smart traveller vic

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Smartraveller, your first destination

Today the Australian Government’s official travel and cultural advice service, Smartraveller, released its latest advertising campaign.

With more than 1 million monthly departures from Australia, the Smartraveller campaign aims to help all Australians travelling overseas to be as prepared as possible by visiting the website and subscribing to updates.

From passports, visas and travel insurance, through to detailed travel and cultural advice on over 175 destinations, Smartraveller has the information Australians need to plan their overseas trip and make informed choices throughout their journey.

Even if you’ve travelled before or travel overseas regularly, it’s important to stay up to date with the latest information. The message is simple – make Smartraveller your first destination.

Go to Smartraveller.gov.au , read and act on the travel advice, subscribe for updates, and follow Smartraveller on social media.

Safe travels!

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Smartraveller: your first destination

Smartraveller, the government’s official travel and cultural advice service for Australian travellers, today released its latest advertising campaign.

With more than 1 million monthly departures from Australia, the Smartraveller campaign aims to help all Australians travelling overseas to be as prepared as possible by visiting the website and subscribing to updates.

From passports, visas and travel insurance, through to detailed travel and cultural advice on over 175 destinations, Smartraveller has the information Australians need to plan their overseas trip and make informed choices throughout their journey. Even if you’ve travelled before or travel overseas regularly, it’s important to stay up to date with the latest information.

Travel and cultural advice is also  available in seven languages , including Indonesian, Traditional Chinese, Simplified Chinese, Japanese, Arabic, Thai and Vietnamese.

The message is simple – if you’re planning to travel, make Smartraveller your first destination .

Go to Smartraveller.gov.au , read and act on the travel advice, subscribe for updates, and follow Smartraveller on social media.

Safe travels!

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• Minister for Foreign Affairs

The Hon Julie Bishop MP

• Media Releases
• Transcripts

This content has been archived.

How to be a smartraveller when travelling overseas.

• Media release

Eight percent of Australian adults travelled without travel insurance on their lastoverseas trip according to a survey commissioned by the Australian Governmentand the Insurance Council of Australia – that is 850,000 visits by Australiansoverseas without insurance.

The AustralianTravel Insurance Behaviour survey also found many travellers wrongly believed the Australian Government would paytheir medical bills or medical evacuation costs if required.

Australiansshould be fully prepared for overseas travel and take responsibility forindividual travel decisions. This includes obtaining comprehensive insurance,being aware of insurance policy conditions and visiting Smartraveller to understand advice for destinations, including the laws of those countries.

In 2014 theAustralian Government released the first ever Consular Strategy which guidedthe allocation of consular resources to where they are most needed. We are nowseeking public contributions to the second Consular Strategy for the period of 2017 to 2019.

TheAustralian Government will also release the ConsularState of Play 2015-16 whichprovides a statistical snapshot ofthe numbers and types of cases our consular staff are managing.

State ofPlay outlines thatin 2015-16, DFAT provided assistance to over 1,500 Australians who had beenarrested overseas (up from 1,256 in the previous year) and to nearly 1,700Australians hospitalised overseas (up from 1,453 in the previous year).

Designedfor use by travel agents, the insurance industry, the media and the generalpublic, the State of Play lays out the data we need to optimise ourconsular operations.

Media enquiries

COVID-19 information for travellers

Actions for this page, on this page, travelling to victoria from interstate, travelling interstate from victoria, international arrivals to victoria, international departures from victoria, entering or exiting victoria on a cruise ship, more information.

If you're travelling, remember to protect yourself and others .

Wear a face mask on flights, around the airport and anywhere else you can't physically distance to slow the spread of COVID-19.

Stay up-to-date with vaccinations and stay home if you’re unwell.

There are no vaccination, quarantine, permit, or testing requirements to enter Victoria.

Once you have entered Victoria, if you start to feel any symptoms of COVID-19 , we recommend you take a COVID-19 rapid antigen test (RAT) .

Victorian residents who test positive for COVID-19 interstate can return home. While there are no longer any requirements in Victoria if you have tested positive, we recommend you follow the advice in Checklist for COVID cases and Checklist for COVID contacts .

You should check COVID-19 information for the state or territory you’re coming from before leaving, to make sure you meet their requirements. See the following information for the individual state or territory.

Each Australian state or territory has its own requirements that you will need to comply with:

• New South Wales External Link
• Australian Capital Territory (ACT) External Link
• Northern Territory External Link
• Queensland External Link
• South Australia External Link
• Tasmania External Link
• Western Australia External Link

All international arrivals (including those arriving by sea) must observe Commonwealth entry requirements External Link .

You can transit directly to another state or territory within Australia, following your arrival in Victoria.

We recommend you take a rapid antigen test if you develop any COVID-19 symptoms upon arrival. If you test positive for COVID-19, follow the advice in Checklist for COVID cases .

