ECU Travel Intranet

MARCH 2020

IN THIS ISSUE Welcome to Travel News - LGBTIQ Travel Safety - Orbit World Travel Update - Personal Leave and Business

Travel - Uber – ECU Social Functions - Taxi Travel – COVID-19 - Qantas Update - ECU Insurance Update

While we’re all currently grounded, this newsletter provides general information as well as some advice specific to COVID-19. Stay safe!

This is a regular newsletter to ECU travellers and travel arrangers which is intended to provide you with useful information relating to travel systems, procedures, tips and current issues. If you’d prefer not to be on the mailing list, please forward this email to Travel Administrator with Unsubscribe in the Subject.

LGBTIQ Travel Safety

All travel comes with some risk. While LGBTIQ travellers are no different than any other traveller, they do have special considerations when it comes to safety and security. Specifically, there are countries in the world where it can be very unsafe for LGBTIQ people. For more information please see Flyer and Smartraveller.

LGBTIQ travellers can also contact their relevant HR Business Partner for more information.

The Travel Guidelines are in the process of being updated to include information regarding the above.

Orbit World Travel Update

Orbit World Travel’s operation teams have primarily worked on returning passengers to Australia recently, supporting travel cancellations and providing qualified advisory services on the best ways to recoup travel costs and mitigate losses. Most major airlines servicing the market are not charging change or refund fees, within specified time frames and are supporting ECU by placing airline tickets into credit for later use. ECU staff will monitor credits to ensure best use. Please allow extra time for refund processing.

See Flyer for more information.

Personal Leave and Business Travel

One of the actions for FBSC following an internal audit of travel by University staff, is to regularly remind staff who undertake authorised travel on behalf of the University of the requirement to:

• Book all forms of leave (eg annual leave, long service leave and sickness) through the Staff Kiosk, or leave application forms, when the travel combines an element of personal leave; and

• Correctly complete a travel diary as part of the request to travel in the Travel Approval System noting both business and personal days. Guidelines on how to complete the travel diary are available on page 9 of the TAS User Manual and Appendix 1 (page 22).

Please address all queries relating to the above to the Travel Administrator mail box.

Uber – ECU Social Functions

Although we are currently restricted from socialising please remember Employees are responsible for their own travel to

Taxi Travel – COVID-19

TRAVEL NEWSLETTER

and from ECU social activities. If an employee has difficulty in participating in work social functions because of individual circumstances, they need to discuss those circumstances and reasonable support with their supervisor prior to an event.

The Travel Policy and Guidelines are in the process of being updated to include information regarding the above.

In light of the current Coronavirus situation, Cabcharge are asking all taxi networks to take action, and follow the best advice from experts and the Department of Health to ensure you can continue to travel taxis with confidence.

For the wellbeing of Drivers and Passengers, many taxi networks have rolled out comprehensive sanitisation programs nationwide. Major networks include;

• 13cabs • Silver Service • Swan • Silver Top

Cabcharge encourage you to book or hail from the taxi networks listed. Passengers are able to choose their taxi at a rank and can therefore walk down a rank to a taxi listed above. Passengers are also encouraged to travel in the backseat instead of the front as part of social distancing measures.

Qantas Update

Change to domestic carry-on baggage allowance. Qantas has changed its cabin baggage policy on domestic flights.

• Customers will continue to be able to bring 14kg onboard but will have the flexibility to have one of their pieces weigh up to 10kg*

• Previously, the domestic cabin allowance included two bags that could each with up to 7kg.

* The cabin baggage allowance on domestic QantasLink Dash 8 turboprop services will not change and remains at one piece weighing 7kg for those smaller aircraft.

