Travel Booking Policy
The University has a Travel Policy in place for all approved travellers. All authorised business travellers must understand and comply with the following.
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1.4 Taxi Account Application Form
2. Guidance for Sustainable Business
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1. Travel Booking Policy
1.1 Travel Policy Checklist
University Travel Policy – Checklist for Approved Travellers
Before undertaking any business travel on behalf of the university, all authorised travellers must ensure they have reviewed and complied with the following:
1. Policy Compliance
- ✅ Review the full University Travel Policy document.
- ✅ Ensure travel arrangements comply with policy limits (e.g., class of travel, accommodation standards).
- ✅ No use of flights within the UK other than in exceptional circumstances
- ✅ No use of business class flight travel for journeys of less than 5 hours.
- ✅ Only essential international flight travel (for example, presenting at a conference, meetings with research partners where these cannot be undertaken by video conference, or delivery of TNE at overseas campuses)
2. Pre-Travel Approval
- ✅ Obtain formal approval from your line manager or budget holder.
- ✅ Ensure the travel is necessary and aligns with university objectives.
3. Booking Procedures
- ✅ Use the University’s approved Travel Booking HUB portal and or designated travel provider.
- ✅ Book travel and accommodation with consideration to the most economical rate available and the most sustainable travel options.
4. Risk Assessment & Insurance
- ✅ Complete a travel risk assessment TRICAP.
5. Sustainability Considerations
- ✅ No use of flights within the UK other than in exceptional circumstances.
- ✅ Consider lower-carbon travel options where feasible (e.g., train vs. flight).
- ✅ Combine trips to reduce overall travel impact.
- ✅ No use of business class flight travel for journeys of less than 5 hours
6. Expenses & Reimbursement (in exceptional circumstances)
- ✅ Keep all receipts and documentation for expenses.
- ✅ Submit claims promptly through the University’s expense system.
7. Health & Safety
- ✅ Check health advisories and vaccination requirements for destination.
- ✅ Register travel details on the Travel Booking HUB portal for emergency contact.
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Guidance for Sustainable Business Travel for Staff and Postgraduate Researchers
3. Airbnb Communication
Dear Colleagues,
Important Change to University Travel Policy
Due to the unregulated status of Airbnb accommodation, the University has taken the decision to prohibit all future bookings through this accommodation provider. This change in policy is effective from 19 September 2022.
The University has a commitment to provide adequate duty of care and regulated accommodation provision to all staff and students on business travel, field trips or research work on behalf of the University, concluding this is compromised as Airbnb accommodation:
• Is unregulated and may not meet basis safety standards
• Does not offer 24 hours assistance to our travellers in the event of a cancellation or an emergency.
• Some research funders do not allow the use of Airbnb.
Airbnb accommodation booked before 19 September 2022 will not be affected by this change and will be allowed.
For all future bookings, we are excited to share the launch of an improved service, from the University Travel provider Selective Travel, which provides the flexibility to book apartments for those staff and students that require longer-stay apartment style accommodation, whilst travelling on university business. This enhanced service is available to book through two new regulated apartment options.
1) Booking.com apartments are a regulated global network of apartments offering an online booking platform enabling you to search for accommodation requirements and book via the Selective Travel Hub accessed through the University Travel Hub website. To search for apartments, simply follow this step when using the Hub.
2) Staysitu (SITU) provide a regulated global network of serviced apartments, corporate housing, and extended stay aparthotels. They work in partnership with Travel Management Companies, offering significant coverage across the world. Find out more about their locations: https://www.staysitu.com/our-locations. Bookings for SITU can be made via email or telephone booking with the Dedicated Travel Team.
Full details and information on the University’s Travel Policy, Staff Expenses Policy, and Student Expenses policy are available online.
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