Recording your international vaccination information

If you have one or two doses of an approved or recognised COVID-19 vaccine External Link while overseas, you can choose to have it recorded on the Australian Immunisation Register (AIR) External Link .

You can ask a recognised vaccination provider to add your vaccination record on AIR if:

• your vaccine is approved for use or recognised in Australia
• you received it on or after 1 October 2020
• your vaccination record is in English or accompanied by a certified translation.

It can take up to 10 days for your vaccination to be uploaded to the AIR. Once it is updated, visit How to get your COVID-19 digital certificate External Link for information on how to show proof of your vaccination in Australia.

For more information, visit Services Australia External Link .

If you choose to travel overseas, it is your responsibility to obtain information from your airline about the screening requirements for COVID-19 in your destination country.

If you require a pre-departure COVID-19 test, arrange it through your GP, travel doctor, or the service provider recommended by your airline.

There are no COVID-19 vaccination, quarantine, permit, or testing requirements to enter or exit Victoria on a cruise ship. The Eastern Seaboard and Western Australian Cruise Protocols have now been retired. Cruise ship operators may have their own requirements to board, please contact them directly for more information.

If you start to feel any symptoms of COVID-19 while onboard, we recommend you take a COVID-19 rapid antigen test (RAT) and alert the medical staff on the ship.

• smartraveller.gov.au External Link
• health.gov.au External Link
• homeaffairs.gov.au External Link

This page has been produced in consultation with and approved by:

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Related information.

• Face masks and COVID-19
• COVID-19 vaccination
• Testing for COVID-19
• COVID-19 antiviral medicine
• Checklist for COVID-19 cases

Content disclaimer

Content on this website is provided for information purposes only. Information about a therapy, service, product or treatment does not in any way endorse or support such therapy, service, product or treatment and is not intended to replace advice from your doctor or other registered health professional. The information and materials contained on this website are not intended to constitute a comprehensive guide concerning all aspects of the therapy, product or treatment described on the website. All users are urged to always seek advice from a registered health care professional for diagnosis and answers to their medical questions and to ascertain whether the particular therapy, service, product or treatment described on the website is suitable in their circumstances. The State of Victoria and the Department of Health shall not bear any liability for reliance by any user on the materials contained on this website.

Information for travellers

Smart traveller.

All overseas travellers are encouraged to visit the Department of Foreign Affairs and Trade smart traveller website .

Smart traveller allows you to register your details so you can be contacted in the event of an emergency. It also allows you to access the most up to date travel advisory information.

Travel insurance

All travellers are strongly advised to take out travel insurance for both domestic and international travel . Travel insurance can remove or reduce the significant financial strain which you may incur in the event of an accident including death, injury or hospitalisation, or the theft or loss of personal belongings. Private travel insurance is the best way to protect yourself and your family.

While often neglected, travel insurance for journeys within Australia also provides an added level of protection and reduces cost and hardship in the event of unexpected circumstances.

Travel insurance policies vary greatly, depending on the region you visit and the activities you take part in. Some insurance policies will not always cover claims made in countries in which the Department of Foreign Affairs and Trade recommends against travel.

Many travellers are unaware that standard travel insurance policies can contain a broad range of exclusions. For example; war or acts of terrorism, unattended baggage, loss of cash, extreme sports and many other events. The smart traveller website contains further information to help you choose the right travel insurance policy to ensure you are fully covered in the event of accident or injury overseas.

Aviation liability arrangements

In the unlikely event of an airline accident, compensation arrangements in foreign countries may be complex and can take a long time to resolve.

Passenger entitlements to compensation are primarily a private contractual matter between a passenger and the airline concerned. In the event of an aviation related accident, or loss or damage of baggage, all claims should be made with the airline and/or your insurer.

A framework for compensation arrangements following an aviation incident is provided through Australian and State Government legislation and a system of international treaties. The Government cannot provide advice on your specific circumstances. In the event of a claim you are advised to seek independent legal advice.

The Australian Government has also developed a voluntary family assistance code for airlines in the case of a major incident. The code provides guidelines for airlines to prepare a family assistance plan and establishes the minimum standard expected of airlines operating in Australian territory after an aviation incident.

The legislation that governs liability in the event of aviation related accidents, or loss or damage of baggage, includes the:

• Civil Aviation (Carriers" Liability) Act 1959
• Damage by Aircraft Act 1999

The Civil Aviation (Carriers" Liability) Act 1959 is applied to intra-state travel by complementary State Government Carriers" Liability Legislation.

Further information is available at the Air Carriers" Liability page.

The Department is not able to provide advice on specific claims. In the event of an incident, you may wish to seek private legal advice.

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4. Overseas travel

When travelling overseas, particularly on government business, staff need to be aware of possible threats and protect themselves and the information they hold.

On this page

4.1 before travelling overseas, 4.2 personal security when overseas, 4.3 after returning from overseas travel.