See some useful links below from Qantas: - Changes to Qantas operations: https://www.qantas.com/au/en/travel-info/travel-

updates/coronavirus.html - Frequent Flyer Status: This page has detailed info about the status extensions we announced

https://www.qantas.com/au/en/frequent-flyer/status-and-clubs/status/status-extension.html - Lounge Operations: Information on lounges temporarily closing

https://www.qantas.com/au/en/travel-info/travel-updates/coronavirus/impact-to-lounges.html?int_cam=au%3Acoronavirus%3Abutton%3Achanges-lounge%3Aen%3Ann

- Commercial waiver policies: https://www.qantas.com/au/en/travel-info/travel-updates/coronavirus/booking-changes-and-refunds.html

Tickets in credit that are close to expiry: Existing tickets in credit that are close to expiry can be extended by your TMC to 30 September 2020 or 12 months from the date of issuance, whichever is later: https://www.qantas.com/agencyconnect/au/en/agency-news/agency-news-march-20/change-fee-waiver-for-qantas-international-and-domestic-bookings.html?int_cam=au%3Aen%3Apromotion%3Ann%3Aen%3Ann

Lounge closures and membership extension As a result of new government restrictions announced this week, all Qantas domestic and international lounges are closed until further notice. Our team will be contacting all paid Qantas Club members next week with information about extensions of these memberships.

This is in addition to our recently announced automatic 12-month tier status extension for Qantas Frequent Flyers. Visit www.qantas.com/statusextension for more information.

ECU Insurance Update For clarification on any of the following insurance advice, please email insurance@ecu.edu.au.

• ECU has travel insurance cover provided by AIG. If travel plans have changed due to circumstances surrounding Coronavirus (COVID-19), you are able to submit a claim to AIG for consideration.

• AIG considers COVID-19 to be a “known” circumstance from 23 January 2020. Travel arrangements made prior to 23 January 2020 will be considered by AIG as per their normal claims process. If travel arrangements were made after 23 January 2020, AIG will consider those claims based on the individual circumstances and merits of the claim submitted and the claim may not be settled in full. This is at the discretion of the insurer and is not influenced by ECU.

Please refer to ECU Travel Insurance for further information.

Finance and Business Services Centre Email: mailto:travelrequests@ecu.edu.au

26 March 2020

I wanted to contact you all today to update you on the current status of Orbit World Travel.

As a business we have been, and are continuing, to take actions to mitigate the impact of the

unprecedented and rapidly evolving COVID-19 landscape.

In line with the significant decrease in demand for travel in all areas - corporate, leisure, events

and group travel, we have made the decision to scale back our workforce to a skeleton staff for

the next 3 months to the end of June. We have taken steps to stand down staff to preserve as

many jobs as we possibly can. You all know what wonderful teams we have across the country

and we do want them all to have a home to return to in the coming months.

We will be monitoring this situation consistently and will extend the reduced staffing levels but

also have the ability to upscale at any point in time.

What does this mean for our valued clients?

Our teams will be scaled back, however our high level of service will not.

Please keep in contact with our team through your normal channels of communication. Orbit

Enterprise including Orbit Online booking tools are available 24/7, as always, to ensure you can

attend to future bookings over the coming months.

New Hours of Operation

From today, our team will be available between 9am – 5.30pm Monday – Friday, in your

respective states. However there may, at times, be longer waiting times and turnaround times

than usual due to reduced staff.

Our fabulous afterhours service is available for emergencies should you need them outside of

these times and during the weekends.

During the next few months, and in line with advice from the Australian Government, we are

taking measures of closing our CBD places of business and staff will be working remotely for

their own health measures and to keep essential services in a controlled environment.

Client Services Support – Your Client Relationship Manager

A skeleton staff base is operating to handle any client requests and is continuing to provide

traveller location and risk reporting as our last travellers are still making their way home.

All client requests are now being centralised.

We request that you email the clientservices@orbitworldtravel.com.au inbox for prioritisation.

You may hear from a Client Relationship Manager that is not your usual point of contact during

the next few months. Don’t worry – they know you and what you require.

Current Refund Situation – All Airlines

Each day, airlines are advising of changes to our processing procedures for the backlog of

significant refund requests and new requests coming in each day. All agents are trying to

process and clear the refunds as best we can, however airlines are hampered with the enormous

task at hand.

It needs to be noted that a number of airlines are refusing to process refunds and are retaining

funds in credit for future travel. We will advise you of the status of refunds versus tickets held in

credits as we process and on an airline by airline basis.

In normal circumstances airlines can take up to 4-6 weeks in processing a refund at any given

time. Some airlines have already communicated that it now may take months.

As we are faced with unprecedented and uncontrollable amount of refunds, we request your

patience whilst airlines and our staff work together in the most efficient way achievable.

