case by case basis.
12. Smart traveller
12.1.
All GSE staff overseas travel arrangements will be filed with the DFAT Smart Traveller
13. Group Travel
13.1.
People organising group travel need to be aware of the number of staff travelling on
any one air flight at the one time.
13.2.
Trip co-ordinators can check with the Accounts and Travel Manager - GSE Finance
and Administration Department to obtain feedback on multiple bookings on any one
flight. Alternatively, the Insurance Services Office can be contacted to ascertain details
on multiple bookings on a particular flight. This is necessary to ensure that any
resultant insurance claims do not exceed the aggregate policy limit and to comply with
risk management imperatives ensuring that a limited number of staff travel on any one
flight together.
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14. Dress Codes
14.1.
When travelling on behalf of GSE, all staff members will be required to dress according
to normal office wear.
14.2.
When travelling overseas, ensure that dress wear is appropriate to culture of country
e.g. shorts or sleeveless tops may not be appropriate.
15. Insurance
15.1.
All staff travelling on business for GSE are fully covered for insurance.
16. Accompanying Family Members
16.1.
There are no circumstances where costs associated with accompanying family
members may be charged to GSE. If booking accompanying family members through
the Accounts and Travel Manager - GSE Finance and Administration Department all
associated costs are to be charged to the staff member's personal credit card.
17. Expenses
17.1.
All expenses and travel costs that are outlined in the Travel Plan, and authorised for
payment, will be met either by payment with a GSE Corporate Card or by
reimbursement on presentation of receipts. Staff members may choose to undertake
part of their travel plans at their personal expense.
17.2.
The GSE Corporate Card is the preferred method of payment for all business travel
and associated expenses.
18. Travel Plans
18.1.
Step 1: All staff must submit a Travel Plan – see Travel Plan Template – GSE Intranet.
18.2.
Step 2: Travel Plans must be submitted to department manager for approval.
18.3.
Step 3: Approved Travel Plans to be forwarded to the Accounts and Travel Manager GSE Finance and Administration Department together with
18.4.
Step 4: Contact Details / Passenger Information.
19. Travel Documents
19.1.
Passports: Must be valid.
19.2.
Visas: Must be valid including type – e.g. business, transit etc., the Accounts and
Travel Manager - GSE Finance and Administration Department will arrange.
19.3.
Health: Requirements for overseas travel must be strictly adhered to.
Health Organisation site: http://www.who.int/ith/en/index.html
19.4.
Itinerary and meeting documents must be made available to all passengers within the
following minimum periods

Domestic – 24 hours

International – 1 week
See World
Global Star Enterprises is a fictional company created for educational and training purposes only.
Business Travel Policy and Procedure V:4:May11
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