• Know where you are travelling to and the associated security and personal safety considerations.
• Go to  Smartraveller for the up-to-date travel advice and to register the travel, particularly if it’s a personal trip.
• Know the value of the information your organisation holds and what information needs to be protected. Don’t take any information with you, other than what is required for the trip.
• Talk to your Information, Communications Technology team and understand what precautions to take with any departmental devices being taken on the trip.
• Where possible, leave personal electronic devices at home. It is preferable to purchase a disposable phone and limit contact details to those required for the trip.
• Remain aware of the security risks and unusual behaviours.
• Know how to contact the local Australian diplomatic mission, or which other nation undertakes consular support for Australian citizens.
• Be alert to persistent or excessive offers or gifts that may lead to attempts to elicit information.
• Understand your obligations in relation to accepting gifts and hospitality.
• Always keep control of your electronic devices and information you are carrying. Keep them in your carry-on luggage whilst travelling and don’t store them in hotel safes or leave them unattended.
• Report any suspicious behaviour to our agency security personnel.
• Complete and submit a Change of Circumstances form.

Updated 26 January 2022

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Human case of avian influenza (bird flu) detected in returned traveller to Victoria

Health advisory, key messages.

• A human case of avian influenza A(H5N1) infection, also known as “bird flu”, has been reported in Victoria.
• There is a current global outbreak of avian influenza in birds and animals. Avian influenza does not usually infect people, but in rare cases human infection can occur.
• The recently reported case in Victoria was in a child who returned to Australia from overseas in March 2024. The child experienced a severe infection but is no longer unwell and has made a full recovery.
• There is no evidence of transmission in Victoria and the chance of additional human cases is very low as avian influenza does not easily spread between people.

What is the issue?

A case of avian influenza A (H5N1) infection, also known as “bird flu”, has been reported in Victoria. This is the first human case of H5N1 avian influenza in Australia. The case occurred in a child, who acquired the infection in India and was unwell in March 2024. The avian influenza virus was detected through further testing of positive influenza samples that takes place to detect novel or concerning flu virus strains, as part of Victoria’s enhanced surveillance system. Contact tracing has not identified any further cases of avian influenza connected to this case.

There are lots of different subtypes (strains) of avian influenza. Most of them don’t infect humans. Some subtypes, including H5N1, are more likely to cause disease and death in poultry. These are known as highly pathogenic avian influenza (HPAI) viruses. Significant outbreaks of HPAI viruses are being reported in poultry and non-poultry birds and mammals overseas. The United States of America is currently experiencing outbreaks of HPAI (H5N1) in dairy cows, with one recent human case in a dairy worker. Whilst the Victorian case is HPAI (H5N1), it is not the same as the strains that have caused these outbreaks in the United States of America.

The Department of Health is supporting Agriculture Victoria in responding to an outbreak of avian influenza among birds at a poultry farm in regional Victorian. Testing has confirmed this outbreak is not related to this human case.

Transmission to humans is very rare, with a small number of human cases of H5N1 reported globally, resulting in death in a number of cases. This is the first confirmed human case of highly pathogenic avian influenza in Australia, and the first time the H5N1 strain has been detected in a person or animal in Australia.

The seasonal flu vaccine doesn't protect against avian influenza. However, it can help prevent the mixing of highly pathogenic avian influenza with seasonal influenza, which can lead to new mutated viruses that could spread rapidly. This highlights the importance of seasonal influenza vaccination, particularly for poultry workers and those travelling to areas with outbreaks, to reduce the risk of new human pandemic viruses emerging.

Who is at risk?

The transmission of avian influenza from birds or animals to humans is very rare. Most people are not at risk, unless they have contact with infected birds or animals, or their secretions, while in affected areas of the world. Rarely, avian influenza infection in humans can pass to another person with prolonged contact. However, there is no evidence that the H5N1 strains of avian influenza circulating globally can be spread easily from human to human. In this case, contact tracing has identified that there is no evidence of onwards spread to people.

Symptoms and transmission

The symptoms of H5N1 infection may include fever, cough, headache, aching muscles and respiratory symptoms. Other early symptoms may include conjunctivitis and gastrointestinal symptoms. The infection may progress quickly to severe respiratory illness and neurological changes.

Avian influenza is spread by close contact with an infected bird (dead or alive), e.g. handling infected birds, touching droppings or bedding, or killing/preparing infected poultry for cooking. You can't catch avian influenza through eating fully cooked poultry or eggs, even in areas with an outbreak of avian influenza.

Recommendations

For the public.

