SELECTIVE TRAVEL MANAGEMENT

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 Supplier for all forms of domestic and international travel is:

Selective Travel Management - Supplier ID - 36224.  Please also see  Selective Travel Management Portal which contains lots of useful information.

There are two options to book your Travel:

  1. Online Self-Booking Tool
  2. Dedicated Offline Booking Team

The University recommends that the online self-booking tool is use in the first instance, as this will provide the booker with options on travel routes and hotels in a consolidated portal.

1.Online Self booking Tool

Selective Travel Management provide access to an online self-booking system. This system has been customised to reflect the requirements from within the University.  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.

1.1 Online User Guides

Selective Travel Management have provided a number of user guides, both video and guidebook’s, which would take users through a step-by-step process for using the various platforms.  Tutorial videos last no more than a couple of minutes and are broken down to individual travel elements i.e. How to book a Flight, Hotel or Rail Ticket, How to use the Profile Suite etc.  These guides can be accessed via the Hub, through the following link: Selective Online Booking Guide

If you have any problems using the Online booking system, please contact Selective Travel Management’s Online Helpdesk on 028-9068-9674 or via email at

online@selective-travel.co.uk

1.2 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 3 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. Dedicated Offline Booking Team

Selective Travel Management will continue to provide the University of Glasgow with direct access to an Offline Booking Team, who will book all required Travel Elements.  This will include the booking of all Domestic and International Travel.  The Team can be contacted via:

+44 2890 442077 - Mon-Fri 8.30am-6.00pm

+44 2890 442063 – Outside of the above times

Email: uog@selective-travel.co.uk

2.1 Booking Process

Using the Offline Team (contact details above), please provide all required details to allow the Team to provide you a quote to match your requirements.

Full travel options and prices will be provided by the Agent.

Agree with the Traveller the required option and prices

A requisition will be raised in Agresso (see Step 3 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.

3. 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:

‌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