Guidelines for reporting on overseas travel
General
The policy, entitled Reports on Overseas University Travel and designated 1.50.9 in the Handbook of University Policies and Procedures, requires every University employee to submit a Report on Overseas University Travel, irrespective of the source of funding, other than for travel on recreation leave. The reports shall appear in the University's Annual Report to Parliament.
Procedure
Staff members are now required to submit their reports in a simple table format, using the empty template provided: (Word), (PDF). The reports must be saved as Word documents and submitted via email to the Head of School, Division or Centre. The Head refers approved reports to Human Resources Division Level 5, JD Story Building, St Lucia 4072 or email by email to m.scott3@uq.edu.au.
Content
The completed examples below show the required content and style.
| Name | Init | Title | Office | From | To | Countries | Purposes | Cost* |
| Blake | D.J. | Prof | Professor | 05/11/02 | 17/11/02 | UK, USA | Attend conference | 4183.75 |
| Name | Init | Title | Office | From | To | Countries | Purposes | Cost* |
| Schmidt | K.M. | Dr | Lecturer | 03/12/02 | 03/01/03 | Japan, USA | Undertake research | 3517.50 |
Other entries may require more space, so the template is provided in landscape format. (*See note with template.)
Abbreviations
Standard abbreviations are to be used, but a full word may be used if it is felt that it may otherwise be misunderstood.
Dates
Dates are written in the English/Australian style (eg, 8th January 2002 is written 08/01/02).
Purposes
Purposes of programs must be defined as briefly as possible, but a few words may be used in addition to the main noun where this avoids ambiguity. For example, it would be necessary to state whether a seminar was "attended" or "presented". Most single purposes should be covered by descriptions of up to three words, and it is expected that none shall require more than six words. A report on a trip may, of course, include more than one purpose.
Further examples of descriptions of purposes are:
| attend conference and present paper | attend conference and chair session |
| confer with colleagues | undertake research |
| attend training course | conduct training course |
| consult to industry | attend ceremony |
| supervise student | market courses |
The following groups of words and expressions are gleaned from past reports submitted by staff members, and cover the great majority of overseas trips. The list may be useful as a reminder of relevant words and alternatives.
Click here for the Report Template: (Word), (PDF).
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