Coding pre-booked Fares Allowance (FAA) entitlements for ABSTUDY and ABSTUDY Pensioner Education Supplement (PES) 010-02100070

Item

Booking Status Use

1

New

Default for individual and bulk requests created by ABSTUDY Travel and Away from Base Service Officers. Bookings in this status cannot be exported.

2

Pending Approval

Status for new bookings, amendments and cancellation requests received via ABSTUDY Smart Centre Call. Bookings in this status cannot be exported.

3

Rejected

Assign based on eligibility assessment.

Note: once assigned, this Booking Status cannot be altered. However, other booking details can be amended, such as travel date.

4

Booked

Assign once itinerary is received from the Travel Management Company (TMC).

5

Requested

Assign to travel request that have been exported and sent to the TMC.

6

Rescheduled

Assign when a travel variation is received and the travel booking request is still in a status of Requested or Booked. Rescheduled bookings indicate that travel booking has been amended and new details sent to the TMC.

7

Cancelled

Assign when a travel cancellation is approved. Cancelled bookings will not be re-booked.

Note: once assigned, this Booking Status, or other travel details within the booking cannot be altered.

8

No Show - Penalty

Assign when an approved traveller does not undertake travel without a valid reason.

9

No Show - No Penalty

Assign when an approved traveller does not undertake travel due to circumstances beyond their control.

10

Reimbursed

Assign when a reimbursement has occurred for fares and/or additional costs after travel has been undertaken. Bookings in this status cannot be exported.

Note: once assigned, this Booking Status can only be altered to a Cancelled status. Other booking details can be amended, such as travel dates.

Approved Code

Description

BULK

Initial school vacation and end/start of year travel requests from education/board providers.

GROUP

Requests for 10 or more passengers travelling for the same event regardless of dates, sent to the TMC 7 days before the travel date. This includes:

• Special Purpose Visit
• Orientation Visit

URGENT

Travel requests sent to the TMC within 7 days of the travel date. This does not include:

• Away from Base
• Bulk

OTHER

New travel requests sent to the TMC 7 days before the travel date. This includes:

• Additional school vacation and end/start of year bookings actioned after the initial bulk travel request has been sent to the TMC (including requests for 10 or more passengers)
• Special Purpose Visit
• Orientation Visit
• compassionate
• mid-year, and
• Away from Base

AMD

Amendments to all travel types.

CAN

Cancellation of all travel types.

Item

Scenario

1

Change to non-student traveller

Non-student traveller is requested/booked and a request is received to cancel the original non-student traveller and add a new non-student traveller.

Martha from the education/board provider contacts to request a change to their student Luke's supervisor. Luke's Mum is the booked supervisor, Martha confirms that Mum can no longer travel due to work commitments and Dad will now need to supervise. Martha has contacted more than 24 hours before travel date to request a change in supervisor.

Change of supervisors can be approved, however will need to be assessed/coded separately in the Travel Management Application (TMA).

• Cancellation of original supervisor can be completed as Martha has notified more than 24 hours from scheduled travel date/time
• New supervisor is eligible for FAA and will need to be assessed/coded separately
• The cancelled travel line in the TMA is to be exported
• On the exported authorisation form, the Service Officer must change the Action on the booking information tab from ‘Cancellation’ to 'Amendment', then manually add an additional line on the travel arrangements tab to include the new traveller details
• Change of traveller information must be documented in the Comments field. Refer to the ABSTUDY Travel Minimum DOC Standards 'Travel Authorisation Booking Form - Comments Template'