Corporate Travel

All University travel is managed by FCM Travel

Request, approve and book travel. If prompted, enter your UNDA email and password.

Remember to add travelling Staff using +Traveller and not use the +Guest option. Refer to the how-to-guides on the FCM Travel Hub for more information.

Please use only Google Chrome or Microsoft Edge browser to access  FCM Travel Hub.

FCM Travel Hub

Notre Dame Travel Guide

What you need to know before you book travel, while you're away, and what to do when you get back.

  • Planning Travel Overview

    1. Login to FCM Travel Hub

    Access via the link above, single sign-on authentication allows all University staff with access.  When you first log in to FCM Travel Hub there are a number of training videos available. Suggested videos:

    2. Update your travel profile

    Before requesting approval to travel or making a booking, you should always check your profile and ensure that all personal details are up to date. These details need to be correct before booking; charges will be incurred for any changes made once a booking is confirmed.
    Details to check before booking

    • Name is correct, as per passport or government issued ID
    • Frequent Flyer numbers are added (if applicable)
    • Email address is correct (use UNDA email)
    • Mobile number (this is how airline will contact you with any late changes)

    3. Create Trip Request

    Once your profile is updated and all details correct, you can then request approval for your travel by clicking Create Trip Request in FCM Travel Hub. This replaces the paper form you would be familiar with. All travelling Staff must be added using Search Travellers, not +Add Guest as this is for non-staff travellers only.

    4. Book your travel

    You will receive an email with the subject "great news! your trip has been approved".  You will now need to make the booking using the online portal. You can either click the 'see approved trips' link provided in the email or you can navigate back to ‘create trip request” and then navigate to the “my actionable requests” tab.

    5. Receive your itinerary

    Please check your itinerary as soon as you receive it. If any details are not correct then please email undaau@fcmtravel.com.au. If you have not received your itinerary 24 hours after making your booking, please email FCM.

    6. Download the FCM Platform Mobile App

    Download the FCM Mobile App and please read the
    instructions for how to log in the first time and ensure you use the “magic link” option.

  • Estimating Travel Costs

    When planning for travel on University business, you should provide a reasonable estimate of the total cost of your trip as part of the approval process. In developing your cost estimate you should consider:

    • Flights
    • Accommodation
    • Meals and incidentals
    • Car hire/taxi

    Costing provided should be estimated based on current pricing, noting that some reasonable variance may occur due to timing.

    A quote for international travel can be provided by the University preferred supplier, FCM Travel. undaau@fcmtravel.com.au

    For domestic travel you can obtain a quote on airline and hotel websites or if visiting another Notre Dame campus, use our estimated travel cost guide and our 2024 Preferred Accommodation Directory.

  • Request & Approval for Travel

    Pre-Trip Approval

    Before submitting a request, please familiarise yourself with the recently updated Travel Policy and Travel Procedure.

    Approval for travel will need to be obtained prior to making any bookings. Request for approval should be submitted no less than 14 days prior to travel for domestic bookings and 21 days in advance for international travel.

    If you are requesting Business Class air travel, prior written approval from the VC or DVCF is required to be attached to your request at time of submission. If your request will workflow to the VC or DVCF then this attachment is not required.

    Quick Reference Guide for Requesters

    All requests must include an estimated maximum trip cost and a high-level itinerary. All requests must be fully approved before a booking can be made. Should booking costs be higher than approved trip cost then additional approval is required that may delay the booking confirmation.

    Refer to the section Budgeting for Travel Costs.  This may assist with seeking approval for Domestic Travel and should be suitable for most standard trips. You may decide to add a contingency according to your specific trip needs.

    Your pre-trip approval request will require approval from both your line manager (level 1) & the budget holder or SMG (level2). If you see the that either of these approvers are incorrect in the system, please notify FCM.

    Important Information for Approvers

    All pre-trip requests must be approved before a booking can be made. Any additional air, car or hotel costs at time of booking will require prompt review and approval prior to allow the booking to proceed.

