University of Essex
Travel Booking Policy
Effective from 1st November 2013
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Table of Contents
Introduction...................................................................................................................................... 3
The Benefits .................................................................................................................................... 3
Scope .............................................................................................................................................. 3
Out of Scope ................................................................................................................................... 3
Travel Authorisation ........................................................................................................................ 3
How to Book .................................................................................................................................... 4
Key Travel Contact Details: ............................................................................................................. 4
Registration with Key Travel ........................................................................................................... 4
When to Book .................................................................................................................................. 4
What to Book ................................................................................................................................... 4
Hotel Accommodation ..................................................................................................................... 5
UK Rail Travel ................................................................................................................................. 5
Coach Hire ...................................................................................................................................... 5
Payment Method ............................................................................................................................. 5
Foreign Currency ............................................................................................................................ 6
Group Bookings and Conferences .................................................................................................. 6
Insurance......................................................................................................................................... 6
Health and Safety ............................................................................................................................ 6
Corporate Responsibility ................................................................................................................. 6
Subsistence ..................................................................................................................................... 7
Subsistence Rates .......................................................................................................................... 7
Private Travel .................................................................................................................................. 8
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Introduction
Travel expenditure accounts for a significant proportion of the University’s expenditure and we are
required to ensure that this money is disbursed in accordance with a policy and procedures aimed at
fairness and good value for money. Following an extensive trial period with several University
Departments, the University has appointed Key Travel to act as travel agents on its behalf. Key
Travel has been selected through a competitive process, to enable the University to obtain the most
favourable service and terms available.
The Benefits
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Access to pricing, offers and payment terms that are not generally available.
Consolidation of the purchasing power within the HE sector to achieve best value.
Streamline of the University’s administrative and financial procedures.
Compliance with the Public Procurement Regulations.
Maintenance of a register of all employees travelling and their whereabouts which makes it
easier to identify where travellers are in the event of an emergency at home or abroad,
assisting the University in its duty of care to its staff.
Reports on the University’s CO2 emissions from business travel. The University is required to
reduce its CO2 emissions by 43 per cent by 2020 on a 2005 baseline and needs to monitor
emissions from business travel in order to do this.
Provision of comprehensive management information to enable the contract to be managed
effectively.
Scope
This document defines the policy for booking UK and International travel for University business,
including:
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Air travel;
Rail travel;
Ferry travel;
Car hire;
Coach travel; and
Overnight accommodation.
The policy applies to all expenditure on travel and associated expenses, regardless of the origin of the
funding. Note: If travel is funded by an external source, any travel rules which are applied by that
source must also be followed.
Out of Scope
If you are booking local hotels in Colchester or Southend for visitors or events / conferences, you are
required to use the service provided by Venue Essex.
Travel Authorisation
Travellers are required to follow their Department / Section requirements* for notification of intention
to travel and authorisation of expenditure and for overseas travel submit a Travel Application Form to
Stephen Couch, Insurance and Risk Manager, Room 4SW6.6, Colchester Campus, Email
scouch@essex.ac.uk.
*For any Departments / Sections wanting to implement a formal travel authorisation process within
their department / section, please contact Central Procurement Unit for a template.
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How to Book
Bookings can be made either via Key Travel’s dedicated web page www.keytravel.com/ruby_team or
directly over the phone or email. Where possible simple travel bookings should be made using the
internet booking function as this incurs lower chargers than bookings made over the phone or email.
More complicated travel arrangements or travel involving multiple travellers will usually require direct
contact with Key Travel to ensure appropriate arrangements can be made.
Key Travel Contact Details:
Key Travel dedicated reservations team is: Ruby Team
Tel: 0845 122 0102
Email: ruby@keytravel.com
Web: www.keytravel.com/ruby_team
24 hour emergency support: 0207 843 9602
Detailed instructions on using the Key Travel system can be found at
www.essex.ac.uk/transport/. When booking using Key Travel always ensure that you have the
appropriate Account Code and Cost Code to hand as this will be required to complete the booking
process.
It is preferred and recommended that all travel is booked through the appointed travel agents,
however an alternative source may be used provided;
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Value for money can be demonstrated;
Records are kept of the prices quoted and attached to the claim / purchasing card statement;
The agent used is fully ABTA/ ATOL bonded (4 digit ATOL number). Note: this will not be
applicable for low cost airlines and funds dispensed will be at risk until you travel (NB: the
University’s Purchasing Card excludes any form of financial guarantee, surety or credit
indemnity).
