Human Resources Policies
International travel – visas and entry requirements
If you are travelling internationally for work, you may need to obtain a visa or other travel authorisation before departure. Visa requirements vary depending on your nationality, destination, purpose of travel, length of stay and activities you will undertake while in-country.
Plan early
Visa processing can take several weeks and, in some cases, longer. If you are planning international travel, please notify People & Culture and/or Operations as early as possible so there is sufficient time to confirm entry requirements and arrange the appropriate visa.
Travellers should not make assumptions based on previous travel or the experience of colleagues, as visa requirements can differ according to nationality and may change without notice.
Insufficient time to obtain the required visa may result in travel being postponed or cancelled.
When planning travel, consideration should also be given to:
- visa or entry requirements for any countries you will transit through;
- the validity period and number of entries permitted under your visa;
- passport validity requirements;
- whether your proposed activities are permitted under the relevant visa; and
- possible visa requirements for alternative travel routes or emergency evacuation, particularly when travelling to remote or higher-risk locations.
Responsibilities
Ensuring that the correct visa or travel authorisation is in place is a shared responsibility between the traveller and Catalpa.
People & Culture and/or Operations will generally:
- advise on the appropriate visa process
- coordinate or support visa applications and lodgement
- prepare organisational supporting documentation, such as business sponsorship or invitation letters; and
- assist with payment of visa fees where required
Travellers are responsible for:
- Checking any existing visa validity
- notifying People & Culture/Operations of proposed travel as early as possible
- providing accurate information and requested documentation promptly
- ensuring their passport has sufficient validity and blank pages for travel
- checking that the details on an issued visa are correct
- travelling with copies of relevant visa and supporting documentation where required; and
- complying with the conditions of their visa while travelling.
Do not travel without confirmation that you have the appropriate permission to enter and undertake the planned activities in the destination country.
Visa costs
Reasonable visa and entry-related costs associated with approved business travel will be charged to the relevant project or approved travel budget.
Staff are responsible for obtaining and paying for visas or travel authorisations required for personal travel, including personal travel undertaken before or after a work trip.
Common destinations
The following information provides a general guide for short-term business travel to countries where Catalpa frequently operates.
Visa and immigration requirements can change at short notice. This table should be used as a guide only. People & Culture/Operations will confirm the requirements applicable to each traveller before travel.
| Country | General guidance | Indicative timing | Typical documentation / requirements |
|---|---|---|---|
Timor Leste |
Business travellers may be eligible to obtain an appropriate visa/entry authorisation on arrival, depending on nationality and proposed activities. Confirm requirements before departure. |
On arrival |
Valid passport |
Papua New Guinea |
Business visa applications are generally lodged online through PNG Immigration or through a PNG diplomatic mission. |
Allow at least 10 days from the date the visa is lodged Multiple entry visa 1629.99 PGK (applied for online) |
Valid passport bio page |
Solomon Islands |
Travellers undertaking meetings, consultancy or other business-related activities may require a Short-Term Business Visa or other appropriate permission. Requirements depend on nationality and activities. For a first visit to Solomon Islands, a business visa can be purchased on arrival. If you are making multiple trips to Solomon Islands a multiple entry business visa will be required. |
Allow at least 10 days from the date the visa is lodged Visa on arrival USD 50 |
Valid passport bio page |
Fiji |
Entry arrangements depend on nationality and the activities being undertaken. Short-term business visitors are usually able to obtain a visa on arrival. |
On arrival (confirm before travel) |
Valid passport bio page |
Australia |
Most international visitors require a visa or travel authority before travelling to Australia. Depending on nationality and purpose of travel, this may include an ETA (subclass 601), eVisitor (subclass 651), or Visitor visa (subclass 600 – Business Visitor stream). |
Varies considerably by visa type and nationality and also what work you are doing in Australia. |
Requirements vary depending on nationality, proposed activities and length of stay. |
Important
Visa requirements, fees and processing times are determined by immigration authorities and can change without notice. Do not rely solely on the information in this handbook when arranging travel.
People & Culture/Operations will check current requirements with the relevant immigration authority as part of the travel planning process.
Where there is any uncertainty about whether a particular visa permits the activities you will undertake—for example, consultancy, training, fieldwork, research or project implementation—this should be clarified before travel is booked or the visa application is lodged.