On behalf of all the Staff and the Management Team at Orbit World Travel, we thank you for

your understanding and valued partnership and wish you and your families’ good health in this

rapidly changing landscape.

Please Stay Safe!

Michael Chase-Smith

Executive Director

© 2018 American International Group, Inc. All rights reserved. 1

TRAVEL SAFETYLGBTQ

TRAVEL SAFET Y REPORT

#TravelwithPrideTRAVEL WITH CONFIDENCE. TRAVEL WITH PRIDE.

All travel comes with some risk. And while LGBTQ travelers are no different than any other traveler, they do have special considerations when it comes to safety and security. Specifically, there are countries in the world where it can be very unsafe for LGBTQ people. Cultural acceptance of LGBTQ individuals can vary significantly, even within countries or cities that are considered to be accepting or unaccepting as a whole. Laws are not always clearly defined or enforced consistently, so the best course of action in most circumstances is to maintain a discreet profile at all times as a precaution and to thoroughly research your specific destination, the local laws and cultural attitudes. Remember that you may encounter areas where the local government and/or the population are more accepting or less accepting when compared to the rest of the city, country or region. With that in mind, AIG Travel has reviewed and compiled information on travel safety for LGBTQ travelers. This report will discuss some of the prevailing cultural and legal norms toward LGBTQ individuals by region.

© 2018 American International Group, Inc. All rights reserved. 2

Across Europe, attitudes and laws toward LGBTQ individuals vary widely. Generally speaking, Western European countries, such as Denmark, Norway, Germany, Spain, France and the United Kingdom, are more LGBTQ-friendly when compared to Eastern European countries such as Ukraine, Kyrgyzstan, Poland, Hungary and Russia. Likewise, Northern European countries are often less conservative than Southern European countries. Again, even in more accepting countries, LGBTQ travelers will encounter locations that are more conservative than others.

In some European countries, laws and cultural attitudes toward LGBTQ people present significant challenges and dangers. One of the primary examples of this kind of environment is Russia. Identifying as LGBTQ in Russia is not illegal. However, the government bans LGBTQ propaganda, meaning that individuals accused of promoting non-traditional sexual relationships may be subject to detention, fines or legal charges, or they may be deported from the country.

The law is ill-defined, and a broad range of activity could fall within its scope. This could include situations discussed earlier, such as public displays of affection, using LGBTQ-oriented applications and websites or meeting other members of the LGBTQ community.

In addition to legal issues, anti-LGBTQ laws in Russia have reportedly led to instances of violence, harassment and discrimination among the general population. Russia does not have laws protecting LGBTQ people from discrimination, so it may be difficult to obtain assistance from officials if you are involved in an incident.

Russia is by no means the only country in Europe where LGBTQ travelers may face legal, cultural and safety issues, but it is one of the most prominent and is a good example of some of the more extreme circumstances LGBTQ travelers could encounter.

Europe

© 2018 American International Group, Inc. All rights reserved. 3

The Americas region is equally diverse in terms of the level of acceptance for LGBTQ individuals from place to place. Canada is known to be very LGBTQ-friendly overall, though of course individual attitudes may vary from location to location. Similarly, the United States and Mexico have expanded LGBTQ rights in recent years, though this has been most pronounced in larger urban areas.

Many Latin American countries present somewhat of a contradiction. There are a number of countries in Central and South America with laws for the protection and equality of LGBTQ people, but culturally, Central and South America are largely conservative and have high rates of anti-LGBTQ violence. Essentially, the progressive laws do not match the conservative social norms, making travel within some countries in the region a challenge despite legal protections.

There are some exceptions, however. For example, Uruguay and Argentina, both located in South America, are considered to be quite liberal when compared to the rest of the region. A number of other countries in the Americas, including the South American country of Venezuela and the Caribbean nation of Trinidad and Tobago, on the other end of the spectrum, are much less accepting. Travel to locations such as these without taking the proper steps to carefully research and remain discreet may lead to both legal troubles and safety issues.

