Flights (fare class, fare type and flight upgrades)

The University policy for flights is to select the best logical fare and route. Definition:  Itineraries should be the lowest available fare taking into consideration the total travel time from origin to destination and return, any layover/connection times, transit accommodation (if required), total ticket cost and ticket inclusions and sustainability practices. 

The University travel provider(s) will offer three itinerary options (where available) which will include the University’s commercial airline partners, and/or a minimum 4-star Skytrax certified airline based on the best logical fares and routes available. Travellers can request Low Cost carrier options should they desire.

Itineraries should not be selected on bias of airline preference, loyalty points and/or status credits, or the ability to upgrade. 

Fare type

In line with the best logical fare and route policy, flexi-fares should not be booked, except under the following circumstances:

• it is the lowest cost or only fare type available; or
• there is a specific University need that requires flexibility in travel movements.

In either case a standard fare type plus the change fee should be considered and costed against the flexi-fare. 

Baggage requirements should be considered at the time of booking as purchasing baggage post bookings can be a considerable expense.

Preferred seat options (international), these requests can be costed and submitted in the travel approval form for review and approval by the financial delegate. 

Fare/cabin class

The standard class of travel for all University travellers for both domestic and international flights is economy class. 

In exceptional circumstances, travel in premium cabin classes may be approved by the appropriate delegate where:

1. an approved workplace adjustment is in place in accordance with the Disability Inclusion Action Plan;
2. the traveller’s employment contract specifically allows for that class of travel;
3. the traveller has an existing medical condition and the requirement for a class of travel has been specified in writing by a medical practitioner or specialist;
4. the travel is sponsored by an external third party where it is explicitly outlined (e.g. conference provider or an external funding arrangement).

Travel funded through external grant arrangements must comply with the terms and conditions of the grant. Where there is an inconsistency between the terms of an external grant and University policy, the more restrictive requirement shall apply.

For positions holding a Band 3 delegation or higher, including University council members, may seek delegate approval to travel Premium Economy for flights to Europe, the Americas and/or Middle East/Africa.

In all cases due consideration should be given to the purpose of the travel and individual circumstances to justify the increased cost and the increased greenhouse gas emissions when travelling in premium cabin classes. 

Flight upgrades

Where a carrier provides the option to upgrade travel class, staff may use their personal funds or frequent flyer points to upgrade. Staff must not use an ANU Purchase card or seek reimbursement from the University to pay for any flight upgrades.