• avoid poultry farms and live bird “wet” markets
• avoid contact with wild or domesticated birds
• wash their hands thoroughly after handling birds and uncooked poultry products such as meat or eggs
• ensure that poultry or poultry products are cooked thoroughly before eating
• Immunisation against seasonal influenza is recommended for everyone aged ≥6 months and over. Speak to your immunisation provider to see if you are eligible for a free flu vaccine. Otherwise, you can purchase the flu vaccine from your immunisation provider. In Victoria the most common way people access the flu vaccine is from their doctor (GP) or a pharmacist immuniser (a service fee may apply). Some local council immunisation services also provide the flu vaccine as do some hospitals, maternity services and community health services.
• As a reminder, poultry workers, people who handle poultry, and people involved in culling during an outbreak of avian influenza are recommended to receive annual seasonal influenza vaccine.
• If you have returned from a country affected by avian influenza and feel unwell, it is important to seek medical advice. Although the risk of becoming infected with avian influenza is very low, it is important when making an appointment with your healthcare provider to tell them about any possible exposures to avian influenza.

For health professionals

• Consider the possibility of avian influenza infection in people presenting with compatible symptoms and epidemiological risk factors, such as travel to an area where avian influenza is transmitting, and recent contact with poultry.
• Ensure diagnostic samples (e.g., nasopharyngeal swabs or aspirates) are taken for influenza PCR and sent for further typing in returned travellers presenting with influenza-like-illnesses who have epidemiological risk factors for avian influenza.
• Provide education and advice about the risk of avian influenza in travellers (including people returning to their country of birth, or visiting friends and family), and advise precautionary measures, such as avoiding contact with wild or domesticated birds to prevent the risk of infection and avoid consuming uncooked poultry.
• Annual influenza vaccination is the most important way to prevent influenza and its complications. Influenza vaccination is recommended for all people aged ≥6 months. Influenza vaccination can be given on the same day as COVID-19 vaccines and other vaccines.
• Encourage annual seasonal influenza vaccination in people who are at risk of being exposed to avian influenza, including poultry workers and those in regular contact with poultry.

Reviewed 22 May 2024

• Hospitals & health services
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• Rehabilitation and complex care
• Renal health
• Renal services in Victoria
• Funding for renal services
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• Specialist clinics
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• Quality, safety and service improvement
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• Roadmap and Maturity Model
• Standards and guidelines
• Policies and frameworks
• Health Information Sharing Legislation Reform
• My Health Record
• Public hospital accreditation in Victoria
• Credentialing for senior medical staff in Victoria
• Clinical risk management
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• Healthy choices
• Victorian Perinatal Data Collection
• Rural health
• Improving Access to Primary Care in Rural and Remote Areas Initiative
• Rural x-ray services
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• Rural and regional medical director role
• Victorian Patient Transport Assistance Scheme
• Rural and isolated practice registered nurses
• Urgent care in regional and rural Victoria
• Private health service establishments
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• Day procedure centres
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• Fees for private health service establishments in Victoria
• Design resources for private health service establishments
• Professional standards in private health service establishments
• Legislation updates for private health service establishments
• Complaints about private health service establishments
• Cosmetic procedures
• Guideline for providers of liposuction
• Private hospital funding agreement
• Boards and governance
• About health service boards in Victoria
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• Sector leadership
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• Funding, performance and accountability
• Statements of Priorities
• Performance monitoring framework
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• EOI - Victorian Community Pharmacist Statewide Pilot
• Victorian Community Pharmacist Statewide Pilot – Resources for pharmacists
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Victorian Public Service - Travel Policy

On this page

1. general policy guidelines, 2. travel arrangements and approvals, 3. risk management, 4. health and infirmity, 5. air travel, 6. accommodation, 7. car rental, 8. other transport, 9. frequent flyer points and airline/hotel lounges, 11. miscellaneous expenses, 12. travel‑related telecommunications, 13. spouse, companion and dependents’ travel, 14. personal travel, 15. contractors’ travel, 16. expense reporting, 17. compliance with policy, 18. duty of care, 19. passport and visas, 20. additional guidelines for victorian government purchasing board-mandated government entities, 1.1 background.

This Victorian Public Service travel policy replaces the Government Entities’ Travel Principles previously issued by the Department of Premier and Cabinet and is to be read in conjunction with government entities’ own travel and expense policies. These may be obtained from government entities’ travel managers or their human resources or finance teams.

Government entities’ travel and expense policies must complement the Victorian Public Service travel policy. Where there is any incompatibility between travel policies, the Victorian Public Service travel policy will prevail.

Access Departmental travel managers’ contact details .

The Victorian Public Service travel policy is managed by the Department of Treasury and Finance.

Access contact details for the Travel management services contract Category Manager .

This policy applies to all Victorian government entities.

Victorian government entities are grouped in two categories for the procurement of goods and services:

• those mandated to comply with Victorian Government Purchasing Board (VGPB) policies (‘VGPB‑mandated’)
• those not mandated to comply with VGPB policies (‘non‑VGPB mandated’).

Access the current list of Victorian Government Purchasing Board mandated entities

The following table clarifies compliance required from each category of Government entity.

