Guidelines for official travel and air travel bookings are detailed in Circular C2005-03.
Official travel is defined as any travel by a public official or any other person where a public sector organisation or service responsible to a Minister uses public monies to pay for the travel.
The NSW Government contract for the provision of Travel Management Services is held by Carlson Wagonlit Travel (pronounced Carlson Vagon Lee) hereafter referred to as CWT for the period 1 December 2005 to 30 November 2008.
The Department of Commerce (formerly The Department Public Works and Services), on behalf of the State Contracts Control Board, issued public tenders and awarded the contract in July 2005. The Department of Commerce is responsible for providing ongoing contract management and oversight of the arrangement. CWT provides its travel agency-type services through the contract by three alternative methods, travel consultants of CWT based in Sydney, 23 appointed travel agents in regional NSW, and the internet using the CWT Connect on-line system. The main purpose of the contract is to obtain air travel bookings, regardless of the carrier, based on each customer's particular travel needs. Such criteria known as 'Best Fare of the Day' or 'Lowest Logical Fare' includes cost, seat availability, timing and the acceptability of any fare conditions or other restrictions associated with lower cost fares (e.g. changes in timing). Due to this it may not always be the lowest fare available on the day. It is the lowest logical fare available that meets the traveller's needs. It is critically important that public funded air travel is determined fairly in choosing the lowest logical fare regardless of the carrier. Government customers should ensure that they are provided with enough information by the travel consultants (CWT or the appointed regional agents) or CWT Connect internet system to demonstrate that air travel options have been adequately explored and costed. Particularly, consideration should be given to the cost benefits of non-refundable compared to refundable fares. All bookings must be made through the contract. Also, attached is a list of airlines servicing NSW destinations which shows routes serviced by single or multiple carriers for your information.