Is the Travel Management System (TMS) compulsory?
Yes. The Travel Management System (TMS), and all associated travel arrangements, is mandatory for all budget sector government agencies.
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Will everyone book their own travel?
Not necessarily. Although the system is capable of allowing all authorised users to book their own travel, agencies will decide how the system is used.
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How is the TMS accessed?
The system is exclusively accessed via GovNet.
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How do I book travel if the TMS is unavailable?
Urgent bookings can be made manually by phoning HRG Australia on (07) 3214 1900, in the unlikely event the system is unavailable (e.g. GovNet unavailability, loss of power).
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How does the TMS billing process work?
Each agency has a single credit card account, known as a travel charge account, to which travel providers charge all travel-related expenses. Each day mini-statements are provided electronically by the credit card provider.
Once this data is uploaded, the TMS automatically reconciles each transaction against its corresponding trip bookings. Transactions are matched to trips using the trip ID and booking reference in the TMS, which also exist in the credit card data. Where the reconciliation is completed successfully by the TMS, the transaction will be flagged as reconciled without manual intervention.
Where a transaction cannot be successfully reconciled by the TMS, an exception is raised and an email is automatically generated and sent to the relevant traveller/travel booking officer. Where a transaction does not have a trip ID, the automatically generated email is sent to the nominated agency administrator.
User intervention is only required for exceptions raised by the system’s reconciliation.
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What is the cost to my agency?
Full cost recovery by way of a management fee per transaction will be charged to the nominated cost collector/s. The fee covers system licensing and administrations costs.
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How are users trained to use the TMS?
We (the Queensland Government Chief Procurement Office Travel Management Unit) provide training to agency and finance administrators.
The Queensland Shared Services Training Unit provides training to travel booking officers, travellers, approvers and local administrators right across the state.
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Do I have to take the cheapest fare?
If the best value or cheapest fare of the day is not chosen, you will be asked to select a reason (via a drop down box and free text) why this particular fare has been taken. There may be a valid reason for not selecting best value fare available, as best value is calculated having regard not only to air fares but also other relevant costs such as accommodation waiting time and the traveller’s specific requirements.
Travellers are not expected to undertake circuitous itineraries or to travel in circumstances where there is unacceptable safety or security concerns in order to access lower fares. The reason selected and information provided will be clearly visible to the approving officer and is reportable.
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Will the TMS know which policies relate to my agency?
The whole-of-Government policies and departmental policies (where possible) have been built into the system. This ensures that officers are complying with policy at all times. These policies are also accessible online.
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How secure is the TMS?
All personal and financial information contained within the system is stored by HRG in an environment that has been thoroughly reviewed by HRG and independent Queensland Government auditors.
Additionally, regular audits are carried out on the system, to ensure that the highest level of security is maintained.
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How do the electronic approvals work if my boss isn't there?
After choosing the selected products, the system forwards the itinerary to the selected approving officer. No products are booked/reserved until approval is given. It will be possible to change your approving officer in the event that your usual approving officer is away. You will only be able to select an approving officer with the appropriate delegation.
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What if a service provider (e.g. car hire company) is unavailable for my travel requirements?
Your request will be sent electronically to HRG Australia to source an alternate supplier for the service you require.
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How do I book an air charter?
An air charter is booked through the Queensland Government’s Air Charter Broker. For more information contact Procurement Services on (07) 3235 4333.
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Can I book international travel online via TMS?
All international travel requests will be entered into the TMS and forwarded electronically to HRG Australia as this is classed as a complex booking. HRG Australia will liaise with the booking officer/traveller on specific requirements and provide up to three quotes. Once the international travel is approved, HRG will again be contacted and the international booking finalised and the TMS updated with travel details.
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What do I do until the system is rolled out to my division?
Travel will be booked in the usual manner until such time as the TMS is rolled out in your division/unit. For international travel all bookings are to be made through HRG.
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Can the TMS help with event management?
The TMS can help book all travel, car and accommodation requirements associated with an event. The Queensland Government’s appointed travel management company, HRG Australia, can assist with events such as small local conferences to trade shows and annual interstate gatherings.
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More information
For more information contact us on (07) 3239 6867 or tmu@qgcpo.qld.gov.au.