Business Travel Policy and Procedure
Business Travel Policy and Procedure
Contents
Page
1.0
Purpose of Policy .................................................................................................... 3
2.0
Definitions ............................................................................................................... 3
3.0
Step by Step Policy and Procedure......................................................................... 4
3.1
Step 1 - Identify a Travel Requirement .................................................................... 4
3.2
Step 2 – Responsibilities and Pre-Travel Risk Assessment .................................... 4
3.3
Step 3 - Agree a Method of Travel, Accommodation and Other Expenses. ......... 6
3.4
Step 4 - Authorise Travel ..................................................................................... 7
3.5
Step 5 - Obtain Visa (if relevant) .......................................................................... 7
3.6
Step 6 – Insurance .............................................................................................. 8
3.7
Step 7 - Procure Travel and Accommodation ...................................................... 8
3.8
Step 8 - Claim Expenses ..................................................................................... 9
3.9
Step 9 - Submit Receipts ................................................................................... 10
4.0
Companion Travel................................................................................................. 10
5.0
Associated Documents and Information ................................................................ 11
Appendix A - Travel Expenses at a Glance (effective from September 2012) .................. 12
Appendix B (Part 1) - University of Sunderland – Travel and Risk Form .......................... 13
Appendix B (Part 2A) – Home Travel Risk Assessment Checklist ................................... 15
Appendix B (Part 2B) – Home Optional Travel Guidance................................................. 17
Appendix B (Part 2C) – Overseas Travel Risk Assessment Checklist ............................. 18
Appendix B (Part 2D) – Overseas Optional Travel Guidance........................................... 21
Appendix C - Guidance on Safe Management of University Travel .................................. 22
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1.0 Purpose of Policy
This policy is concerned with:
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Recommending the appropriate means of travel that is in the best interest of both the
employee and the University.
Ensuring that a reasonable and safe standard of travel and accommodation is provided.
Reimbursing employees who travel on University business in a way which does not leave
them out of pocket for necessarily incurred expenses.
o Informing employees about expenses which can be claimed when travelling on
University business (see Appendix A for rates).
o Allowing advances for expenses, where appropriate; this is normally for overseas travel.
Ensuring efficiency and effectiveness of the travel process.
Keeping administrative arrangements to the minimum, whilst ensuring adequate
accountability.
Encouraging consideration of the environmental impact of all travel decisions.
This document has been prepared in accordance with HM Revenue and Customs (HMRC)
guidelines. Failure to comply with any aspect may have tax, interest and penalty implications for
both the University and the individual. Deliberate failure to comply may give rise to University
disciplinary action being taken against individuals.
For advice and guidance in relation to the giving and receiving of gifts and hospitality please see
the Docushare website or follow the links shown below.
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Financial Regulation 17 – Acceptance of Gifts and Hospitality
Financial Policy 14 – Commercial Ethics, Registration & Declaration of Interests
2.0 Definitions
The definition of the Traveller is:

The Business Travel Policy relates to all employees and students travelling on University
business. This includes field trips and faculty excursions where they are for academic
purposes.
The definition of Business Journeys includes:
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Travel from one workplace to another – including travel between an employee’s normal
'permanent workplace' and a temporary workplace. This can include travel to or from the
University’s various outlying buildings, but not between the main University campuses.
Travel to or from a certain location because of business need.
The definition of Business Journeys excludes:
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Ordinary commuting - when employees travel between home (or private location that is not
a workplace) and a place which counts as a normal or permanent workplace.
Travel between the main University campuses, except when a vehicle is being used to carry
heavy items of equipment which could not be transported in any other way, or journeys to
an outlying University building which is not served by public transport (such as the Industry
Centre).
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 Private journeys which are not part of an employee’s normal job requirements.
Please note – the cost of daily travel between home and the normal place of work is the
employee’s responsibility, therefore normal home to work mileage should be deducted from any
mileage claim.
3.0 Step by Step Policy and Procedure
3.1 Step 1 - Identify a Travel Requirement
Anyone considering travelling on University business should ask themselves before travelling:
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Is this journey absolutely necessary?
As the University is committed to reducing the impact that its business travel has on the
environment could this meeting be effectively held in any other way which will result in
reduced cost, fewer resources or less environmental impact, i.e. telephone/video
conferencing? (Information about telephone / video conferencing is available from the
Business Gateway Reception on Edinburgh 5th Floor or by calling Ext. 3555).
Note - The University is committed to reducing the impact that business travel has on the
environment and as such has established challenging but achievable targets. It is vital that all
staff recognise that they have a part to play in achieving these targets and that when
undertaking any form of business travel the environmental factors are considered equally
alongside those of cost and convenience. The following table gives an indication of the carbon
produced for each type of journey.
Transport Type
Small Car
Large Car
Train
Coach
Plane
KG of carbon produced per mile.
0.2 kg
0.4 kg
0.1 kg
0.1 kg
0.3 kg
Source - www.transportdirect.info
Further information regarding the University’s commitment to carbon reduction can be found
in the Carbon Management Plan and the University Travel Plan.
3.2 Step 2 – Responsibilities and Pre-Travel Risk Assessment
3.2.1
The Traveller
On any occasion when business travel is necessary (with the exception of local journeys –
defined at less than 100 miles return distance), either within or outside the UK, the traveller is
responsible for ensuring that the arrangements made are suitable and appropriate. The
University of Sunderland – Travel and Risk Form (Appendix B Part 1) must be completed prior to
departure, including consideration of the Travel Risk Assessment Checklist (Appendix B Part 2A
(Home) or 2C (Overseas). A copy should be held within the Faculty or Service.
NOTE – The University of Sunderland – Travel and Risk Form replaces the existing I-Expenses
Travel Form.
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For journeys within the European Economic Area and Switzerland, travellers must carry their
European Health Insurance Card, as this provides access to the reciprocal healthcare
arrangements in host countries. Application can be made from the above website with cards
taking approximately ten days to be produced. Where the traveller does not hold an EHIC card
travel must NOT be undertaken.
In the case of overseas travel, individual staff members should ensure that they check the
classification of the country or the regions they intend to travel to against the Foreign and
Commonwealth Office (FCO) website and follow the links for ‘Travel Advice’ and then ‘Travel
Advice by Country’. Alternatively, please refer to the daily update, issued by Business
Assurance. This is available from the FCO website, or if you wish to be added to the mailing list
please contact BA@sunderland.ac.uk.
If a country or a region features on the FCO’s list of countries to which only essential travel is
advised, the staff member will have to seek the specific approval of their Dean/Director before
making the trip. In addition, they should inform the University Insurers, through Business
Assurance (Ext. 2035), to ensure that adequate cover is in place. On no account should travel be
booked to an area the FCO advises against visiting.
The traveller is also responsible for ensuring (as appropriate):
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They have a valid passport (with the recommended validity time).
A valid driving license.
That all vaccination requirements have been met and that any necessary pre-departure
medical checks have been carried out. The FCO advise that individuals should visit their GP
as soon as possible to check if they need any vaccinations or other preventive measures
(such as malaria tablets).
Remember, these treatments aren’t usually available as NHS prescriptions.
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3.2.2
The Trip Leader / Organiser
If group travel is arranged, the Trip Leader must be identified. This would normally be the
person leading the group. They are responsible for the pre-planning, organisation, review and
monitoring of all arrangements, including ensuring adequate safety arrangements have been
planned and implemented.
The Trip Leader must, in advance of travel:
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Ensure that the Travel Risk Assessment Checklist has been considered (Appendix B Part
2A (Home) or 2C (Overseas). A copy should be held within the Faculty or Service as well
as being issued to all travellers.
With the exception of localised travel, all travel should be recorded in line with agreed
Faculty / Service procedures.
Look at the FCO website to obtain travel advice on the country or the regions being
visited.
Ensure that vaccination requirements have been met (see 3.2.1) and that any necessary
pre-departure medical checks have been carried out.
