Group Travel

Southern Cross University’s group travel is managed exclusively by our Travel Management Company, FCM.

A booking is considered a group when it includes:

  • 10 or more travellers on the same flight
  • 10 or more hotel rooms at the same property
  • 20 or more travellers who are travelling to the same destination on the same airline (dates may vary), same location for hotel (hotels may vary) and/or 20 attendees for a conference regardless of hotel rooms needed.

For smaller groups (up to nine travellers), please contact Travel Services or submit a Travel Enquiry.

Contacting the FCM group team

Please email FCM’s dedicated group consultant: scugroups@fcmtravel.com.au.

Group Travel Booking FAQs

Group quotes typically take 48-72 hours due to complexity and supplier response times. While group bookings can cost more than individual bookings, they usually offer greater flexibility for flight and accommodation changes.

  • Flights and accommodation
  • Conferences (venue, catering, rooms)
  • Coaches and transfers
  • Special events (cultural, sporting, musical)
  • Study and student tours
  • Inbound delegations
  • Graduation-related travel

  • FCM will provide a detailed quote and budget including availability.
  • This quote must be signed by your delegated approver (usually Head of Work Unit or Executive Dean).
  • The signed budget is the official University approval—no Concur request or Travel Enquiry is required.
  • FCM will only confirm bookings once the signed budget is returned.
  • All University-funded travel must be booked through FCM.

Provide FCM with correct funding codes:

  • Organisational Unit
  • General Ledger Code
  • Project Code (if applicable)
    Example: FSEN 154000 51923

Check your budget and funding availability before submission. Contact your Finance Business Partner (login required) if unsure.

  • FCM service fees are covered by Travel Services (not charged to your work unit).
  • Travel costs are reconciled centrally and allocated to your funding codes.
  • Signed budgets are reviewed for compliance and may require additional checks by the VC delegated approver.

  • International group travel requires approval from your HOWU or Executive Dean, and the VC delegated approver.
  • Travel to DFAT Level 3+ destinations or student group travel requires a International Risk Assessment Form, signed by the delegated approver.
  • Forward approved risk assessment and budget to Manager, Travel Services for VC approval: michelle.windeyer@scu.edu.au
  • Once assessed, the Manager will advise you and FCM of the outcome.
  • All group travel is registered with ISOS for emergency assistance. Provide lead traveller details (email and phone) for alerts.

FCM Groups After Hours Customer Care 24/7

Within Australia: 1300 722 841

Dialing from Abroad: +61 (7) 3083 6048