Your Business Travel Questions, Answered

Contact your dedicated FCBT Travel Manager directly by phone or email, quoting your booking reference and the changes required. Your Travel Manager will handle all amendments and cancellations on your behalf, working with the airline, hotel or car hire supplier to find the best available outcome — whether that's a rebooking, credit or refund depending on the fare or rate conditions. For urgent changes while you're travelling, our 24/7 emergency support line is available at all hours. 

If your flight is cancelled by the airline, you are generally entitled to a rebooking on the next available service or a refund, depending on the circumstances and the airline's conditions of carriage. Your FCBT Travel Manager monitors live disruptions for active bookings and will proactively contact you with alternative options where possible. For urgent situations on the road, call our 24/7 emergency line and we'll rebook you as quickly as possible. 

Fare holds are available on selected airlines and itineraries, subject to the airline's conditions and ticketing deadlines. Your FCBT Travel Manager can advise on hold options for your specific booking and ensure you don't miss the ticketing window. Hold periods vary and are not guaranteed on all routes. 

All booking confirmations and itineraries are sent to your registered email address by your dedicated FCBT Travel Manager. If you've misplaced a confirmation, contact your Travel Manager or our support team and we'll resend it promptly. 

At minimum, you'll need a valid passport with sufficient validity — most countries require at least six months beyond your planned return date. Many international destinations also require a visa arranged in advance. Additional documentation such as proof of onward travel, business invitation letters or vaccination certificates may be required depending on the country. Your FCBT Travel Manager will flag destination-specific requirements at the time of booking. Always verify requirements directly with official sources close to your travel date via the Australian Government's Smartraveller website. 

Visa requirements depend on your nationality, destination, and the purpose and duration of your visit. The most reliable sources are the destination country's official embassy or consulate website and the Australian Government's Smartraveller platform. Your FCBT Travel Manager can advise on common visa requirements for frequently visited business destinations during the booking process — though always verify requirements directly with official sources close to your travel date, as they can change. 

Physical travel documents are rarely issued for modern corporate travel — airline tickets, hotel confirmations and car hire vouchers are delivered electronically via your booking confirmation from your Travel Manager. In the rare instance physical documents are required, your Travel Manager will arrange the best delivery method for you. 

The most authoritative and up-to-date source for Australian travellers is the Department of Foreign Affairs and Trade's Smartraveller website (smartraveller.gov.au), which provides destination-specific travel advisories covering safety, entry requirements, health risks and local laws. Your FCBT Travel Manager can flag known requirements at the time of booking, but always verify conditions close to your travel date as they change frequently. 

Airline health and safety policies vary by carrier and evolve regularly. Most major airlines have returned to standard pre-pandemic service levels, though individual carriers may have specific requirements. We recommend checking directly with your airline prior to travel for the most current policies. Your FCBT Travel Manager can also advise on any known requirements relevant to your booking. 

COVID-19 related entry requirements vary significantly by destination and continue to change. While many countries have removed mandatory testing and vaccination requirements, some destinations may still have specific conditions in place. We strongly recommend checking the Smartraveller website and the destination country's official entry requirements close to your travel date. Your FCBT Travel Manager will flag any known conditions at the time of booking, but requirements can change after a booking is made and it is always the traveller's responsibility to ensure compliance with entry conditions. 

Duty of care is central to our service. We provide real-time traveller tracking, destination risk intelligence, pre-trip safety briefings, automated risk alerts and 24/7 emergency assistance to help businesses meet their obligations to keep travelling employees safe. Travel managers can monitor all active travellers and communicate with affected travellers during incidents or disruptions. For high-risk destinations, our team can facilitate additional pre-trip risk assessments. See our Duty of Care & Risk Management solutions page for full detail. 

To make a claim, contact your travel insurance provider directly using the emergency or claims contact number on your policy documents — these are included in your booking confirmation. Gather relevant documentation before calling: your policy number, a description of what happened, receipts or invoices for costs incurred, and any relevant reports (e.g. a police report for theft, a medical report for health claims). Your FCBT Travel Manager can help you locate your policy details and provide relevant booking documentation to support your claim if needed. 