Registration with Key Travel
Individuals must be registered with Key Travel before a booking can be made. Registration is a
simple process and can be made by contacting Key Travel via phone or email with your name,
department, contact number and email address. Once registered, traveller’s profiles can be made
online via Key Travel’s profile manager tool.
After registering each booker will receive an information pack with details on how to book with Key
Travel.
When to Book
Travel should be booked as far in advance as possible to achieve the best value for money.
What to Book
When travelling on University business the cheapest possible method of travel, consistent with
efficient and safe working practices, should be used. This will usually be standard class rail travel or
economy air fare for travel abroad and applies to all University employees, regardless of status or
source of salary funding.
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Business class air travel is not permitted other than in very exceptional circumstance. A Pro-ViceChancellor or Registrar and Secretary must authorise each and every instance of use of business
class travel for staff.
The Registrar and Secretary will authorise the Vice-Chancellor’s use of business class travel.
Hotel Accommodation
Key Travel have preferential rates with several hotel chains. Employees travelling on business should
obtain accommodation in a reasonable quality hotel.
The University will fund reasonable actual costs of hotel accommodation within the UK. Current
HMRC guidelines provide for the limits set out below. Claims exceeding these limits may incur a
personal tax liability.
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£140.00 per night in London, and
£100.00 elsewhere in the UK.
The University will fund reasonable actual costs of hotel accommodation for overseas stays. Claims
made at or below the current HMRC benchmark rates will not be taxable. Claims made for expenses
above these rates may incur a personal tax liability.
If you are booking local hotels in Colchester or Southend for visitors or events / conferences, you are
required to use the service provided by Venue Essex.
UK Rail Travel
Train tickets booked in advance usually offer substantial savings compared to those bought on the
day at the station. UK rail tickets can be booked via Key Travel’s Trainline account “KT Rail Booker”
at www.keytravel.com.
Ticket collection: Bookers can make the reservation, send the booking reference by email to the
traveller to enable them to collect the ticket at the station ticket machine. For those staff based at the
Colchester Campus, a rail ticket machine is also available onsite located in The Burrow on Square 3.
Tickets can be collected during The Burrow’s opening hours (Term time; Monday – Friday 8am – 4pm
closed weekends. Out of term; Monday – Friday 10am – 2pm closed weekends).
To collect tickets from the rail ticket machine located in The Burrow at the Colchester Campus a
booking reference number is all this is required. When collecting at a station’s ticket machine staff
can collect tickets by inserting any credit/debit card into the ticket machine, entering the booking
reference number and following the onscreen instructions. NB: the credit/debit card inserted into the
machine will not be charged.
Coach Hire
Bookings for coach hire can be made through Key Travel. Coaches hired via Key Travel will have
undergone Key Travel’s safety vetting process. If you do not use Key Travel to book coach hire you
will need to check that the coach company has appropriate PSV operator’s licence, public liability
insurance to the value of £5million and that seatbelts are fitted. Please visit the OHSAS webpage for
further requirements concerning booking coach hire.
Payment Method
Bookings should be made against a valid University of Essex Account Code and Cost Code. Bookers
will be required to inform Key Travel of the applicable Account and Cost Code at the point of booking.
Coding of travel expenditure will be monitored by the University’s Finance Department. Personal
Credit Cards or University Purchasing Cards should not be used to pay for bookings via Key Travel.
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Key Travel will issue a single consolidated invoice to the University’s Finance Department for all
bookings.
Foreign Currency
Cash advances may be made in foreign currencies where the employee is embarking on an overseas
business trip. Application should be made to the University’s Income and Payments section. The
conditions set out in the University’s Finance Regulations will apply. Please note that the Finance
section will need a minimum of five working days notification before any advance can be collected.
Group Bookings and Conferences
Key Travel’s specialist groups department will manage all flight only groups for 10 or more
passengers and conference bookings. Contact groups@keytravel.com or Tel: 0161 819 8935.
Insurance
The University has negotiated travel insurance cover for staff and students whilst on business travel.