One example of a more hostile environment in the Americas region is the Caribbean country of Jamaica. It is both legally and culturally unaccepting of LGBTQ individuals. In Jamaica, same-sex relations between men are illegal, while there is no similar law in place for women. Despite the legal disparity, cultural attitudes in Jamaica trend toward a lack of acceptance of LGBTQ people. This has resulted in instances of violence and extrajudicial killings, with little or no interference from law enforcement on behalf of victims. While there are Jamaican hotels and resorts that accept same-sex couples, any form of public displays of affection between same-sex couples outside of the confines of major resorts opens LGBTQ travelers up to significant risks. Likewise, transgender travelers may face risks of harassment and violence outside of resort areas.

Americas

© 2018 American International Group, Inc. All rights reserved. 4

In the Asia-Pacific region, locations such as New Zealand and Australia are quite accepting, though like most destinations, rural areas may be less friendly to LGBTQ travelers. Additionally, the island nation of Taiwan is much more open to LGBTQ travelers. However, many Pacific nations are less accepting. Countries such as Brunei, Indonesia, and Malaysia have religious laws criminalizing LGBTQ relations. However, these laws are not consistently enforced, and travel by LGBTQ individuals is possible if discretion is practiced and orientation is not discussed or disclosed. These countries are religiously conservative, so in general, public displays of affection are not well accepted.

This is also the case for Asian countries such as Japan and Vietnam. These locations are generally more accepting, but cultural stigmas still remain and people often refrain from discussing their LGBTQ identity. Additionally, since public displays of affection are frowned upon for both same-sex and opposite-sex couples, travelers should be mindful and respect the local culture. The LGBTQ community may be more underground in these countries, but travelers have reported few instances of discrimination.

Asia

© 2018 American International Group, Inc. All rights reserved. 5

In the Middle East-North Africa region, there are some locations, like Tel Aviv, the capital of Israel, and Istanbul, Turkey’s most populous city, with thriving LGBTQ scenes. However, many countries in the region have laws against identifying as LGBTQ, and these laws vary in scope and application. While laws in countries like Egypt and Jordan focus on public decency and not specifically on the LGBTQ community, they have nevertheless been used against LGBTQ individuals. In Egypt specifically, authorities have raided LGBTQ-oriented nightlife venues, for example.

Other countries in the Middle East-North Africa region, such as Saudi Arabia, have instituted the death penalty for identifying as LGBTQ. Travelers to Saudi Arabia would be more likely to face detention, however. In the United Arab Emirates, LGBTQ travelers may be deported upon arrival, though these policies are not applied consistently by authorities. In Morocco, same-sex activity is illegal and punishable by imprisonment, but that does not apply to non-Moroccan couples visiting the country.

In countries with strict religious laws, all travelers should avoid public displays of affection due to the cultural norms. Additionally, locals may engage in entrapment activities in order to lure LGBTQ individuals to an isolated area and attack them. In order to avoid an incident when traveling, carefully research the laws for both men and women and try to adhere to them, keep a low profile and take great care when interacting with local contacts.

Middle East and North Africa

© 2018 American International Group, Inc. All rights reserved. 6

Identifying as LGBTQ is illegal in many African countries, and in some places, LGBTQ locals and travelers face significant dangers. One exception is South Africa, which has anti-discrimination laws protecting LGBTQ individuals. Cape Town is considered to be one of the most LGBTQ-friendly cities on the continent, though travelers should note that less populated areas may still be more conservative. In some African countries, same-sex activity may be illegal, but there may be human rights laws that protect all individuals, such as Namibia.

In other locations, it is very dangerous to be openly LGBTQ. One of the most prominent countries in terms of LGBTQ laws is Uganda, which has in the past proposed the death penalty for LGBTQ people. As a result, the country presents a rather hostile environment for LGBTQ individuals. Though travelers may not be targeted by government actions, interacting with locals who are within the LGBTQ community can put them at great risk of both legal action and community-led violence, and it is very important to remain discrete in order to protect the safety of others as well as your own. Similarly, some countries like Cameroon prosecute LGBTQ individuals, and authorities have engaged in entrapment campaigns by targeting LGBTQ meeting locations. Locals have also targeted the LGBTQ community with harassment via social media and text messages and in vigilante executions.

Again, this should be considered a brief overview of some of the cultural attitudes and security situations you may encounter as a global LGBTQ traveler. By no means is it meant to be a comprehensive profile of each region. Given the significant variances in cultural acceptance within regions and countries, it is important to research the specific locations you will be visiting in order to understand the specific risks you may face.