Corporate travel insurance generally covers trip cancellation and interruption, emergency medical treatment and hospitalisation, medical evacuation or repatriation, lost or delayed baggage and personal effects, travel delays and additional expenses, and personal liability. Specific coverage, exclusions and limits vary by policy and provider. Your FCBT Travel Manager can help you understand your policy details and whether it meets your duty-of-care obligations. 

Yes. FCBT can arrange business travel insurance through Flight Centre Travel Insurance as part of your travel programme. Coverage can be tailored to your business's specific needs and risk profile. Speak with your FCBT Travel Manager to discuss the options available and what level of cover is appropriate for your travellers and destinations. Always read the relevant Product Disclosure Statement (PDS) before purchasing. 

Airfares are priced dynamically by airlines based on route demand and capacity, how far in advance the booking is made, the time of year, fare class availability and competitive pricing in the market. Fares for the same route can vary significantly depending on when you book and which fare conditions apply. Corporate travellers booking through FCBT benefit from negotiated corporate airfares secured through our supplier agreements, which provide more consistent and competitive pricing compared to public channels — particularly on high-frequency routes used by Australian business travellers. 

Travellers can continue to earn points with their existing airline frequent flyer programmes — including Qantas Frequent Flyer and Velocity Frequent Flyer — and hotel loyalty programmes when booking through Flight Centre Business Travel. Loyalty programme numbers are stored in each traveller's profile and applied automatically to eligible bookings. Redemption of points for travel is subject to each programme's own terms and conditions. 

Our fee structure is transparent and communicated clearly during onboarding. Any applicable service fees are disclosed upfront — there are no surprise charges. Many clients find the savings achieved through our negotiated supplier rates, combined with the time saved on travel administration, far outweigh any programme costs. Contact us for a personalised overview based on your current travel spend. 

Your corporate travel policy defines the parameters within which bookings must be made — including approved suppliers, fare class restrictions, hotel rate caps, booking lead-time requirements and approval workflows for out-of-policy requests. When booking through FCBT, your travel policy is communicated to your dedicated Travel Manager and applied to every booking made on your behalf. Out-of-policy requests are flagged and require manager approval before being confirmed. All activity is tracked and included in your customised reporting. 

Our team can help you build a travel policy from scratch or review and update your existing one. We offer a free Corporate Travel Policy Template in our Guides & Reports library — available at /business/resources/guides-and-reports — which provides a comprehensive framework covering all key policy areas. For businesses with more complex requirements, your FCBT account manager can work with you directly to develop a policy tailored to your organisation's risk appetite, budget and travel patterns. 

Out-of-policy requests are flagged by your FCBT Travel Manager and sent to your nominated travel approver before a booking is confirmed. The specific workflow depends on how your travel policy is configured. All out-of-policy activity is included in your customised reporting, giving travel managers full visibility of compliance trends and enabling targeted conversations where needed. 

Packing smart is about balancing professionalism with practicality. Carry your most important items — laptop, chargers, medication and a change of clothes — in your carry-on in case checked luggage is delayed. Choose versatile clothing that works across meetings, dinners and travel days. Keep digital copies of all important documents (passport, visa, insurance, itinerary) in a secure cloud folder you can access offline. Check airline baggage allowances before you pack — corporate fares often include more generous allowances than standard economy. For more tips, visit our blog. 

Good preparation makes a significant difference. Before you travel: confirm your passport has at least six months validity beyond your return date; check visa requirements and apply well in advance; review the Smartraveller advisory for your destination; ensure your travel insurance is active and you have the emergency contact number; save your FCBT 24/7 emergency contact number; download your airline app and check in online where possible; notify your bank of travel dates to avoid card blocks; and carry a small amount of local currency for immediate expenses on arrival. Your FCBT Travel Manager will provide a pre-trip briefing for high-risk destinations.