23 August 2024
J.Hal
By email
: [FYI request #27483 email]
Dear J.Hal
Official Information Act request 24.71 Senior Leadership Team International Travel
I refer to the Official Information Act (the Act) request dated 2 July 2024 regarding the international travel of
some members of the University of Canterbury’s (UC) Senior Leadership Team for 2024. You have specifical y
requested:
•
I request under the Official Information Act the fol owing information:
How many international trips the fol owing Senior Leadership Team members:
•
Cheryl de la Rey
•
Brett Berquist
•
Keith Longden
•
Paul Ballentine
•
Saurabh Sinha
•
Sarah Young
•
Joce Nuttal
•
Steven Ratuva
•
Te Maire Tau
•
Petra Butler
Have taken on behalf of the University of Canterbury between 1 January 2024 and 2 July 2024.
I also request the fol owing for each trip in relation to the above request.
•
The travel itinerary for each trip that is provided by the Travel Management Company for the
University of Canterbury showing the flight route taken, class of airfare, and accommodation.
•
The total cost of each trip.
•
The authorising documents approving each trip.
•
A list of any trips planned for the above named Senior Leadership Team members between 3 July 2024
and 31 December 2024 and any proposal or authorising documents related to each of the planned
trips.
Travel taken 1 January 2024 to 2 July 2024
Please note three of the staff members listed above did not do any international travel in the first half of the
year – Mr Keith Longden, Professor Sarah Young and Pou Whakarae Te Maire Tau. Therefore, documentation
regarding travel from the first half of 2024 form these staff members is refused under s 18(e) of the Act, as it
does not exist.
Classification: In-Confidence - External
Please note that not al trips that SLT members take are fully funded by UC. Some trips are partial y or fully
funded by external parties, or by the staff member themselves through their own consultancy funds. This is
indicated in the list overleaf. Please see below for a summary of the trips taken from 1 January 2024 to 2 July
2024
•
Cheryl de la Rey – three trips (one partially funded by UC and the New Zealand Government, one
partially self -funded/external y funded, one trip external y funded.)
•
Brett Berquist - two
trips (both funded by UC.)
•
Paul Ballantine – four trips (one funded by UC, three funded external y.)
•
Saurabh Sinha- three
trips (one funded by UC, two partial y external y funded/ funded by UC.)
•
Joce Nuttal – two trips (both self-funded.)
• Steven Ratuva – one trip (external y funded.)
• Petra Butler – two trips (both external y/self-funded.)
The approval documents for trips contain the rationale for why the trip is necessary. This rationale can include
commercial y sensitive information of UC. The University’s travel insurance policy number is also commercial y
sensitive. The University’s position is that this information is withheld under section 9(2)(i) because it is
reasonably necessary to enable the University to carry out, without prejudice or disadvantage, commercial
activities. The University’s position is that it is in competition with other tertiary providers across New Zealand
(and in some cases international y) when seeking support from other tertiary institutions or organisations. It
would be disadvantageous if the University released information regarding the commercial details of its
strategy, as it may enable other tertiary providers to use the same strategy as UC. This would be a
disadvantage to UC students and the organisation as a whole. It is in the public interest that the University be
able to obtain the best terms possible terms in commercial contexts to ensure the efficient financial running of
the University.
As per section 13.4 Personal Expenses, UC does not fund or reimburse any payments for family members or
partners travel ing with the University traveler, not on university business themselves (please see
here for the
Travel Policy.) Where personal details are in the correspondence i.e. personal email addresses, details of
annual leave trips, ticket and booking numbers for flights, visa applications, health information, specific dietary
requirements and phone numbers that are not already listed publicly, these have been redacted under s
9(2)(a) of the Act, to protect the privacy of a natural person. It is in the public interest that such information is
not disclosed in responding to an Official Information Act request.
The costs provided are those for flights and accommodation where UC has paid for these. It is noted where an
external agency has funded trips – please see the available approval documents provided for further
information. Please note that whilst costs are general y provided in New Zealand dol ars, where they have
been paid in a foreign currency, this has been noted. Incidental costs such as food and transportation have not
been included, as it would require substantial col ation to provide these. Incidental costs are therefore refused
under s 18(f) of the Act. Where applicable under the Travel Policy, the University may also have provided
travel insurance. All costs must be in line with what is outlined in the Travel policy.