    Quick Reference Guide for Approvers

    Risk Assessment Management Plan - International Travel

    Prior to submitting a request for international travel, a risk assessment management plan (RAMP) is to be completed by anyone wishing to undertake overseas travel on behalf of the University where the onus of risk and duty of care lies with the University. Please allow a minimum two weeks for review and authorisation.

    RAMP template N:\Administration\Safety@ND\Risk Management Templates (RAMPS)\RAMP suite of forms and other templates\RAMP Form Suite

    The Guide N:\Administration\Safety@ND\Risk Management Templates (RAMPS)\Safety Hazard Risk Management Guideline

  • Booking Travel

    Before you book

    If any personal details have changed since you submitted your request for approval, please update these in the FCM Hub. If no details have changed, please begin the booking process by clicking the link provided to you in your Pre-Trip Approve email.

    If you require guidance with the FCM Hub please login and follow the Instructions on how to complete a Trip Request and Bookings. For assistance email FCM undaau@fcmtravel.com.au

    If your travel is urgent (departing within 24 hours) please contact: 02 8974 0838

  • Paying for Travel

    What is covered by our centrally billed University account

    • Flight costs
    • Accommodation cost, refer to the Conferma Factsheet for booking and payment information.  Download the Conferma Pay App for iPhone
    • Car hire costs

    Payment of the above is through the University's American Express Business Travel Account. Suppliers may provide travellers with invoices, however these are not required to be submitted to Finance Accounts Payable.

    What you may need to pay for

    Further information on inclusion, exclusions, and spend limits can be found in the Travel Policy.

    Travelling Overseas

    You may request a Foreign Currency Cash Advance

    TIP: Download the FlexiPurchase App for iPhone.  Create expense claims, upload receipts, submit for approval and acquit credit card transactions.

  • While Travelling

    Emergency assistance

    Please contact FCM for all after-hours queries; the contact number can be found on your itinerary

    Itinerary changes

    For all non-urgent changes, please contact your travel arranger.

    Travel Insurance

    A Corporate Travel insurance policy provides cover for all University of Notre Dame travellers on approved university business/study related travel. Please contact finance@nd.edu.au for further information

    Qantas Club Membership

    All holders of Qantas Club memberships, both current and new, are required to personally manage and renew their memberships. To facilitate this process, we urge all members to verify their contact information. Please log into your Qantas Frequent Flyer account to ensure that your listed email address is accurate and up-to-date, as this will be used for all renewal notifications and related communication.

    For employees seeking to join the Qantas Club, approval from a member of the Senior Management Group is mandatory. Eligibility is determined based on the necessity of regular inter-campus business travel. When approved, the membership expense must be documented in FlexiPurchase, accompanied by the written approval. Absence of such approval will result in the membership cost being borne by the individual employee.

    Please note that the University’s Corporate Scheme Number must be included in all new membership applications. Joining or renewal can only be completed by calling 13 11 31, more information is available on the Corporate Scheme Info Flyer. It is the responsibility of each Qantas Club member to handle their membership payments directly.

    Record keeping

    While you are travelling it is important to keep records that may be necessary upon your return.

    Things you should record or keep include:

    • All receipts and supporting documentation required to reconcile expenses and/or seek reimbursement.
    • Your business activities (in your Outlook calendar for example) to substantiate any travel diary requirements when you return.
    • All necessary documentation to support any insurance claims.
    • For international travel, a travel diary will be required as part of the trip request. Information including location, allocation (business/personal) and a description is required for each day. The diary needs to be completed within ten(10) days of the traveller's return date.

  • Returning from Travel

    Travel Diary

    As part of your travel request, you will be asked to provide details of your daily business and personal activities, including location and description. Further information on requirements can be found in the Travel Guidelines

    Finalising Expenses

    Disbursement of costs relating to flights, hotel and car rental will be managed by Finance. You can use your Corporate Credit Card or claim a reimbursement through FlexiPurchase. Expenses must be reconciled by the traveller in accordance with Travel Policy.