The University holds business travel insurance cover which should be sufficient for the
majority of business travel. For activities or destinations regarded as hazardous you must
inform and seek advice from Business Assurance in advance of travel to ensure adequate
insurance cover is in place.
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
For further information please see the insurance section on the Business Assurance
website.
Further information is available from the University’s International Office (Ext.2283)
3.2.3
The Dean / Director / Head of Department
The Dean / Director / Head of Department must confirm that:
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3.2.4
The University of Sunderland – Travel and Risk Form (Appendix B Part 1), including
consideration of the Travel Risk Assessment Checklist (Appendix B Part 2A (Home) or
2C(Overseas), has been completed, signed and the results shared with all interested
parties.
Overseas trips to countries listed on the FCO’s website are authorised and that additional
controls are implemented in the risk assessments to ensure the safety of all travellers.
Business Trip organisational arrangements have been established and both the role and
responsibilities of all concerned are clearly understood.
Individual members of staff and leaders of groups working overseas are competent,
qualified, where necessary, and well prepared as is reasonably practicable.
The Travel Administrator
The travel administrator is responsible for:
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Arranging and booking travel and accommodation in line with the University’s guidelines,
including claiming any cash advances required.
Supplying insurance and emergency contact details to those travelling. These are available
from the Business Assurance website.
Acting as liaison point with the travellers.
Holding copies of the itinerary and travel documentation for each member of the party,
which includes all contact details for hotels to be used.
Holding the contact details for emergency contacts.
Sourcing the telephone number of the British High Commission or the FCO in the country
being visited.
Submission of receipted claims for allowable expenses when the trip is over.
Managing the return of unspent advances.
For further guidance see Appendix C: Guidance on Safe Management of University Travel
3.3 Step 3 - Agree a Method of Travel, Accommodation and Other Expenses.
Decisions regarding the mode of transport chosen should be made between the individual and
the Dean / Director / Head of Department. The decision should reflect all aspects of the
situation including health, safety and environmental considerations, business effectiveness, cost
and any disability of the individual. Modes of transport available include car (personal and
hired), rail, air, and bus.
Where possible:
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Public transport is the University’s preferred mode of transport.
Standard class travel is the University norm, although when an appropriate business case
exists other grades of travel are permissible.
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o
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NOTE - All bookings must be made through Horncastle, the approved University
Travel Agent as the agent provides the University with a daily travel report of all
booked travel and accommodation. This report underpins the University’s Incident
Management Plan.
Booking in advance often allows for discounted rates to be achieved.
Motorcycle and bicycle journeys should be kept short in the interest of the health and
safety of the individual.
Walking to locations on University business, where this is reasonably practicable and meets
business needs, will be supported.
Note - should the business need require it; variations to these norms are permissible.
Examples where this may be appropriate include:
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The additional cost of a flight may save the cost of overnight accommodation.
The use of a personal vehicle to transport multiple travellers may significantly reduce the
cost of travel.
All deviations from the agreed ‘norms’ should be approved in advance.
For overseas travel (including where appropriate for students) an advance payment can be
issued to the traveller to allow them to meet any anticipated business expenses while travelling.
Advance payments must be requested from Planning & Finance (Ext.2472) at least 8 business
days before travel commences to ensure sufficient time for the payment to be made into the
traveller’s bank account. The T4 Advance Form is available to download from the Planning &
Finance Website (University login required).
It is important to note however that any advances made do not signify an entitlement. All
expenses must be claimed in the normal manner. Any advance cash which remains unspent
must be repaid to the University at the earliest convenience.
It is recommended that should a member of staff expect to undertake reasonably regular travel
as part of their role, a personal University credit card should be used as an alternative to a cash
advance. Please see the Credit Card Users Guide, available from the Planning & Finance
webpage, for further details.
3.4 Step 4 - Authorise Travel
Members of staff who plan to undertake any travel are required to complete an i-Expenses
Travel Form, receive authorisation (as outlined within established Faculty/Service procedures)
and provide a copy to their travel administrator.
Travel forms are available to download from the Planning & Finance Website (University login
required).
3.5 Step 5 - Obtain Visa (if relevant)
Staff members are responsible for arranging visas in a timely manner and for ensuring that
passports are current and valid for travel to the proposed areas. The University’s nominated
travel agent will supply and process the relevant forms. It should be noted that it may take up
to six weeks for the processing of such documents. Advice and assistance about the completion
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of visa application forms is available from Horncastle (0191 261 6040), the University’s
nominated travel agent.
3.6 Step 6 – Insurance
3.6.1
Travel Insurance
The University has a comprehensive travel insurance policy in respect of business travel
covering curtailment, loss, delay and medical emergency. The policy automatically covers staff,
students and Governors travelling on University business which is booked in the approved
manner. It does not cover spouses or other unconnected persons and cannot be used to cover
vacations where the duration is longer than the time needed to be spent away from home due
