The University of Otago is currently reducing domestic and international travel to mitigate the financial impacts of COVID-19.

All travel needs to be approved by the relevant member of VCAG (the Vice-Chancellor's Advisory Group) prior to any engagement with travel agents. If the request for travel is approved, the traveller (or their administrator) should raise a request for a purchase order via the existing purchasing smart form.

Once the Supply Chain team receive the request, they will check approvals are in place as per the current process and then contact the travel agent to confirm the travel costs, generate a purchase order, and book the travel on behalf of the traveller.

Academic staff must apply for permission to travel and for conference leave using the Academic Conference, Study or Professional Attendance form on your division's or school's OURDrive site. You will need to have access to your area's OURDrive site to complete the form:

Request access to an OURDrive site

Once submitted, the form will be reviewed by your Head of Department and Pro Vice Chancellor, and either approved or declined. For further information see:

Select one of the following Academic Conference, Study and Professional Attendance forms from OURDrive to commence your application (note that only staff with access will be able to see the form):


University of Otago, Christchurch


University of Otago, Wellington

For further information on how to complete the form or the process, contact your Client Service Administrator.

The related answer Operations division staff applying for permission to travel has information for Operations staff who need to book travel and/or conference leave.

Feedback on the process and resources is welcomed. Please email

Last updated 09/04/2021 09.12 AM

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