Curtin students may travel as part of their studies for research, placement, exchange or for professional development.
If you are planning on making travel arrangements for university activities including:
Air travel or overland travel
You are required to submit a travel request in the Travel Operations Portal (TOP) and obtain approval prior to travel. Flights must be booked by the Travel Operations Team if your travel is funded by Curtin University.
Student travel approval process
Discuss your need to travel with your supervisor or coordinator.
DetailsofairtravelandaccommodationnotbookedthroughtheTMC (only permissible if travel is not funded by Curtin) must be provided to the Travel Facilitator for manual entry into the University’s Tracker System.
Booking Assistance: If you need to change your itinerary outside of normal WA working hours, contact the ATPI Travel after hours team on 08 9266 2747.
Medical Emergency: In the case of a medical emergency, visit your nearest public hospital and receive treatment under the Medicare System.
Personal or Security Emergency: In the case of an event which puts your personal safety or wellbeing at risk, contact International SOS on +61 2 9372 2468 and quote Member Number 12AYCA656047.
Prior to departure – tickets and documentation:
Check ticket details verifying passenger’s full name(s) as per passport, arrival/departure dates, destinations and times are correct.
Changes after ticket issue will incur extra costs in re‐booking fees from the Travel Management Company (TMC) and the airline(s). Additional expenses may include the cost of a higher fare class from the airline and hotel cancellation charges.
Itinerary changes prior to departure can only be made by a Travel Facilitator who will determine whether further approval is required.
Details of air travel and accommodation not booked through the TMC (only permissible if travel is not funded by Curtin) must be provided to the Travel Facilitator for manual entry into the University’s Travel Tracker System.
Passport has appropriate validity (and a copy of the passport(s) you are travelling on are provided to Travel Operations) 6 months minimum validity for Australian and New Zealand passport holders. Other nations check with your consulate/embassy.
It is the responsibility of the traveller to organise relevant visas to enter countries abroad. Visa packs and information are available at CIBT Visas and Sherpa.
Using your Agency Reference Number (located on your ATPI Travel itinerary) manage your seating and meal preferences and online check in on your airline website.
Prior to departure – personal information:
Check the security and health risks for the locations you will be visiting, including recommended and required vaccinations and other precautions that will help to protect you away from home. Contact your local doctor for vaccination advice or Curtin Medical Centre.
Sign up for alerts for the destinations and duration of your trip to receive information by email or text message of any unexpected events that may affect your travel plans or personal wellbeing, Smart Traveller will assist in up‐to‐date travel advice. Countries listed on Curtin’s ‘Do Not Travel’ list are located below on this webpage.
Provide your supervisor/coordinator with your overseas mobile contact information to remain in contact with you whilst you are overseas.
Keep in contact with your supervisor/coordinator for the duration of your journey at the agreed times.
Keep the Travel Facilitator informed of any amendments to your itinerary during travel to enable the Tracker System to be updated.
Remain alert to changes in DFAT categories of the country(s) you are visiting and notify Curtin Risk Management immediately if the status becomes DFAT 3 or 4. Smart Traveller can assist with this.
Carry the contact details of Curtin’s Corporate Protection Provider ‘International SOS’ and contact them should you experience issues while travelling.
Curtin provides travel insurance for staff and students undertaking Curtin business travel. Private travel insurance will need to be obtained for any personal travel undertaken during your trip.
If you have car hire you will need to buy comprehensive motor vehicle insurance from the hire company incorporating property damage and third party liability. The University corporate travel insurance policy will only cover the excess of a claim.
Booking Assistance: Any changes needing to be made to your itinerary within WA office hours please contact your Faculty Travel Team. If you need to change your itinerary outside of normal WA working hours, contact the ATPI Travel after hours team on +61 8 9266 2747. Costs incurred will need to be approved or personally paid.
Medical or Security Emergency: In the case of an event which puts your personal safety or wellbeing at risk, contact International SOS on +61 2 9372 2468 and quote Member Number 12AYCA656047.
Travel is not permitted to countries that have a DFAT 4 ‘Do Not Travel’ rating (as advised by the Department of Foreign Affairs and Trade) or that have been deemed unsafe by Curtin University, as listed below:
Should you wish to travel to any of the above countries, we recommend you consider alternate locations in the first instance.
If an alternative location is not viable, please contact the Risk Compliance and Audit team to discuss completing a risk assessment, noting that final approval is subject to a compelling business case (as well as completing the LITEC online Fieldwork Risk Assessment if relevant), and Executive approval. Given the extreme risk in travel destination, you may still be unable to travel.
Curtin University staff and students engaging in activities with an international connection should be aware that various international sanctions may affect those activities. The University is required to comply with Australian Autonomous Sanctions regimes and United Nations Security Council (UNSC) sanctions regimes.
Travellers approved (via TOP) for Curtin business travel are covered under the University’s corporate travel insurance policy. To make a claim, please print and complete the Insurance Claim Form [.pdf 106kB]. When completed, please forward the form together with any supporting documentation to firstname.lastname@example.org for processing.
Discounted private travel insurance is available through Chubb, if travelling partially for an approved Curtin activity.
For urgent assistance with your travel arrangements, including flight changes and hotel reservations, please contact ATPI on +61 8 9266 2747.
This phone number will divert to their emergency after hours service when out of hours. Fees will apply.
For travel emergencies, including illness, injury and personal safety concerns, please contact International SOS.
International SOS Emergency Assistance: +61 2 9372 2486
Member number: 12AYCA656047