to business needs.
It is suggested that travellers obtain and carry a copy of the University Travel Insurance
Information document which provides details such as the Insurers Emergency Help and Advice
lines and a note of the University Policy Number. This is available from the Business Assurance
website.
Note – Individuals must not travel using their own personal travel insurance policy.
3.6.2
Car Hire Insurance
Car Hire insurance is provided for business purposes only. This has been pre-arranged for use
with the University’s approved car hire supplier and will not require any additional action by the
hirer. However should the driver have 6 points or more on their license it is important that
Business Assurance are informed.
3.6.3
Insurance Cover for Personal Car Use
It is important that any employee undertaking business mileage ensures that he or she has the
appropriate business use cover in place on their own insurance policy. Particular care should be
taken when employees are driving a car that is not insured in their name as business use
insurance would normally need to be specifically requested. Without an appropriate level of
specific business use cover could be rendered invalid. When completing the mileage claim form
the individual will be asked to verify that insurance cover for the vehicle used includes business
use.
Activities worth specific consideration include:
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Travelling to and from staff away days.
Travelling to local meetings, and
Any journey for which mileage expenses can be claimed.
Further advice on all insurance matters is available from the Business Assurance Website.
3.7 Step 7 - Procure Travel and Accommodation
As previously highlighted the travel administrator should procure transport, accommodation,
and payment of course/conference fees. There is no requirement to pass travel forms (with the
exception of the T4 Advance travel form) to Planning & Finance. The Faculty or Service Admin
Office should keep records of all staff and students travelling overseas.
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3.7.1
Accommodation / Rail / Air / Ferry
Where it is essential for an employee to travel on University business (which may or may not
involve overnight accommodation) all bookings must be made through Horncastle, the
approved University Travel Agent, as the agent provides the University with a daily travel report
of all booked travel and accommodation.
It is preferable for all transactions (and compulsory for those under £250) to be made using the
Faculty / Service purchasing card.
3.7.2
Car Hire
Costs relating to car hire in the UK should be agreed with the budget holder in advance of
travelling. The traveller may purchase fuel direct and later claim this through the expenses
system. Alternatively the hirer can request that car to be fuelled by the hire company or can use
University fuel cards (held within most Faculties/Services). Details of approved car hire
suppliers are available from the Planning & Finance website.
The Traveller is responsible for ensuring any vehicle used is roadworthy. The University cannot
be held responsible for fines or costs relating to the above. In addition the University cannot be
held responsible for fines relating to traffic offences on University business (including speeding
and use of mobile phones).
Other motoring related expenses such as fees, congestion charges or tolls should be included
on the claim form together with a receipt if possible. When driving through congestion charge
or toll areas, the driver is eligible to claim for the cost of the permit, but the responsibility for
obtaining the permit and paying the appropriate fee in a timely manner rests with the driver.
Any fines for late payment or search fees incurred in respect of delayed payment are the
responsibility of the individual.
3.7.3
Road Traffic Accident Report Procedure
The University has written a procedure which should be followed where a member of staff is
involved in a road traffic accident when on University business. This document is available from
the Business Assurance website.
3.8 Step 8 - Claim Expenses
Claims should be made on the Travel and Risk form (Appendix B Part 1) except for local business
travel where only mileage expenses have been incurred where the claim should be made on the
Mileage Claim Form which is available from the Planning and Finance website.
All claims must be processed separately for each business trip. Claims should only be made for
monies actually spent; any deliberate contravention of this may result in disciplinary action
being taken against the individual. Authorising managers need to be satisfied that receipts are
provided for expenses actually and necessarily incurred.
On return from a business trip, any employee expenses which have not already been met by a
purchase order or purchasing or credit card must be claimed using the online expenses
database. This would include expenses that have been covered by an advance payment.
Specific guidance on the use of i-Expenses to make claims is available from DocuShare. The
Page 9 of 26
‘actual to be claimed’ column on the Travel and Risk form Travel and Risk form (Appendix B Part
1) can be used as the basis for this.
A mandatory ‘tip’ or service charge which is automatically added to a printed bill/receipt (either
as an additional amount or a fixed percentage) without any discretion by the individual may be
claimed as part of the overall cost of the meal.
Please note – tips which are at the discretion of the individual will not be reimbursed.
Mileage claims can also be made for the following:
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Travelling on University business in a vehicle which is owned by the employee but which,
on that occasion, is being driven by another person.
When the employee’s car is being used on University business but is driven by another
person because the employee is not present (e.g. when the car is used to collect an
employee from an airport).
If someone else picks up the employee/drops them off in their car.
Both expenses and allowances must normally be claimed within one month of the period of
travel to which they relate. Claims may not be reimbursed if they are received more than three
months after the period of travel to which they relate.
Employee claims are processed on a monthly basis. Therefore, approved claims via the online iExpenses system which are received after the accounting period cut-off (the 17th of every
month) will be processed in the following month. Employees will normally receive
reimbursement by the 22nd of the month by way of a BACS transfer.
