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Travel policies and procedures for Science postgraduates undertaking domestic or international travel

This page outlines the Monash University policies and procedures applying to Faculty of Science postgraduate research students undertaking domestic or overseas travel for research or university work.

Table of contents

  1. Travel policies applying to postgraduate research students
  2. Insurance coverage for postgraduate research students
  3. Department of Foreign Affairs and Trade (DFAT) travel advisories for international travel (‘Smart Traveller’)
  4. Procedures for booking travel through HRG Australia
  5. Use of travel agents other than HRG Australia
  6. Registration of travel details for insurance coverage
  7. Faculty of Science Staff International Travel Plan
  8. Travel Diary for international travel
  9. Procedures in relation to 'Study Away' status
  10. Links to further information

1. Travel policies applying to postgraduate research students

International travel

The Monash University Staff International Travel Policy [doc 120kb] (endorsed in July 2005) applies to all Monash University staff and postgraduate research students travelling overseas for their research or university work.

Domestic travel

A domestic travel policy has yet to be released but is likely to follow the international travel policy.

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2. Insurance coverage for postgraduate research students

All Monash University postgraduate research students are covered by the Monash University general insurance policy for domestic or international travel for their research or university work.

Any holiday travel associated with the authorised business travel is also covered.

The travel insurance policy is designed for short term business trips with a maximum duration of six months.

For any planned trip exceeding six months students should contact Insurance Services.

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3. Department of Foreign Affairs and Trade (DFAT) travel advisories for international travel (‘Smart Traveller’)

Postgraduate students should review the relevant travel advisories given on the Department of Foreign Affairs and Trade (DFAT) Smart Traveller website prior to booking any international travel.

Special consideration should be made of the Monash University Staff International Travel Policy [doc 120kb] where DFAT has issued a warning at level 5 or above.

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4. Procedures for booking travel through HRG Australia

Postgraduate students are encouraged to make their travel bookings through HRG Australia (formerly BTI Australia), the Monash University preferred travel management company. Monash University's agreement with HRG is that they endeavour to match or beat any available international airfare from another travel agency.

Bookings for international travel made through HRG must be made by telephone or email, while domestic travel bookings can be made online via the HRG ResX booking system.

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5. Use of travel agents other than HRG Australia

Student fares

HRG cannot match student fares as these are specially discounted fares only available to students and not accessible to HRG. If a student fare is obtained there is no need to book travel through HRG. In this case a request for exemption from using HRG should be sent to the Travel Advisory Office (traveloffice@adm.monash.edu.au) that includes full details of the student fare.

Payment of travel costs from own income

A postgraduate student who is paying for at least 80 per cent of their travel costs personally from their own after-tax income, or from funds which are in no way recoverable from the university, may choose not to use HRG Australia.

A written quotation from another travel agent may be used only under the following conditions:

  • The quotation must be for a bookable seat (availability has been confirmed);
  • The written quotation has been forwarded to HRG Australia via the Travel Advisory Office (traveloffice@adm.monash.edu.au) to provide HRG Australia with an opportunity to match the booking;
  • HRG Australia is unable to match the booking; and
  • The postgraduate student has informed the Travel Advisory Office to enable a manual listing in the Flightlock system.

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6. Registration of travel details for insurance coverage

International travel details must be entered on the Insurance Services, while insurance coverage for domestic travel is automatic and no details need be recorded.

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7. Faculty of Science Staff International Travel Plan

Postgraduate students undertaking international travel must complete and lodge a Faculty of Science Staff / HDR International Travel Plan and Approval form [doc 72kb] with:

Mr Tom Keegan
Manager, Research and Research Training
Faculty of Science office, Building 19N
Clayton Campus

Postgraduate students applying for Monash University Postgraduate Travel Grants should submit the application along with the completed Faculty of Science Staff / HDR International Travel Plan and Approval form [doc 72kb] to their school for review and approval.

Once approved by the school the documents will be forwarded to the Manager, Research and Research Training in the Faculty of Science office for processing.

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8. Travel Diary for international travel

Postgraduate students undertaking international travel are required to complete and submit a Monash University Travel Diary [xls 212kb] by the end of the trip to:

Mr Tom Keegan
Manager, Research and Research Training
Faculty of Science office, Building 19N
Clayton Campus

Postgraduate students may wish to refer to an example of a completed Travel Diary.

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9. Procedures in relation to 'Study Away' status

Postgraduate students are required to obtain permission to ‘Study Away’ when travelling interstate or overseas for their research or university work.

Where an application is being made for a Postgraduate Travel Grant

Students applying for a Postgraduate Travel Grant are not required to apply for Study Away. The head of school / centre will indicate support for Study Away in Section F of the travel grant application form and thus an application for Study Away is not required.

Other students

For students not applying for a Postgraduate Travel Grant an application for Study Away status will need to be made.

Doctor of Philosophy (PhD) and Master of Philosophy (MPhil) students must complete the Monash Research Graduate School (MRGS) ‘Application to study away for doctoral and MPhil candidates, and / or scholarship holders’ form [doc 284kb] On return from an approved period of study away doctoral students will be required to lodge a Resumption Form [doc 43kb] with the MRGS.

Master of Science (MSc) complete the ‘Application for variation to masters candidature’ form [doc 239kb] and should advise the Graduate Studies Officer when they have returned.

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10. Links to further information