Travel Procedure


Current version (6.0) 12 February 2021 to date
Interim changes affecting this Procedure appear in the COVID-19 Policy Addendum.

2021 Statement on Financial Restrictions

Last year due to the economic impact of COVID-19 on the University, a series of financial restrictions were put in place in relation to non-essential business expenditure for an interim period. The Vice-President, Operations is pleased to advise that the University will allow some discretionary spend to commence specifically around entertainment and travel. This is primarily as a result of staff now returning to campus more frequently and a review of the Universities financial position.
The Business Expense Procedure (BEP) provides advice on what is allowable as well as providing guidance on limits for some expenditure which continues to apply with the exception of the following financial restrictions:

  • Entertainment for Staff members - The allowable limits here have been lowered to $50 (per person) for end of year celebrations, team building and strategic planning days. All other information under this category applies.
  • Entertainment where non-UNSW staff are involved is not allowed
  • Gifts/Rewards is not allowed
  • Travel - International Travel is not allowed
  • Travel - Domestic Travel is allowed in limited circumstances. Refer to MyTravel@UNSW to register and organise your travel. Please ensure you have sought pre-approval from your line manager before doing so. A cautious approach should be taken if deciding to travel for work. It should be necessary and reasonable and in line with specific work requirements.
Other financial restrictions remain in place as follows:

  • Expenditure on activity under various projects and plans, including the Estate Development Plan, the Estate Improvement Plan, the IT program and the 2025 Strategy is now subject to regular review and adjustment by Management Board.
  • Appointment or engagement of staff - the Management Board Recruitment Sub-committee is reviewing all proposals for new positions, replacement positions, end of contract renewals, contractor engagements and consulting spend across both restricted and unrestricted funds. No appointments or engagements may be made without this Sub-committee’s prior written approval.
  • Credit cards - most University credit cards have been suspended with credit limits reduced to zero, effective from 7 May 2020. Some exceptions in each Faculty/Division, for essential business expenditure where other payment methods are not possible or for spend against restricted funds (e.g. research grants), have been communicated to your relevant Management Board member/Dean.
Implementation of the aforementioned changes is effective immediately. All other financial restrictions will remain in place, as currently detailed in the COVID-19 Policy Addendum.

Historical versions

Historical version (5.1) 3 December 2018 to 11 February 2021
Historical version (5.0) 14 November to 2 December 2018 (PILOT group version)
Historical version (4.5) 4 December 2017 to 2 December 2018
Historical version (4.4) 17 August 2017 to 3 December 2017
Historical version (4.3) 25 July 2016 to 16 August 2017 
Historcial version (4.2) 22 July 2015 to 24 July 2016
Historical version (4.1) 17 March 2015 to 21 July 2015
Historical version (4.0) 2 October 2014 to 16 March 2015
Historical version (3.2) 1 July 2013 to 1 October 2014
Historical version (3.1) 1 July 2012 to 30 June 2013
Historical version (3.0) 1 June 2012 to 30 June 2012
Historical version (2.4) 8 March 2012 to 31 May 2012
Historical version (2.3)  1 July 2011 to 7 March 2012
Historical version (2.2) 1 January 2011 30 June 2011
Historical version (2.1) 1 July to 31 December 2011
Historical version (2.0) 1 January 2010 to 30 June 2010
Historical version (1.2) 16 February 2009 to 31 December 2009
Historical version (1.1) 3 November 2008 to 15 February 2009
Historical version (1.0) 1 November 2008 to 2 November 2008