The cover is provided by AIG Europe. The policy provides cover for staff or students travelling on
official University business. A charge may be levied for students travelling for an extended period. It
does not cover family members accompanying an insured person. It will cover incidental personal
time, e.g. weekends off after a full working week. If you require clarification on what is acceptable
please contact Stephen Couch either by e mail or on extension 2173.
To arrange cover for travel on University business, submit a Travel Application Form to Stephen
Couch, Insurance and Risk Manager, Room 4SW6.6, Colchester Campus, Email
scouch@essex.ac.uk and you will receive confirmation of your cover.
If you are travelling to a high or extreme risk location or undertaking high risk activities you may be
required to carry out a formal risk assessment and obtain approval from your head of
department/section or, for extreme risks, your Executive Dean / Registrar. If you have not already
done so, you will also need to complete the short online ‘Travel Angel’ travel safety course. To allow
time for this you should request travel insurance cover at least 2 weeks before travel. For further
information visit the OHSAS Overseas Travel webpage.
The policy has additional benefits which include:
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Online library of travel tips and information
Country guides
Emergency document storage
Emergency medical and travel assistance
Travel concierge service
SMS / E Mail security alerts
Health and Safety
Staff intending to travel overseas should visit the OHSAS Overseas Travel webpage for advice
regarding the management of health and safety risks and for details of the health and safety
requirements that must be followed. Staff organising field trips should also refer to the OHSAS
Overseas Travel webpage.
Corporate Responsibility
Staff should elect to travel on the most environmentally friendly mode and/or route. For travel in the
mainland UK and destinations in Northern France, Belgium and the Netherlands this will be by rail.
Staff seeking advice should email travel@essex.ac.uk.
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Subsistence
Employees required to travel in the course of their work are entitled to claim the cost of meals taken
en route or whilst away from their usual place of work. Only the costs of meals taken in the course of
allowable business travel will be borne by the University. Items of a personal nature, such as mini-bar
drinks or newspapers, will not be reimbursed by the University. Where these items are included in a
bill, which is settled directly by the employee, the costs should be deducted by the claimant prior to
the submission of the bill for reimbursement.
Employees may claim either actual and reasonable costs of food and drink taken en route or a
standard ‘per day’ rate, whichever is the lower. See Subsistence Rates below.
Where staff claim subsistence expenses they must support these with receipts. Claims not supported
by receipts will be deducted from any claims made and not normally be paid.
All claims must be made on form FI.3(a) - “Claim for reimbursement of travel/subsistence expenses”.
Corporate credit cards will be issued to those members of staff whose role qualifies them as a
‘frequent traveller’ under the University’s card holding policy. The card must only be used by the
member of staff to whom it is issued and only for those categories of expenditure specified by the
University’s Credit Card Usage Policy.
Subsistence Rates
Actual expenses incurred (supported by original receipts) may be claimed using the rates below as a
guideline to the maximum expected claim.
Subsistence should cover any meals and non-alcoholic drinks only while on University business.
Items considered as personal, such as toiletries, confectionery, tobacco, etc are not allowed.
Any variation from these rates must be authorised in advance by the PVC, Head of Department or
Faculty Manager.
Outside of London
Breakfast (Before 6 am start or away from home previous night) = £5
For part of a day including lunch = £9
For part of a day including dinner = £21
For part of a day including lunch and dinner = £30
Overnight = £100
London
Breakfast (Before 6 am start or away from home previous night) = £5
For part of a day including lunch = £10
For part of a day including dinner = £23
For part of a day including lunch and dinner = £33
Overnight = £140
In exceptional circumstances, the maximum amounts claimable that cannot be substantiated by
receipts (excluding accommodation) are:
5 – 10 hours – up to £5 maximum per day
Over 10 hours - up to £10 maximum per day
Details of amounts actually spent must be included on the claim form.
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Private Travel
The University’s travel agent is able to offer holiday and private travel services using its retail leisure
service. Individual staff members would be required to pay using a personal credit or debit card and
would not be offered credit and invoicing facilities. Bookings in this instance should be made via
phone with Key Travel.
If a spouse/partner plans to accompany an employee on a business trip, the cost of the
spouse/partner tickets will be the responsibility of the employee. Bookings in this instance should be
made via phone with Key Travel to enable the payment method to be split.
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