Booking travel

Updated: 22 Jul 2020
How to book travel with FCM Travel Solutions (FCM), the approved supplier of travel management services to the whole of NSW Government.

FCM Travel Solutions (FCM) is the approved supplier of travel management services to the whole of NSW Government and other eligible customers under Contract 1008 Travel management services.

FCM provides an online booking tool, reporting tool and a dedicated Australia based consultant team to book all types of travel including:

  • air travel
  • accommodation
  • car hire
  • rail and ferry
  • coach
  • charter
  • group travel (10 or more travellers)
  • travel visa service.

Fees apply for calls outside normal business hours (8 am to 6 pm AEST Monday to Friday).  Please contact your agency representative below or NSW Procurement for further details.

Under Procurement Board Direction 2019-04, NSW Government agencies must use whole-of-government contracts for obtaining goods and services to which those contracts apply.  Contract 1008 and contract 1009 are applicable contracts.

Price matching

FCM can match pricing on most occasions.

When this is not possible, FCM will advise the reasons for it. They may include:

  • fares offered by low cost or small international airlines
  • special discounted accommodation rates for conferences, which are at the discretion of the hotel to allow FCM to access them
  • not being able to offer the same hotel as the conference, due to availability or blocked room allocation for the conference organiser.

Holding flights

All quotes are offered in line with airline ticketing time limits. Airlines will not allow FCM to extend the ticketing time to hold flights.

The standard time for ticketing is approximately 3 days, but it can vary greatly and can be as little as immediate ticketing conditions.

FCM are bound by these airline rules. If they are not followed, heavy fines apply and airlines will cancel the held fare.


NSW Government staff can access training on FCM online booking tool, reporting tool and services.

Please contact

American Express Business Travel Account (AMEX BTA)

The AMEX BTA (Contract 1009 Virtual travel card payment) is the mandated form of payment for travel booked under Contract 1008.

Accommodation bookings

From 1 November 2019, NSW Government agencies get better value for money on over 1000 contracted accommodation providers booked through the FCM Portal. Benefits include:

  • increased availability and choice of properties, with better regional coverage
  • lower room rates and chain discounts
  • complimentary or discounted rates for services such as wi-fi, breakfast and parking
  • enhanced duty of care through assured minimum public liability
  • safety, security and quality
  • online directory and interactive map of properties.

Airline lounge memberships

Lounge memberships are allowed under the whole-of-government Travel and Transport Policy.

The NSW Government Travel Operational Guidelines state: “Agencies should decide whether to meet the cost of staff having membership of airline lounge facilities or similar services. Public officials may join and maintain membership of such lounges at their own expense irrespective of the nature and extent of their official travel.”

NSW Procurement has negotiated discounts on Qantas and Virgin Australia lounge membership fees for NSW Government travellers. For help, please contact your nominated cluster/agency lead.

Frequent Flyer points

With approval from the relevant Secretary, travellers may accept loyalty or frequent flyer points from any airline in respect of official travel.

Airline loyalty points accrued from official travel must be used to pay for official travel.  They must not be used for personal travel or other personal benefits.

All flight bookings using loyalty points must be made through FCM.

The Ministers’ Office Handbook states airline, car or hotel loyalty schemes or lounge memberships may be accepted by ministers or their staff, but are not to influence travel decisions. If a minister or their staff accrue any airline loyalty points for official business trips at NSW Government expense, these points may be used to pay for further official business trips. Airline loyalty points must not be used to pay for private benefits.

For further information please refer to the NSW Government Travel and Transport Policy.

Travel protection

The Treasury Managed Fund provides cover to persons working for a NSW Government agency who are travelling overseas for work.

More information on the cover, what to do before you travel and additional emergency travel assistance please refer to Insurance for NSW (iCare).

Car hire insurance

NSW Government’s approved car hire suppliers under Contract QGP0038-17 Short term rental of motor vehicles are:

  • Avis
  • Hertz
  • Budget

NSW Government's rates with these suppliers include insurance cover for accident damage to the rental vehicle and third party property.

NSW Government travellers can pay an additional daily fee to reduce the excess payable in the event of a motor vehicle accident where the NSW Government driver is at fault.