Stage 4: Booking Travel

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Introduction

Organising group travel can be a daunting task, especially for project leaders who juggle multiple responsibilities such as teaching and research. However, with meticulous planning, attention to detail, and access to the appropriate resources, arranging group travel can be a smooth and fulfilling experience. Western Sydney University recognises the challenges associated with organizing group travel and offers support to help facilitate the process. In the following sections, we will outline the necessary steps and responsibilities involved in planning and booking group travel through the university.

Initiating a Quote for Group Travel

To initiate a quote for group travel, the Project Leader/Travel Arranger completes the following steps:

  1. Submit a General Procurement Enquiry to Western Now and request a quote for a group travel booking.
  2. Submit a Group Travel Request in TEMS. This should include the itinerary, number of students and staff for the group booking, project description, cost centre and project account details, and travel start and end dates, and New Colombo Plan government reference number (if relevant).
  3. Negotiate and discuss the options with the University's travel agent, FCM.

Deposits

In order to secure a group flight, it may be necessary to make a significant upfront payment to the airline or travel agency. The project leader is responsible for managing the budget and any potential shortfalls that may arise. To avoid any financial issues, it is strongly recommended to collect a non-refundable deposit from all participating students before requesting a quote or making any payments. This will help to ensure that you have sufficient funds to cover the cost of the group booking, and that all participants are committed to the trip. See Marketing and Recruitment.

OS-HELP

It is advised to consider the 6-week approval time for OS-HELP when designing programs and arranging flights. OS-HELP allows eligible Commonwealth Supported Place students to borrow funds for learning abroad, supplementing their HECS-HELP debt. Borrowing amounts differ based on destination, ranging from $4,000 to over $8,000. Repayment terms mirror HECS-HELP conditions. The loan covers expenses like airfare and accommodation, requiring academic approval, completion of 80 credit points, and 10 remaining credits upon return. Each student can receive up to two OS-HELP loans per six-month study period. During the application cycle, all students are informed about OS-HELP.

Assistance

If you need assistance with TEMS or any other travel-related processes, please do not hesitate to contact travel@westernsydney.edu.au . The team will be happy to assist you with a step-by-step walkthrough of the processes.

Requirements for Booking Group Travel

The project leader requires the following before booking group travel:

  • A minimum of 10 travellers (students and staff)
  • A list of "committed" students who have paid a non-refundable deposit, along with any participating staff.
  • An approved Project Proposal, including a budget and itinerary, Group Travel Risk Assessments, Critical Incident Management Plan, International Partner Provider Program Proposal
  • The WSU project account number. This can be found in the Project Proposal and is used when booking travel on TEMS

Securing Flights

Once all participating students have paid the full program fee and the deadlines for airline deposit and final payment can be met, the Project Leader/Travel Arranger should take the following steps:

  1. Confirm acceptance of the quote with FCM.
  2. Upload the approved and signed Project Proposal, list of participants, traveller information, and any other required documents to TEMS.
  3. Notify travel@westernsydney.edu.au that the supporting documents have been uploaded and are ready for the Vice Chancellors approval.

Once approved, the flights will be booked, and tickets will be issued.

Paying Invoices

If you receive an invoice for related to your Learning Abroad project, it is the project leaders responsibility to arrange for your School to settle the invoice unless explicitly stated otherwise. The project account information established by Western Sydney International (WSI) should be included in Section 5 of the Project Proposal – see Submit Proposal. Please note that WSI is not responsible for managing any payments unless it is the owner of the project account. For more information about payment procedures – see How to Pay an Invoice.

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