If University travel expenses are claimed and authorised strictly in accordance with HM
Revenue and Customs rules and guidelines, payments are not subject to Income Tax or National
Insurance deductions.
3.9 Step 9 - Submit Receipts
It is a core requirement of the expense system that receipts must be obtained for all expenses
incurred (with the exception of incidental expenses). These receipts, were possible, should
identify the individually purchased items and should be attached to the Expense summary
sheet, which is available from the online i-Expenses system, and sent to Planning & Finance
immediately.
Expenses and receipts are subject to random checks by the Audit Service.
4.0 Companion Travel
When a employee travelling on University business wishes to be accompanied by a companion
who is not travelling on University business, then the travel and subsistence costs of this
companion will not be covered by the University. Companions may choose to book their travel
through Horncastle, the University’s approved travel agents. When this occurs, the cost will
initially be met by the University. The traveller must then reimburse the University for this cost
within 7 working days.
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Persons not travelling on University business will not be covered by the University’s Insurance
Policy, and should procure their own travel insurance.
5.0 Associated Documents and Information
In addition to the forms and guidance provided as appendices to this document, the following
internal sources of information may be helpful:
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University Travel Plan
Carbon Management Plan
Health, Safety and Environment Manual
Business Assurance / Insurance guidance
Travel Forms and Credit Card Users Guide
I-Expenses guidance
External documents:
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European Health Insurance Card
Foreign and Commonwealth Office (FCO)
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Appendix A - Travel Expenses at a Glance (effective from September 2012)
These rates should be applied in conjunction with the Business Travel Policy and Procedure.
All bookings must be made through Horncastle, the approved University Travel Agent
This is because the agent provides essential additional services which support the University’s Incident
Management Plan.
Transport
All claims must accurately reflect the actual journey length.
Private Car Mileage
45p per mile
for journeys below 150 miles (return)
25p per mile
for journeys in excess of 150 miles or 10,000 miles per tax year
Motorcycle Mileage
24p per mile
(within 20 mile radius of the University)
Bicycle Mileage
20p per mile
(within 10 mile radius of the University)
Meals - Guidelines
Receipts are necessary in order to make a claim.
Breakfast
£5
Lunch
£6
Snack
Evening Meal
£3
£20
Before 7 am start or away from home previous night.
Away from the University over the lunchtime period whilst on
University business (when there is no provision for lunch).
Whilst travelling, working day in excess of 12 hours.
Home after 7.30pm or away from home overnight. Note – Alcohol may be
purchased as part of an evening meal, as long as the total costs remains
within subsistence limits.
Accommodation
Hotel
Friend / Relative
Nil
All travel should be booked through the University’s nominated travel
provider. Normal guidance rates are £100 per night outside of London and
£120 per night in London.
Please note that the HMRC has removed its dispensation for paying
expenses incurred when staying with friends or relatives.
Incidental Expenses
No receipts necessary – covers expenses such as newspapers & personal telephone calls (but not laundry bills which require
receipts and Dean/Director approval). Incidental expenses should not appear on hotel accounts but should be paid when
checking out and reclaimed later.
UK
£5 per night
Overseas
£10 per night.
Notes
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The University will reimburse employees for costs associated with vaccinations necessary for overseas business travel – the
University’s travel agents will be able to advise on this. Receipts for vaccination charges are required.
For overseas travel, UK rates will apply up until the point of flight
Daily expense rates for UK travel are agreed on a regular basis with HMRC.
Daily expense rates for overseas travel are paid according to daily expense rates issued by the Foreign & Commonwealth Office
and amounts vary from country to country. At the discretion of the Dean/Director it is accepted that in certain countries daily
expenses may be higher than the issued rates. Confirmation of the rates is available from the Planning and Finance website.
Employees will be reimbursed for the actual cost incurred in sterling; it is therefore the employee’s responsibility to ensure that
s/he keeps documentation relating to the exchange rate at the point when the currency was exchanged.
Passport costs will not be covered by the University with the exception of where the employee needs a second passport, an
employee’s passport needs replaced ahead of the normal replacement schedule or where the employee can demonstrate they
do not hold a passport and the cost was only incurred as a result of work travel.
EHIC costs will not be covered by the University with the exception of where the employee can demonstrate they do not hold a
EHIC and the cost was only incurred as a result of work travel.
Workers travelling to and from the University for infrequent paid contractual work (such as External Examiners) may claim
expenses using the above rates, and are covered by the University’s business travel insurance but are responsible for their own
vehicle insurance (See 3.6.3).
Appendix B (Part 1) - University of Sunderland – Travel and Risk Form
UNIVERSITY OF SUNDERLAND – TRAVEL AND RISK FORM
□ Horncastle Travel Profile Completed
SECTION 1
Full Name:
Job Title:
Faculty: Service:
Course / Conference / Visit (delete as applicable)
Place:
Purpose of visit:
Date From:
Date To:
Time From:
Time To:
SECTION 2: Declarations (Prior to Travel)
I have considered the following guidance and the relevant controls for identified
risks:
 Section 2A & 2B – Home Travel Risk Assessment Checklist and Travel Guidance
 Section 2C & 2D – Overseas Travel Risk Assessment Checklist and Travel Guidance
I am physically fit to travel and have no medical condition that may be exacerbated
or may endanger me by travelling to the proposed area(s).
Appropriate insurance cover and (where appropriate) a valid MOT certificate is held
for use of a private vehicle for business purposes.
YES / NO
YES / NO
YES / NO / N/A
For EU specific travel:

YES / NO / N/A
An EHIC card is held.
For Overseas specific travel:

I have checked with my GP for advice medication for the country of travel,
and ensured that my immunisations are up to date.
YES / NO / N/A

I have local agency contacts or arrangements for all areas.
YES / NO / N/A
Traveller’s Signature:
Date:
Cost Centre/Project Code(s):
I have considered the responses above, ensuring that the traveller profile has been completed, that the traveller has signed
the declaration, and duly authorise this business travel.
Dean/Director’s Signature:
Date:
SECTION 3: UK Travel
UNI T1: UK (01) / USE T1: UK (55)
Estimate £
Actual to be
claimed £
Supplier details
Breakfast
Lunch
Dinner
COURSE/CONFERENCE FEE:
Does this fee include:
Does this fee include accommodation?
YES / NO
ACCOMMODATION (if not included in above):
Number of nights:
Booked with Travel Agent?
YES / NO
Is accommodation prepaid by Travel Agent?
YES / NO
Does this fee include:
Breakfast
Lunch
Estimate £
Actual to be
claimed £
Conference Approved Hotel?
Rail/Air/Ferry
Description
Dinner
YES / NO
Supplier details
1.
2.
3.
Taxis
Car Mileage
Car Parking / Tolls
Car Hire
Petrol
Meal Allowance and Incidentals:
x Breakfast
@ £5 on the
x Lunch
@ £6 on the
x Snack
@ £3 on the
x Evening
@ £20 on the
x Overnight incidentals @ £5
UK TOTAL
SECTION 4: Overseas Travel
UNI T1: Overseas (01) / USE T1: Overseas (55)
Estimate £
Actual to be
claimed £
Supplier details
Breakfast
Lunch
Dinner
COURSE/CONFERENCE FEE:
Does this fee include:
Does this fee include accommodation?
YES / NO
ACCOMMODATION (if not included in above):
Number of nights:
Booked with Travel Agent?
YES / NO
Is accommodation prepaid by Travel Agent?
YES / NO
Does this fee include:
Breakfast
Conference Approved Hotel?
Rail / Ferry /
Air UK /
Air Overseas
Description
Lunch
Dinner
YES / NO
Estimate £
1.
2.
3.
Visas
Taxis
Car Mileage
Car Parking / Tolls
Car Hire Overseas
Petrol
Subsistence and out-of-pocket allowance:
(for rates see the Purchasing website)
OVERSEAS TOTAL
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Actual to be
claimed £
Supplier details
Appendix B (Part 2A) – Home Travel Risk Assessment Checklist
Please tick all hazards / risks that may potentially apply to your travel and consider what action you
should take using the identified control. When completed this should be attached to the travel and
risk form prior to it being presented to the Dean or Director for approval.
Tick if
applies
Hazard
Risk
Control
Transportation / vehicles
 Air travel
 Deep vein
thrombosis
 Dehydration
 In-flight exercise, adequate fluids.
 Rail transportation
 Cancelled / delayed
service
 Take advice from station / train company staff
members who will provide advice / guidance.
 Check alternative means of transport available. If
used, obtain receipts and get claim form from
station staff to submit claim on return.
 Road transportation
 Hire Car
 Adequate fluids, limit alcohol intake.
 Arrange collection in advance of travel, book
reputable companies via University, which will
trigger University Motor Insurance cover.
 Own Car
 Insurance – check business use cover if using
own vehicle
 Getting lost
 Suitable maps and/or directions, planned and
frequent breaks.
 Vehicle malfunction,  Contact telephone numbers for assistance.
Road Traffic Accident  Insurance RTA procedure
Personal factors
 Money
 Put yourself at risk
as a result of having
too much or too
little.
 Use a hotel safe
 Use a University of Sunderland credit card.
 Carry a cash float for emergencies.
 Telephone
 Unable to seek help
or assistance.
 Ensure you carry a mobile phone at all time.
 Ensure the phone is fully charged ahead of any
travel.
Accommodation
 Fire
 Entrapment
 Use well known syndicated hotels wherever
possible, (the safety standards are usually
 Blocked or nonexistent fire escapes, higher). Avoid rooms with bars on windows.
No fire alarms / info  Check fire information and escape routes before
no fire action notices you go to bed.
 No extinguishers
 Don’t use hotels which demonstrate poor fire
safety standards. Take advice from Travel Agents
and feedback to them if accommodation does
not meet expectations.
 Criminal activity
 Theft, robbery,
intruders, sexual
harassment
 Avoid booking ground floor rooms.
 Lock your door at night, use safety chains.
 Do not divulge personal details/room number to
strangers or in the presence of strangers.
 Avoid extravagant display of wealth.
 Arrange to meet new acquaintances in public
places (e.g. lobby or lounge of hotel).
Natural hazards
 Extremes of heat, cold,  Becoming stranded
rain, wind, snowfall
 Personal injury
etc.
 Loss of possessions
 Awareness of local weather forecasts / warnings
for regions to be covered. Contingency plans,
such as carrying additional clothing, credit cards,
cash etc.
 Emergency contact numbers within University to
provide advice on alternative routes /
accommodation etc.
Emergencies
 Medical
 Contingency plans & arrangements.
 Emergency medical treatment.
 Emergency contact
 Home / work
problem
 Local problem
 Itinerary held in office. Provision of mobile /
hotel numbers.
 Communication with 'help' numbers (local / base
/ home (24 hour), insurance).
 Expected
 Allergies
 Pre-existing
conditions
 Access to medical back-up, antidotes, emergency
supplies.
Page 16 of 26
Appendix B (Part 2B) – Home Optional Travel Guidance
Planning your trip / on arrival