The following image clarifies compliance required from each category of Government entity

1.3 Ministerial travel

This policy does not apply to Ministers and their staff travelling on government business. For domestic travel, Ministers and their staff can refer to this Policy for guidance.

All overseas travel undertaken by Ministers and their staff must comply with the Ministerial Overseas Travel Policy, which is owned by the Department of Premier and Cabinet’s International Engagement Branch.

1.4 Alternatives to travel

Travel for government business should be undertaken if it is of benefit to the employee’s government entity, otherwise travel alternatives (for example: conference calls, video calls) must be pursued. Such alternatives can deliver savings and support the State’s environmental policy objectives to pursue resource efficient technology.

1.5 Policy reviews

This policy will be reviewed regularly.

Questions on the content and scope of this policy should be addressed to government entities’ travel managers in the first instance. For further assistance, contact the Travel management services contract Category Manager .

1.6 Definitions

• Government travel means travel undertaken by government entities’ staff as part of their duties and paid for by the State.
• for airline bookings: the lowest fare offered at the time of booking, provided that this fare is offered in conjunction with suitable travel times, as detailed in the Best Fare of the Day Guidelines
• for hotel bookings: the lowest rate available at suitable hotels within reasonable distance from the main location of government business. The travel approver will determine the most appropriate star rating, based on an assessment of government business requirements and total cost of travel for available hotels (typically, room rate plus transportation costs).
• Travel booker refers to a government entity employee who regularly books travel for government entities’ staff.
• Travel approver refers to a government entity employee who has the authority to approve staff travel.
• Travel manager refers to a government entity employee who has general oversight of the travel category in their government entity.
• Travel costs means any costs, fees, allowances or expenses associated with or incidental to official government entities’ travel, including but not limited to air fares, accommodation, car rental expenses and travel bookings’ transaction fees.
• Domestic travel includes both travel within Australia and travel between Australia and New Zealand.
• International travel travel to all destinations not included in ‘domestic travel’.

When booking travel, government entities’ staff and travel bookers must impartially consider the fares available. Travel bookings must not be based on personal preferences for a particular travel provider, access to lounges or the accumulation of reward and loyalty points (including status credits). Staff are not allowed to accumulate frequent flyer or any other reward points when travelling on government business.

2.1 Approval process

The approval process for travel varies between government entities, so guidance must be sought from the relevant government entity’s travel manager. These processes must promote a prompt decision on whether a trip is approved or not, as many air fares and hotel rates are ‘instant‑purchase’ or expire within hours if not confirmed, and may result in additional cost for the State.

International travel must also be approved by the Department Secretary or most senior officer within the traveller’s government entity.

3.1 Overview

Government travel can have serious risk implications for the State in areas such as staff safety and security, reputation, data security, legal, financial and productivity. This policy provides general advice to reduce the associated risks. Staff must also take into account specific risk management guidelines or mandated practices for their own government entities.

3.2 Pre‑travel arrangements

Before undertaking government travel, staff should familiarise themselves with the risk management section of this policy. Staff must research the destination they are travelling to and be aware of any safety and security risks that might exist during their trip. Risks exist for both domestic and overseas travel.

Domestic travel: staff are encouraged to be aware of any national public security threats, severe weather warnings, planned public demonstrations, areas of potential crime hotspots and other events and circumstances that might affect their trip, and be prepared to change their travel plans accordingly.

International travel: in addition to the guidelines that apply to domestic travel, when travelling overseas staff have an obligation to seek advice in relation to any risks that might arise at the final destination. Such advice is to be sought from the Department of Foreign Affairs and Trade's Smart Traveller website and the Travel management services contract .

3.3 Crisis management process

Staff must adhere to their Agency's emergency procedures when facing crisis situations.

Approval for travel to countries / areas at risk

Approval for travel to countries and areas identified as ‘Do not travel’ or ‘Reconsider your need to travel’ locations by the Smart Traveller website must only be given after careful consideration of the risks involved in travelling to such destinations. Travel approvers must consider whether:

• the same result can be achieved through a tele/videoconference;
• the benefits stemming from the trip outweigh the risks; and
• the travel warnings issued by the Smart Traveller website apply to the specific cities/locations included in the staff travel itinerary.

The most updated list of travel advice by country can be found at the Smart Traveller website

Travel approvers may also seek further advice from independent security/risk consultants engaged by their government entity (if applicable).

3.4 Data protection

When travelling on government business, staff must meet the requirements of the Victorian Government’s Protective Data Security Standards .

Baggage, equipment and personal items

The business travel policy offered to the State by the Victorian Managed Insurance Authority provides staff with insurance cover for baggage, equipment and personal items. Please refer to the policy document for details. Staff whose government entity has not taken up Victorian Managed Insurance Authority’s business travel policy are advised to check with their entity’s travel manager to arrange alternative insurance cover for their trip.

