Staff Checklist

Before you leave: 1. Approval
	Obtain written approval from your Dean/Director via the Staff Overseas Travel Form (PDF). This will ensure you are covered under the terms of the UTS insurance policy. Your manager must complete the Risk Management Assessment.
	Read the UTS Risk Management and Overseas Travel Guidelines.

2. Insurance
	Read the general exclusions to the UTS Corporate Travel Policy.
	Purchase extra insurance to cover private travel if required.
	Note that workers' compensation coverage (for lost wages and medical expenses) also applies to staff overseas on official business who have a work-related illness or injury.
	Obtain a copy of the Overseas Travel Emergency Card from your Faculty or Department, or download it here. This provides contact details for the worldwide 24 hour emergency assistance service from AIG Assist (part of the UTS Corporate Travel policy). This service can include arranging local medical care, emergency evacuations and support in personal safety or financial emergencies.

3. Department of Foreign Affairs and Trade
	Check the Department of Foreign Affairs and Trade (DFAT) travel advice to confirm the status of your destination country when you book and again just before you travel. DFAT provide travel advisories reflecting their assessment of the security situation in countries abroad.
	Before travelling register with DFAT for automatic email updates to travel advice online for all countries or complete an advanced subscription for specific countries.
	If DFAT advice is level 5 ('advised not to travel' or similar), then travel should not be undertaken.
	If DFAT advice is 'defer non-essential travel' or similar, then travel should not be undertaken unless there is specific approval from your Dean/Director.
	Register your presence overseas with the closest Australian Embassy online. This ensures the Embassy can contact you in the event of an emergency.
	See here for general advice to Australian travellers.

4. Itinerary
	Provide a complete copy of your itinerary to your Faculty/Department including phone numbers for accommodation.

5. Booking travel and accommodation
	Arrange for transport and accommodation bookings.

6. Communication and emergency contacts
	Check that you can access your UTS e-mail through the Internet.
	Advise a back-up email address if available.
	Provide current next of kin/emergency contact details to your Faculty/Department.
	Advise mobile phone number.
	Obtain at least one emergency contact for your Faculty/Department.

7. Vaccinations and Medications
	Complete all mandatory vaccinations for your destination/s. Some vaccines need to be started a few months before you travel. For further advice see the UTS Health Service or Australian Travellers' Medical and Vaccination Centres.

8. Pre-existing health conditions
	Have clearance to travel from your GP if you have a pre-existing health condition that may be affected by your travel plans, otherwise insurance cover may be affected.
	Have more than enough supply of any regular medications to cover delays.
	Carry all your medications in your carry-on baggage along with documentation from your GP (in case your checked baggage is mislaid or delayed). Ensure your medication has a professionally printed manufacturer's label.
	If you are carrying needles, be ready to declare them at the airport screening point and have written documentation to confirm your medical condition.
	If you have medication requiring refrigeration then take a small cooler with you. Airline staff should be able to replenish this with ice.
	Staff in the advanced stages of pregnancy should seek advice about travel (see also the general exclusions to the UTS Corporate Travel Policy).
	See the DFAT's 'Hints for Australian Travellers' web page for further information.

While In-flight 9. Flight safety and comfort
	Check your carry-on luggage for items which may not pass detectors (scissors, nail files etc.) to avoid frustration and delay.
	Drink plenty of water.
	Exercise regularly.
	Eat small meals and minimise alcohol consumption.
	Try to sleep.
	See QANTAS's 'Your Health Inflight' web page for further information.

10. Jet Lag and Fatigue Minimise jet lag and fatigue by:
	Getting a good night's sleep before your flight.
	Giving yourself a day or two (if possible) to adjust to the new time zone after arrival.
	Flying direct to minimise flight time.
	Taking a brisk walk when you arrive to help you sleep.

When you arrive 11. Financial and travel records
	Keep receipts for all work-related expenses.
	If you are away for more than 5 nights, keep a travel diary.

12. DFAT Advice
	Follow DFAT travel advice. If the advice is upgraded to level 5 ('advised not to travel' or similar) then you must not remain in that country. Follow DFAT instructions regarding evacuation.
	If the DFAT advice is upgraded to level 4 ('reconsider your need to travel' or similar) you must obtain specific approval from your Dean/Director to remain in that country.

13. Personal safety and security
	Check if the local water is safe to drink.
	Take advice on what foods are safe to eat.
	Take steps to avoid local diseases (eg. malaria).
	Keep your personal hygiene standards high to avoid problems caused by different local sanitation standards.
	Remember that alcohol consumption may make you vulnerable.
	Be cautious about accepting food and drink from strangers.
	Don't leave personal items such as handbags or laptops unattended.
	Avoid being distracted in public.
	Avoid displaying jewellery, portable electronic equipment or other signs of wealth.
	Be aware of where to stay and places to avoid after dark.
	Be sensitive to local customs and dress accordingly.
	Check with your travel agent or guide books for advice.

14. Emergencies
	Call the emergency assistance service described on the Overseas Travel Emergency Card for any emergency (medical, safety, financial).
	Also contact your Faculty/Department immediately if you are injured or become ill overseas.

When you return 15. Travel acquittance
	Complete a travel acquittance and expense claim form.

16. Insurance
	Complete any insurance claims.