International travel approval form

Staff member details

Name *

Organisational area *

Staff number *

Reason for travel (Business requirement for travel 100 -150 words) * Vaccination (Confirmation of full vaccination and that the vaccine received is approved by the destination country) *

Contact details while travelling

Email address *

Phone number *

Proposed travel dates, destinations and activity/purpose (Please include leave)

Date from *

Date to *

Destination (Including stop-overs) *

Purpose (e.g. name of conference, rec leave, travel time) *

If multiple travel dates exist, please specify the additional details below *

Total workdays absent (Including any partial days) *

Return to work date *

Workload implications during period of travel (Classes may not be cancelled to accommodate travel)

Indicate coverage of work commitments during travel (e.g. teaching, supervision, convenorship). Please also provide an explanation of how your substantive duties will be met in the event of your return travel being delayed. *

Health and safety requirements

Include any travel restrictions, travel insurance and vaccination requirements. Include an overview of the requirements of each country that you are travelling to, including stop-overs where relevant, detailing: vaccination requirements, requirements regarding quarantine/isolation on entry and quarantine/isolation if exposed to COVID.

Include details of what arrangements are in place if an extended lockdown or illness occurs at the destination or during travel. Include requirements for testing prior to entry and during your time in a foreign country and Australian government requirements.

Please list all Health and Safety requirements * Please include a brief statement confirming you are fit to undertake this travel *

Account details

Confirmation of how the travel is being funded including the cost of testing and any required quarantine or isolation costs. Confirmation as to how any additional costs will be covered if you are required to lockdown or quarantine due to a change in restrictions or if you or a close contact develops COVID.

You may also include details as to your eligibility for reciprocal healthcare and information or any other ways that you may be able to mitigate the risks to your health or the financial risks to the University, family or other support at the destination.

Please describe how travel is being funded *

Project grant description *

SpeedType *

Class *

Account *

If multiple grants exist, please specify the additional details below. *

Is any portion of the overseas travel to be costed against an NHMRC grant? *

If "Yes", refer to Part B. Applicant’s declaration below confirms that this is the only overseas travel being costed to the grant in this calendar year and is a declaration that all NHMRC requirements have been met.

Budget holder approval (Confirmation that funding is available to support the travel including any additional costs)

Name *

Position *

Date *

Head of element approval (Head of school, Director or equivalent)

Supporting the proposed travel and confirming the workloads can be covered.

Name *

Position *

Date *

In submitting your application: *

Ensure that you MEET the conditions listed in the Guidelines.
Check that you have ATTACHED all information to this form.
An approved risk assessment. This can be done by cloning GSafe Risk Assessment #10101, updating the personal information, trip details and any mitigating actions proposed for your trip, then submitting.
A complete Smartraveller Checklist and confirmation that travel is permitted, which may include an exemption from the Department of Home Affairs and registration is confirmed with Griffith's Global Assistance Programme
Email your application, including all of the required information and attachments to:
- Academic staff - The Deputy Vice Chancellor Research
- Professional staff - The Chief Operating Officer

Part B - Overseas travel against NHMRC grants

The NHMRC have specific requirements for overseas travel expenditure with respect to the grant application, approvals, purpose and frequency. Expenditure must comply with the NHMRC guidelines and conditions:

NHMRC Guidelines on Travel

1) Overseas research activities

The Project Grant Funding rules state that; applicants may request funding to support specific research activities to be undertaken overseas. In doing so the applicants must clearly demonstrate that:

a) The research activity is critical to the successful completion of the project; and
b) The equipment/resources required for the research activity are not available in Australia.

This type of travel must have been clearly budgeted for in the grant application.

2) Conference related travel

View the information for conference related travel.

The NHMRC now allows for conference and related travel costs, directly related to the approved research objectives and attendance at the conference is for the purpose of presenting the outcomes of the research.

3) Conditions

All travel and acquittals must be in accordance with the funding rules, travel policies and procedures of the grantee’s Administering Institution.

As basic requirements, NHMRC expects:

No more than one overseas trip per grant, per year (single traveller usually a Chief Investigator or an Associate Investigator), economy class, including conference travel referred to above. Exceptions to be approved and documented prior to the travel being undertaken.
Reasonable registration costs.
Reasonable domestic travel.
Reasonable accommodation, meals and incidentals.
Rent or hire of a vehicle/taxis to travel to a conference or venue.
Airport taxes.

Grant funds cannot be used for:

Personal expenditure.
Visas and passports.
Travel insurance.
Airline club membership.
Rent/hire of a vehicle other than to travel to a conference or venue.
Telephones, mail, fax, email and internet services.
Social functions, tours, entertainment and other non-research related expenditure.
Accompanying family members.

Applicant declaration

Your privacy is important to us. Information you supply will be handled strictly in accordance with our Privacy Plan.

I have read and accept the conditions outlined in the privacy plan.*