4.1 Overview

The health and safety of staff travelling on government business is paramount. Staff are advised to read the Smart Traveller website .

4.2 Vaccinations

Before travelling overseas, staff are obliged to seek advice on any vaccinations required. Staff are entitled to reimbursement for the cost of any vaccination required for government travel.

4.3 Health and wellbeing before/during travel

It is recommended that staff consult with their General Practitioner before travelling overseas. Staff receiving treatment for a medical condition should also seek medical advice before domestic travel.

Staff are entitled to reimbursement for the cost of General Practitioner treatments required for government travel, subject to approval by their travel approver.

Whilst travelling, staff must take any precautions necessary to maintain good health and avoid situations that might adversely affect their health. In a medical emergency, staff must seek appropriate care and contact the travel insurance emergency helpline.

4.4 Driving after a long flight

Staff should not be required to drive a vehicle under conditions in which fatigue is likely to arise. Hiring a vehicle after a long flight is not recommended.

5.1 Overview

Air travel should only be undertaken after remote communication tools, such as teleconferencing and videoconferencing, have been considered. The travel approver must be satisfied that there is a demonstrated business need and must consider the following when selecting a fare for travel:

• Fare class: all air travel must be booked using the best price of the day guidelines and in the class of travel permitted under this policy.
• Fare type: where there is a high degree of certainty of arrival or departure times, staff must consider restricted fare types. Where there is a possibility that a scheduled meeting will not proceed, or there is uncertainty around the time that a scheduled meeting may conclude, staff must consider whether the additional cost of flexible fares outweighs the cost of possible changes or cancellation fees or the benefit of a potentially more efficient use of the employee’s time.
• Value for money: staff must compare fare classes and types across airlines servicing the particular route required. Each leg (outbound and inbound) must be considered separately.
• Advance booking: in order to benefit from the available best price of the day, domestic travel should be booked at least two weeks in advance and overseas travel should be booked at least three weeks in advance, where possible.

5.2 Domestic air travel policy (including travel to / from New Zealand)

Domestic air travel of three hours or less must be in economy class. Any exceptions to this rule can be granted at the discretion of the Department Secretary or government entity’s most senior officer.

Business class is permitted for trips that exceed three hours (from origin airport to destination airport) but requires prior approval of the Department Secretary or government entity’s most senior officer (or their delegated officers).

5.3 International air travel policy

International travel requires the approval of the Department Secretary or most senior officer within the staff member’s government entity. It may be booked in economy, premium economy or business class. No overseas air travel is to be undertaken by staff unless it is demonstrated that representation could not have been made by existing representatives of the Victorian government in the destination country (if applicable) and/or via tele or video conference.

5.4 Transport to and from airports

Fast, reliable and convenient public transport links are available to / from many domestic and international airports. Where a public transport link exists, staff are encouraged to use this if it feasible and safe to do so.

5.5 Intra‑state and inter‑state travel within Australia

Day trips are strongly preferred and travel should be arranged wherever possible to avoid overnight stays in the location that the traveller is visiting.

6.1 Accommodation selection

When choosing accommodation, staff must choose the lowest rate available at suitable hotels within a reasonable distance from the main location of government business.

Both domestic and international accommodation must be booked in advance to secure best pricing: at least two weeks before arrival for domestic (wherever possible) and three weeks or more for overseas accommodation.

6.2 Cancellations

Most hotels have strict cancellation policies. To avoid incurring additional costs, cancellations must be made as soon as possible and at least 24 hours before arrival.

6.3 Amenities

Hotel amenities (including internet, car parking and laundry services) can be expensive and should only be used if approved by the government entity’s travel approver.

6.4 Accommodation at non‑registered providers

The State will not reimburse staff for overnight accommodation at non‑registered accommodation providers (for example, when staff stay with family or friends or when they stay at privately owned accommodation booked through Airbnb).

7.1 Overview

Before booking a car rental, staff must check if cheaper alternative modes of transport, such as use of government fleet vehicles, are available.

7.2 Car type

The default car type is compact or medium, subject to availability.

7.3 Parking and other fines

The State will not reimburse the cost of paying traffic or parking fines, which are the responsibility of the driver.

7.4 E‑tolls and other tolls

Government entities will reimburse e‑tolls and other toll fees incurred whilst driving a government‑funded rental car, subject to travel approver’s authorisation.

7.5 GPS and other accessories

The rental of a GPS device is allowed and the State will reimburse its costs, subject to travel approver’s authorisation. The rental of other car rental accessories is not allowed, unless approved in writing by the entity’s travel approver before the trip.

7.6 Car rental return

Hired cars must be returned with a full tank when this is feasible, as most car rental companies charge a significant refill fee.

The cost of taxis to and from places of government business, such as hotels, government and supplier offices is reimbursable when travelling on government business, subject to approval by the travel approver. Please refer to individual government entities’ policies, including any specific arrangements for taxi alternatives.