Make sure that your mobile has the appropriate network coverage.

Ensure that you are carrying a list of key contacts including emergency contacts. If you are taking a mobile
phone, add them to your contacts list.

Make sure you have the numbers needed to cancel your credit cards in the event of a loss.

Arrange to travel to the venue with other delegates if possible. Use pre-booked transport or carry details
of local travel options and costs

Be alert to what is going on around you.
During your trip

Do not carry large sums of money and never offer physical resistance to a mugger. Always report any
incident to the police and obtain documentation to support your insurance claim.

Lock car doors and only open windows to a maximum of three inches.

Make yourself aware of any common scams that happen in the cities you are visiting and think about how
to react if you are approached.

Always carry the telephone number of the client or office you are visiting, the local police and your hotel.

Maintain contact with your family / work colleagues on a regular basis.
In hotels

When checking in to your hotel, do not disclose your personal occupation, position or the name of your
organisation you are visiting. Give a shortened version of your address.

Ask for a room on the second to seventh floors, near a fire exit, but not fronting on to any roofs or trees
that may provide access.

Check fire escape routes, ensuring that you are aware of exits.

Always use the security chain while you are in your room. Lock doors and windows.
At venue

Pay attention to housekeeping briefing. Check fire escape routes, ensuring that you are aware of exits.