Africa

© 2018 American International Group, Inc. All rights reserved. 7

This product is confidential and for use only by the intended recipient(s). It cannot be distributed by the aforementioned recipients, to any other parties, without the prior express consent of AIG Travel. AIG Travel will use reasonable endeavors to ensure the accuracy of information contained herein as of the date this product is time stamped but all such information, given its nature, shall be subject to change or alteration at any time and the use of such information is at the sole discretion of the intended recipient(s). AIG Travel assumes no liability or responsibility for the use, interpretation or application of any of the information contained herein. AIG Travel Security accepts no liability or responsibility in respect of any goods or services recommended herein. For reprints or digital reproduction rights, please contact: aigtravel.communications@aig.com.

AIG Travel, Inc., a member of American International Group, Inc., is a worldwide leader in travel insurance solutions and assistance. Travel Guard® is the marketing name for its portfolio of travel insurance solutions and travel-related services, including assistance and security services, marketed to both leisure and business travelers around the globe. Services are provided through a network of wholly owned service centers located in Asia, Europe and the Americas. For additional information, please visit our websites at www.aig.com/travel and www.travelguard.com.

www.aig.com/travel

Consider your risksRemember that not every LGBTQ traveler faces the same risk, and there is not “one size fits all” set of advice. Consider your own profile, as well as the sort of experience you want to have in your travels, and determine if a particular destination is right for you.

Research your destinationDo thorough research before your trip to assess the cultural, legal and security issues for LGBTQ travelers in your destination. Be sure to research broader cultural and security concerns as well, so that you have a thorough understanding of the location you plan to visit.

Leave behind contact informationLeave your itinerary and contact information with someone you trust. In the event of an emergency, it is helpful if someone back home has contact information of hotels, flight numbers and a general idea of planned events on your trip.

Bring paper copiesThere are apps to hold digital copies, but you never know what might happen to your phone. Take paper copies of your passport, flight information, hotel confirmations and other important documents with you. Keep these documents safe and out of sight as they have confidential information on them.

Take medical precautionsIf you are traveling with medication, ensure that your medications are kept together in a separate bag in your carry-on. Keep all medications in their original containers and carry an official note of medical authorization from your doctor. Check beforehand that your medications are legal to carry into the country you are visiting.

If engaging in sexual activity, it is advised to bring protection, but carefully research the laws regarding what you are allowed to bring into the country you are visiting. If you are purchasing products in other countries, their reliability may not always be guaranteed.

Use discretion when necessaryConnect with locals online before you travel for some tips to find the best bars, parties and community hangouts. Remember that in some destinations where being LGBTQ is illegal, websites and mobile apps that are used in country to connect you to LGBTQ people and venues may be used against you by officials.

Be mindful of public displays of affection. Holding hands, requesting a double bed at a hotel, casual touching, and kissing may be considered public displays, and such actions are illegal in some countries.

Precautions for transgender travelersTransgender travelers may face additional scrutiny when departing from and arriving at airports and when navigating the cultural and legal landscape of a different country. Cultural attitudes toward and laws regarding transgender people in conservative societies may present an unwelcoming and unsafe environment. Research cultural and legal issues for transgender individuals in your destination, as well as the procedures and necessary documentation for airport security in your home country and in your intended destination.

Stay safeIf you are harassed, remove yourself from the situation as quickly as possible and do not escalate by confronting your harasser. If you are being followed, find a busy establishment to enter. If you encounter harassment by officials, remain calm and courteous, request a ticket if you are receiving a citation and contact your diplomatic representation to report the issue. If you are the victim of a crime, contact local authorities and engage with your local diplomatic representation.

Obey local lawsEven if you do not agree with the local laws and culture in the country you are visiting, you should still obey the laws and abide by the cultural norms. Your personal beliefs will not be sufficient legal defense in the event that you are charged with a crime.

Consider buying Travel Guard®

A Travel Guard® travel insurance plan can cover for medical emergencies and includes 24/7 assistance services to help with flight and hotel rebookings, lost luggage, passport replacement and much more.

General Security and Safety Tips and Recommendations