Staff should use Cabcharge or similar vouchers for taxi travel when possible.

Staff are encouraged to use public transport and courtesy services where it is safe and feasible to do so.

8.2 Trains and city public transport

The cost of trains and public transport is reimbursable when it is part of a government‑funded trip. Please refer to individual government entities’ policies for further information.

9.1 Overview

Staff are not permitted to accumulate frequent flyer or any other reward points when travelling on government business.

Frequent flyer schemes or similar loyalty programs have the potential to influence the choice of travel supplier for official travel and undermine the ‘Best price of the day’ principle. The use of benefits derived from these programs may also create reputational risks for the State.

The reimbursement of costs associated with airline or hotel lounge membership must be approved in writing by the Secretary or most senior officer within the traveller’s government entity.

The costs of meals when travelling for government business may be reimbursed. Please refer to departmental and entity guidelines for daily limits and applicability.

Government entities will reimburse reasonable, travel-related out of pocket expenses incurred by their staff during the exercise of their duties, as outlined in the Victorian Public Service Enterprise Agreement .

Government entities will determine their travel-related expense policies in accordance with their operational requirements.

Using mobile phones overseas

Using an Australian mobile phone provided by the government when travelling overseas is likely to attract expensive roaming fees. Staff travel approvers must authorise such use of mobile devices in advance.

Calling cards / local SIM cards

International calling cards and local SIM cards represent a cost‑effective method to place business‑related calls whilst travelling overseas. Their use must be considered as an alternative to hotel phones and mobile phone roaming, provided that it does not breach the information security guidelines referenced in Data protection (above). The cost of such cards will be reimbursed.

Spouse, companion and dependents’ travel must be approved by a finacial delegate within the staff member’s government entity.

Personal travel before/after government‑funded travel must be approved by an executive level manager within the staff member’s government entity and must not have any detrimental effects on government travel.

Contractors working for government departments are bound to this policy (including travel policy insurance guidelines).

Please refer to the relevant departmental and government entities’ guidelines.

17.1 Overview

When travelling:

• staff who undertake travel are accountable for compliance with this policy; and
• travel approvers are accountable for compliance with this policy.

17.2 Government entities’ responsibilities

Government entities are responsible for ensuring compliance with this policy in accordance with their internal processes.

18.1 Government obligations

The Government has a duty of care under the Occupational Health and Safety Act 2004 to staff undertaking travel on official business.

18.2 Staff obligation

Staff have a duty of care for their own personal safety when undertaking travel. Staff must ensure that advice has been sought with regard to any factors that might affect their security whilst travelling.

Staff are also strongly encouraged to avoid areas where crime and civil unrest might occur. Travel advisories are available at the Smart Traveller website .

Visa charges and application fees for entry to countries on government-related business are reimbursable. Staff and travel bookers must confirm if visas are required for overseas travel, and arrange visas well in advance.

19.2 Passport validity

Many countries require visitors to have at least six months validity remaining on their passports. Before travelling, staff should contact the Embassy, High Commission or consular representative of all the countries they will be travelling to identify each country’s passport validity requirements. If unsure, it is safest to renew passports prior to travelling.

Passport issuance and replacement fees must be paid by the traveller, unless the government entity’s travel approver has approved these costs in advance.

19.3 Travel to the United States

Staff who need to travel to the United States on government‑related business must apply for an Electronic System for Travel Authorisation approval immediately after they have completed their travel bookings and (if possible) well ahead of their departure date.

In addition to the travel policy described above, Victorian Government Purchasing Board‑mandated government entities must use the Travel management services contract and follow the contract’s rules of use.

The following guidelines are mandated for Victorian Government Purchasing Board‑mandated government entities and recommended for non‑Victorian Government Purchasing Board mandated government entities.

20.1 Travel management company

Using a travel management company provides significant financial and non‑financial benefits to the State, including cheaper average air fares and provision of duty of care and reporting services. The State has appointed a sole travel management company, whose contact details can be found at Travel Management Services Contract . Special rates have been negotiated by the State with airlines, hotels and car rental companies. These special rates can only be accessed through the appointed travel management company.

All travel arrangements must be made through the online and offline services offered by the Travel management company . Bookings made through alternative channels are not permitted, unless the required services cannot be provided by the travel management company (for example, domestic ground travel arrangements in other countries or V/Line rail bookings).

20.2 Application of policy guidelines

Staff, travel approvers and travel managers are responsible for the correct application of this policy and must identify and report breaches to the Travel Management Services contract Category Manager.

20.3 Travel management services framework

This policy must be read in the context of the overall arrangements for the State’s travel services. An overview of these can be found at Travel management services contract .

20.4 Travel booking channels

The most cost‑effective and efficient way to book and manage travel arrangements is to use the travel management company’s online booking tool . A traveller profile and a user login/password are required. New profiles can be set up by contacting the government entity’s travel manager in the first instance and, if further support is required, the travel management company directly.

