1. Travel planning considerations
Approval process
Ensure a booking form is used for travel approval, either online or through the TMC’s automated process. This captures all requirements in one instance, reducing booking fees.
Planning alternative options
- Could the meeting or training be conducted online?
- Can the frequency of travel be reduced?
Reducing same-day return trips for domestic travel may offer important savings at a whole-of-government level, supporting election commitment to reduce travel expenditure.
Travel purpose
Clearly state the reason for travel on internal booking forms to help track travel trends at both the agency and government levels. Capturing detailed travel data will inform and optimise future travel programs.
Travel arrangers should make sure this critical information is provided in the agency booking form.
Training for travel bookers
Encourage travel bookers to attend the TMC’s online training sessions.
Training covers navigation of the Online Booking Tool (OBT) and best practices for selecting cost-effective air, accommodation, and car hire.
2. Travel Management Company (TMC)
Centralise bookings
Government agencies mandated to book all travel via NSWG nominated Travel Management Company (TMC).
All air, accommodation, and car hire bookings must be made via the TMC.
Benefits of TMC
- Access negotiated rates and terms with suppliers.
- Payment is handled via a virtual payment solution for seamless transactions.
- Combine all trip elements in one transaction (air, car, and accommodation) to reduce fees.
Lower Booking Fees
Where possible, prefer to manage bookings online to access lower booking fees.
Online bookings attract lower fees than offline bookings made over the phone or via email.
Avoid adding comments (unless strictly necessary) as comments will take booking from 'online' to 'offline' mode, hence attracting higher booking fees.
3. Booking channels
Efficient booking process
Use the OBT for domestic and international travel to ensure efficiency and value.
Bundled bookings
Book all trip elements (air, hotel, car) in one transaction online through the OBT for lower fees.
Manage the cost of change
- Use the OBT to process changes pre- or post-ticketing.
- Minimise offline changes to avoid higher fees.
Profile management
Ensure traveller profiles are up-to-date, including cost centres, to avoid post-booking amendment fees.
4. Airlines – Domestic and international flights
Booking guidelines
Refer to Section 3 of the Travel and Transport Policy for fare selection best practices.
Negotiated rates
NSWG has agreements with three domestic carriers and seven international airlines, accessible only via the TMC.
Best practices
- Obtain three quotes for international flights and select the lowest logical fare (LLF).
- Book international travel as far in advance as possible for discounted fares.
- Book domestic travel at least 8 days before travel to secure the best rates.
Credits on Hold (COH)
- Utilise COH within the OBT to prevent expiration.
- Open credits to all agency travelers after three months to maximize usage.
- Seek refunds for unused fares whenever possible. (including taxes).
Cost-saving tips
- Select LLF options to achieve program savings.
- Review airfare break reasons to identify cost-saving opportunities.
- If permitted, choose flexible fares only for return legs to manage costs effectively.
Loyalty programs
Airline loyalty schemes or lounge memberships should not influence fare selection.
5. Accommodation – Preferred program
Booking requirements
All domestic accommodation must be booked via the TMC’s OBT.
Negotiated rates
NSW Government rates are flagged within the OBT.
Booking considerations
- Check terms and conditions (for example, cancellation policies) and inclusions (for example, breakfast or Wi-Fi access).
- Be flexible; value options may be located a short distance away.
Regional and remote areas
If online accommodation options are not available via the OBT then an offline request will be required.
Cancellations
Cancel early to avoid no-show or cancellation fees.
Refer to policy
See Section 4 of the Travel and Transport Policy for further guidance on selecting cost-effective accommodation.
6. Motor vehicle rental – Short-term hire
Negotiated rates
Access government-negotiated rates under a multijurisdictional agreement via the TMC’s OBT.
Bookings
All car hire bookings must be made via OBT through our mandated whole-of-government Travel Management Company (TMC) FCM.
Standard vehicle types
The agreement covers passenger and light commercial vehicles.
Fuel policy
Travelers must return vehicles with a full tank and electric vehicles re-charged to avoid refuelling or re-charging charges.
Insurance awareness
Confirm insurance options and excess amounts before collecting the vehicle.
Extension requests
Contact the TMC to extend hire periods, ensuring visibility of additional costs and approvals.