Planned trips for 3 July 2024 to 31 December 2024
Please note that Mr Keith Longden and Professor Sarah Young have no planned trips for this time period.
Therefore, documentation regarding planned travel from the second half of 2024 form these staff members is
refused under s 18(e) of the Act, as it does not exist.
Classification: In-Confidence - External
Planned trips are noted in the list below. Please note that planned trips are subject to change, with approval to
be sought once the details are confirmed. Where approval has not yet been sought, this information is refused
under s 18(e) of the Act, as the information does not yet exist.
You have the right to seek an investigation and review by the Ombudsman of this decision. Information about
how to make a complaint is available at www.ombudsman.parliament.nz or freephone 0800 802 602.
Yours sincerely
Claire O'Connell
Information Compliance Officer
List of past trips and planned trips for 2024
Vice-Chancellor Cheryl de la Rey
Trip to UK and South Africa (January/February 2024) – Funded external y and the Vice-Chancel or personal y.
Trip to London (May 2024) – Funded external y.
Japan trip costs – Domestic flights to connecting Japan flights and accommodation - $2166.50.
Planned trip to Malaysia (September 2024) – no documents to provide.
Planned trip to Samoa (October 2024) – Approval provided.
Pou Whakarae Te Maire Tau
Planned trip to Canada (August 2024) – Flight approval document provided.
Pro Vice-Chancel or Pacific Steven Ratuva
Trip to Fiji (February 2024) – External y funded, approval document provided.
Planned trip to Samoa (October 2024). No documents to provide.
Classification: In-Confidence - External
Assistant Vice-Chancel or Engagement Brett Berquist
Trip to Australia (Melbourne) / India (Delhi, Dehra Dun, Chandigarh) (February 2024)– Costs of flights and
accommodation - $5686.18 (New Zealand dollars) $723 (Australian dol ars) $71 685.41 (Indian Rupee) and
$292 (Singaporean Dol ars.)
Trip to Bangkok (June 2024) – Costs of flights and accommodation - $3285.90.
Planned trip Newcastle, Australia (September 2024) - Approval documentation provided.
Executive Dean Engineering Saurabh Sinha
Trip to Australia (Melbourne) / India (Delhi, Dehra Dun, Chandigarh) (January/February 2024)– Costs of flights
and accommodation $4967.96 (New Zealand Dol ars), $292 (Singaporean Dol ars), $1045.35 (Australian
Dol ars. )
Trip to San Francisco, United States of America (February) – Trip mostly external y funded, with UC paying for
some nights of accommodation. UC accommodation costs - $1083. Approval provided.
Trip to Toronto, Canada (June 2024) – Trip mostly external y funded, with UC paying for some nights of
accommodation. UC accommodation costs - $824.55.
Planned trip to Pretoria, South Africa (September 2024) – no documents to provide.
Planned trip to Beijing, China (October 2024) -no documents to provide.
Planned trip to Dal as, United States of America (November 2024) – no documents to provide.
Executive Dean Law Petra Butler
Trip to Hong Kong and Beijing, China (May 2024) – Self/ external y funded, approval provided
Planned trip to London, England (November 2024) – Self/external y funded, approval provided.
Executive Dean Education Joce Nuttal
Trip to China (June 2024) – Self funded, approval provided.
Planned trip to Japan and South Korea (July – August 2024) Self-funded, approval provided.
Executive Dean Business Paul Ballantine
Trip to Amsterdam, Netherlands (February 2024) – Approval document provided. Accommodation and Flight
costs: $3311.67 and €987.19 (Euro).
Trip to Atlanta, United States of America (May 2024) Approval provided. Cost of flights and accommodation –
S4113.80 (New Zealand Dol ars), $1044.06 (United States Dol ars.)
Trip to Budapest, Hungary – Flights to be reimbursed by external agency, approval document provided.
Classification: In-Confidence - External
Trip to Melbourne, Australia (June 2024) – Funded by external agency, approval document provided.
Planned trip to Thailand (September 2024) – Funded by external agency, approval document provided.
Classification: In-Confidence - External
