University Student Activity Travel Procedures


To provide mandatory procedures for organising, authorising, booking and undertaking self-funded University student activity travel.

This document is intended to be read in conjunction with the following:

Application


This document applies to:

  • students organising and undertaking self-funded University student activity travel
  • travel organisers who are involved in organising, supporting or authorising such travel  

Introduction


For the purposes of these procedures, University student activity travel refers to self-funded international travel for any student activity:

  • undertaken to fulfil a requirement for academic progress at the University or
  • organised by the University or
  • endorsed by the Approving Manager and directly related to the to the student’s professional/academic development
  • University student activity travel does not include activities organised solely by a student or group of students unless they otherwise meet the above definition of University student activities

Students and travel organisers should refer to the Travel Expenses and Booking Procedures when organising or undertaking funded University travel.

Procedures


Authorising University student activity travel

1.    All students participating in University student activity travel must register as travellers in Via TRM and be committed to a Programme or registered to a travel plan.

Note - University Health Safety and Wellbeing Field Activity Standards must be adhered to. 

Booking University student activity travel and communicating itineraries

2.    Where travel is being organised for students by a University staff member, regardless of funding source, the University’s Travel Management Company (TMC) must be used.

Note - Students arranging and paying for travel directly are encouraged to use the University’s preferred TMC, Orbit, at travel.uoa@auckland.ac.nz  or their leisure travel agency, House of Travel Parnell at monicas@hot.co.nz so itineraries appear in the traveller tracking system.

3.    Whether booking through the TMC or an alternate travel provider, all students must record their booking number and itinerary in the student international travel details form online.

4.    Traveller information is shared with the University’s emergency assistance providers who follow up with travellers in the vicinity of an incident to ensure their safety and wellbeing.

5.    Travellers must refer to the Travellers Checklist for University student activity travel to ensure they have complied with the Travel Policy and these procedures. 

Travel Insurance and Travel Risk

6.    Students must read the Via TRM Travel Insurance Terms & Conditions to confirm their eligibility for University-provided insurance and determine any additional steps to declare any pre-existing medical conditions and purchase additional insurance.

Note: Travellers must purchase insurance for days outside of the allowable coverage. This is important if you are combining Personal travel with University student activity travel.

7.    Travellers not eligible for University-provided insurance must purchase appropriate travel insurance for international journeys.

8.    Students travelling outside of New Zealand for University activities must attend pre-departure workshops if required to do so.

Definitions


The following definitions apply to these procedures:

Approving manager is the traveller’s line manager or travelling student’s supervisor, Via TRM programme manager or the 360 International Office.

International Office is the service division within the University that supports the University’s internationalisation objectives.

360 International is the service division within the International Office that supports the University’s outbound student mobility objectives, including the management of the exchange/study abroad arrangements and the Via TRM system.

MFAT refers to the Ministry of Foreign Affairs and Trade.

Personal travel is travel for non-University purpose either in conjunction with or wholly separate from University travel or University student activity travel.

Programme contact is the University staff member assigned to manage student participation in a Via TRM programme.

Staff member refers to an individual employed by the University on a full or part time basis.

Student is an individual enrolled in a programme of study at the University excluding University of Auckland Public Programmes.

Travel Management Company (TMC) means Orbit World Travel, the travel agency contracted by the University to supply travel management services.

Travel organiser is the member of staff arranging, requiring or supporting the trip or activity, as recognised by the approving manager.

University means the University of Auckland, including all subsidiaries.

University Public Programmes are open to all learners aged 16 and over regardless of whether tertiary education has been completed.

University student activity travel refers to self-funded international travel for any student activity:

  • undertaken to fulfil a requirement for academic progress at the University or
  • organised by the University or
  • endorsed by the Approving Manager and directly related to the to the student’s professional/academic development.

University student activity travel does not include activities organised solely by a student or group of students unless they otherwise meet the above definition of University student activities.

University travel is travel that has been approved as being for University purpose and is funded by the University or third party.

Via TRM is the University’s online platform to track and promote outbound international opportunities for students.

Via TRM programme is a University supported outbound international learning opportunity managed through Via TRM.

Via TRM travel plan – is a University supported outbound international learning opportunity managed through Via TRM for individuals or small groups not on a Via TRM programme.

Document management and control


Owner: Chief Financial Officer

Content manager: International Office/ Performance and Risk

Approved by: The Vice-Chancellor

Date approved: 31 January 2019

Review date:     31 January 2022