For most international trips, a minimum of three airline and hotel quotations must be sought from the travel management company’s offline booking team before making a decision on which option to book. The most economical option must be chosen, provided that it also meets the business objectives of the trip.

20.5 Travel manager’s responsibilities

The government entity’s travel manager must submit a list of the entity’s travel bookers to the travel management company and ensure that this list remains current.

20.6 Emergency travel arrangements

The after‑hours service provided by the travel management company is to be used for urgent bookings and urgent travel arrangement changes only.

20.7 Pre‑travel arrangements

The travel management company will advise of any immediate travel‑related risks through its online booking website and its travel consultants.

20.8 Risk management

The travel management company’s contact card (including after‑hours service details) and travel insurance emergency number must be carried at all times when travelling on government business.

20.9 Air travel fares

The travel management company will provide fare comparison services through its online booking tool and consulting services offered by its agents.

20.10 Approved airlines

The State has access to discounted rates with a wide range of domestic and international airlines. It is advisable to use one of these carriers when flying on government business when this meets travel arrangement requirements. Contact the travel management company for the list of the State’s preferred carriers.

Domestic travel

All domestic travel must be booked via the travel management company’s online booking tool .

When travelling within Australia, staff must follow the Best price of the day (see Definitions above).

International travel

The travel management company has negotiated competitive rates for travel to all international destinations with a range of reputable airlines. Staff travelling internationally on government business must use one of these airlines. The travel management company’s travel consultants will outline the carriers’ options for each itinerary.

20.11 Unused airline credits

Travel bookers must use existing airline credits first as a form of payment for both domestic and international travel when these are available. While the travel management company is responsible for using existing credits towards any new eligible airline tickets, government entities’ travel managers must ensure that this principle is correctly applied by the travel management company.

20.12 Accommodation booking channels

Victorian accommodation must be booked with the travel management company when possible, either online or via their call centre.

All interstate accommodation must be booked via the travel management company’s online booking tool . International accommodation must be booked via the travel management company’s online booking tool or call centre consultants.

Interstate and international accommodation must not be booked by any other channel, for example, directly with suppliers or via other online booking services. Such bookings would significantly hamper the Government’s ability to deliver on its duty of care obligations and track government travel spend.

20.13 Approved accommodation suppliers

The travel management company is able to offer governmental and other discounted rates at a wide range of hotels, both in Australia and overseas. Some government entities have negotiated their own special rates with suppliers and these can also be booked via the travel management company.

20.14 Accommodation selection

Staff required to spend four weeks or more in the same travel location must request the travel management company for a quotation for long‑term accommodation options.

20.15 Car rental bookings

Car rental must be booked through the travel management company, unless the car rental requirements can be fulfilled through the car pool facilities of the State’s shared services provider. Direct bookings with suppliers and/or online providers are not permitted, as they significantly hamper the government’s ability to deliver on its duty of care obligations and track government travel spend.

20.16 Car rental suppliers

Car rental bookings (via the travel management company) can only be made with the State’s preferred suppliers. These suppliers offer the State significantly discounted rates that align with its cost‑savings objectives. Contact the travel management company for the list of preferred suppliers.

20.17 Group travel guidelines

Group Travel is defined as a travel arrangement for a group of ten travellers or more. Group travel bookings must be made through the same channels as individual travel bookings (arrangements must be made via the travel management company, unless a prior dispensation has been obtained by the Travel management services contract Category Manager.

20.18 Payment methods

Payment for travel expenses: Travel expenses related to bookings made through the travel management company are invoiced directly to departments and other entities via individual or consolidated invoices or processed through a purchasing card.

Out of pocket expenses: Please refer to government entities’ own rules and guidelines.

20.19 Travel insurance

Many Victorian Government Purchasing Board‑mandated government entities are covered by the Victorian Managed Insurance Authority Business Travel Policy. Government entities’ staff must check the applicability of the Victorian Managed Insurance Authority's Insurance Policy to their organisation, as well as policy expiry date and scope, with their government entity’s travel manager and/or insurance officer.

Access the Victorian Managed Insurance Authority's insurance policy

The Victorian Managed Insurance Authority’s 24/7 emergency hotline number is: +61 2 9978 6666 (connects to AHI Assist). The Victorian Managed Insurance Authority Insurance Policy number to quote when calling this number is 19096 .

Victorian Managed Insurance Authority travel insurance claims can be lodged online or by emailing: [email protected] .

20.20 Pre‑trip requirements

When travelling overseas, staff have an obligation to seek advice from the travel management company on pre‑trip requirements such as vaccinations, passport and visas.

The travel management company will advise of visa and passport validity requirements during the itinerary booking process and in most cases will also be able to process visa applications on behalf of the traveller for a fee (if required).

Updated 5 July 2023