University Travel

This page details the University Policy and Process for Raising Requisitions for University Travel.

Please see the University Policy on Travel - Travel Policy. This document includes details about Insurance, Health & Safety, Car Hire, Visas, Field trips, etc...

The University Suppliers for Travel are:

  1. Domestic travel (all travel within the UK) - Clarity Travel Management. Supplier ID - 36228
  2. International travel (all travel out with the UK)  - Selective Travel Management - Supplier ID - 36224


There are two options to book your Travel:

1. Contacting the Travel Agent directly to book your travel

 

1. Contacting the Travel Agent directly to book your travel

Using the information below you would contact the Travel Agent to arrange your Travel. The Travel Agent will come back to you with the various travel options and prices. These options and prices would be agreed with the person travelling. A requisition will be raised in Agresso (see Step 1.2 below) which will allocate a Purchase Order number and the requisition will go for approval. This Purchase Order number will be confirmed to the Travel Agent by the person raising the requisition so the Travel Agent can proceed with the booking.

When contacting the Travel Agent , please have the following information to hand:- All bookings

•Name, contact telephone number and email address •References – Order Number •Guest/ passenger names (as shown on their passport)

  • Clarity Travel Management - Domestic travel (all travel within the UK) - Supplier ID - 36228

Email: uog@claritytm.co.uk
Phone: 0330 010 2165

Emergency Assistance

‘Out of Hours’ emergency support (free of charge)

+44 (0)1908 002546

 

  • Selective Travel Management -International travel (all travel out with the UK) - Supplier ID - 36224

Email: uog@selective-travel.co.uk
Phone: 028 9044 2077

 1.2 Raising a Requisition on Agresso

  • For University Travel Requisitions a Purchase order number is required to book the travel when contacting the Travel Agent directly for travel.
  • There is a specific Requisition Entry screen set up for the Travel Agent so that when the Requisition is saved the Purchase Order number will be allocated at the same time so it can then be supplied to the Travel Agent to process the booking. The requisition will go for Approval as per normal. This screen can only be used by Purchasing officers, anyone else would need to raise a normal requisition and get the Purchase Order number after the requisition has been approved.
  • When raising the requisition the details regarding the Transaction fees should be entered (the Product codes for Transaction Fee it is TRA2D).
  • If you contact the supplier Directly by phone or email then the Travel Fee is the offline fee on the below Travel Agent fees:
    Clarity Travel Fees

    Selective Travel Fees
  • N.B. For Research projects only - If known can you ensure when raising any requisition for Air travel that is going to be paid for from a Research Project that the flight cost, Airport tax and Transaction Fee are entered in separate rows.  This is required for reporting purposes on Research Projects. Please note the Agresso Product codes for Airport Tax is TRA2C and for Transaction Fee it is TRA2D
  • Goods Received Notes do not need to be entered for Travel Agents Supplier Purchase Orders.
    Manual Video
     WEBREQ4 Travel Requisitions

If you have any problems using Agresso please contact mailto:finsup@glasgow.ac.uk


2.Online Self booking Tool

2. Online Self Booking Tool

Each Travel Agent have provided access to an online self booking system. This tool can only be accessed by the University Purchasing Officers using personal logins and passwords which can be provided by the Travel Agents.

  • The online self booking system can also be used just to check prices before going ahead and booking a trip.

See the Process below how to book your online trip for Clarity:

Go2Book – online self-booking system
Book simple flights, rail and hotels
0333 014 6073
For assistance with any online queries - onlinehelp@claritytm.co.uk

If you have any problems using the Online booking system please contact the relevant Travel Agent

2.1 Self Booking Process

  • Using the Online booking system to arrange your Travel depending on the Travel Agent
  • The Travel Agents online booking system will show you the travel options and prices.
  • These options and prices would be agreed with the person travelling.
  • A requisition will be raised in Agresso (see Step 2.2 below) which will allocate a Purchase Order number and the requisition will go for approval. This Purchase Order number will be confirmed in the Travel Agents online booking system so the booking can be confirmed.

2.2 Raising Requisition on Agresso

    • For University Travel Requisitions a Purchase order number is required to book the travel when using the Travel Agents online booking system for travel.
    • There is a specific Requisition Entry screen set up for the Travel Agents so that when the Requisition is saved the Purchase Order number will be allocated at the same time so it can then be entered into the Travel Agents online booking system to confirm your booking. The requisition will go for Approval as per normal. This screen can only be used by Purchasing officers, anyone else would need to raise a normal requisition and get the Purchase Order number after the requisition has been approved.
    • When raising the requisition the details regarding the Transaction fees should be entered (the Product codes for Transaction Fee it is TRA2D). When using the Travel Agents online booking system for travel the Travel Fee is the online fee on the document attachment:
    • Clarity Travel Fees

    • Selective Travel Fees
    • N.B. For Research projects only - If known can you ensure when raising any requisition for Air travel that is going to be paid for from a Research Project only that the flight cost, Airport tax and Transaction Fee are entered in separate rows.  This is required for reporting purposes on Research Projects. Please note the Product codes for Airport Tax is TRA2C and for Transaction Fee it is TRA2D.
    • Goods Received Notes do not need to be entered for Travel Agents Supplier Purchase Orders.

 

Manual Video
WEBREQ4 Travel Requisitions

If you have any problems using Agresso please contact mailto:finsup@glasgow.ac.uk