Do not leave bags / baggage containing valuables unattended
Page 17 of 26
Appendix B (Part 2C) – Overseas Travel Risk Assessment Checklist
Please tick all hazards / risks that may potentially apply to your travel and consider what action you
should take using the identified control. When completed this should be attached to the travel and
risk form prior to it being presented to the Dean or Director for approval.
Tick if
applies
Hazard
Risk
Control
Transportation / vehicles
 Air travel
 Deep vein
thrombosis
 Dehydration
 In-flight exercise, adequate fluids.
 Adequate fluids, limit alcohol intake.
 Crossing time zones
 Jet lag
 Adequate rest periods, avoid car hire.
 Road transportation
 Road traffic
 Competent drivers, suitable means of transport,
accidents
properly maintained vehicles, spare parts and
fuel, driver trained to service and repair vehicle.
 Vehicle breaks down
 Suitable maps and/or directions, planned and
 Getting lost
frequent breaks, use of local guide.
 Unlicensed vehicles
 Arrange collection in advance of travel, book
 Own Car
reputable companies via hotel or partner.
 Insurance
Biological
 Contaminated water
(drinking, washing
swimming)
 Contaminated /
undercooked foods
 Diarrhoea,
legionella, cholera,
polio, typhoid,
leptospirosis,
parasitemia
 Food poisoning,
hepatitis A
 Dangerous animals
(domestic and wild)
including insects,
snakes, reptiles and
fish
 Allergies, asthma,
 All relevant immunisations prior to travel.
bites, stings,
 Take anti-malarial products where risk is
dermatitis,
present, wear sensible clothing and insect
zoonoses, Lymes
repellent, avoid infested areas and contact with
disease, malaria, etc
animals take local advice prior to action/
excursion.
 Carry and use antiseptic wipes.
Page 18 of 26
 Take local advice, use bottled ‘fizzy’ water
wherever possible, avoid salads, ice in drinks,
clean teeth using bottled water, avoid swimming
in local rivers/pools.
 Ensure vaccination against known diseases (see
3.2.1)
 Use syndicated hotels and restaurants where
possible, or take local advice regarding ‘places to
eat’. Avoid pavement stalls and mobile food
outlets. Observe food hygiene standards in
operation
before
deciding.
Wash
vegetables/fruit before eating. Wash hands
before eating.
Personal factors
 Medical
 Pregnancy
 Existing injury or
medical conditions
 If you have any doubts, seek medical advice from
GP or Occupational Health Service, prior to
travel. Ensure you have a sufficient supply of all
required medication in your hand luggage.
 Social
 Language difficulties,
unaware of local
custom and practice,
failure to adapt to
local circumstances
and surroundings,
feeling of isolation/
loneliness
 Carry a card with hotel address in local language.
 Pre-travel orientation / learning.
 Cultural awareness sessions, pre-travel contact
with hosts, learn a few key phrases.
 Guidebook / research in advance of travel.
 Maintain regular contact with family /
colleagues.
 Drink alcohol in moderation.
 Culture
 Lack of
 Drink alcohol in moderation, be aware of your
understanding of
representative status and act accordingly. Avoid
local customs, dress,
the use of drugs or illegal substances; many
religion, laws,
countries have punitive attitudes to drug abuse.
procedures and
Learn a little about the country, its culture and
standards
learn a few key words or phrases. Obtain a local
map. Pre-travel briefings on local customs and
practice, local travel advice and locations to
avoid.
 Money
 Put yourself at risk
as a result of having
too much or too
little.
 Use a hotel safe
 Use a University of Sunderland credit card.
 Luggage
 Leaving unattended
/ unsecured
 Do not leave unattended or unsecured in a
public place or venue, especially airports or
stations.
 Always use hotel or venue’s left luggage facilities
 Telephone
 Unable to seek help
or assistance.
 Ensure you carry a mobile phone at all time.
 Ensure the phone is fully charged ahead of any
travel.
Accommodation
 Fire
 Entrapment
 Use well known syndicated hotels wherever
possible, (the safety standards are usually
 Blocked or nonexistent fire escapes, higher). Avoid rooms with bars on windows.
No fire alarms / info  Check fire information and escape routes before
no fire action notices you go to bed.
 No extinguishers
 Don’t use hotels which demonstrate poor fire
safety standards.
 Electrical
voltage/frequency
incompatibility, poor
electrical standards,
 No earth link
 Malfunction of, or
 Use equipment which operates at different
damage to
voltages.
equipment, fire,
 Use battery operated equipment.
electric shock, burns  Use voltage converters and adaptors.
 Use equipment provided by host organisation or
accommodation.
 Criminal activity
 Theft, robbery,
intruders, sexual
harassment
Page 19 of 26
 Avoid booking ground floor rooms.
 Lock your door at night, use safety chains.
 Do not divulge personal details/room number to
strangers or in the presence of strangers.
 Avoid extravagant display of wealth.
 Arrange to meet new acquaintances in public
places (e.g. lobby or lounge of hotel).
Natural hazards
 Earthquake, flood,
avalanche, tidal
surges,
 Becoming stranded
 Personal injury
 Loss of possessions
 Awareness of environmental hazards which
might be encountered (e.g. flood plain / delta
region). Contingency plans.
 Emergency contact numbers.
 Environmental
conditions, extremes
of heat, cold, rain,
wind etc.
 Exposure, frostbite,
hypothermia,
sunburn, snow
blindness,
dehydration
 Awareness of local seasonal and environmental
conditions likely to be encountered. Local
advice.
Use
of
suitable
protective
clothing/equipment.
 Skin protection.
 Emergency supplies – as appropriate.
 Altitude
 Oxygen deficiency,
exhaustion
 Pre-travel health check.
 Slow acclimatisation to altitude.
 High energy foods.
 Limited tasks and frequent breaks.
 Rough/remote terrain  Exhaustion,
 Physical injury,
isolation,
 Loss of emergency
supplies
 Personal safety
 Effective two-way communication.
 Route/itinerary known and held locally.
 Emergency first aid training.
 Emergency food/water supplies.
 Contingency plans.
 Physical fitness.
Emergencies
 Medical
 Contingency plans & arrangements.
 Emergency medical evacuation cover.
 Emergency contact
 Home / work
problem
 Local problem
 Itinerary held in office. Provision of mobile /
hotel numbers.
 Communication with 'help' numbers (local / base
/ home (24hour), insurance).
 Expected
 Allergies
 Pre-existing
conditions
 Access to medical back-up, antidotes, emergency
supplies.
Page 20 of 26
Appendix B (Part 2D) – Overseas Optional Travel Guidance
Planning your trip / on arrival

Make sure that your mobile has the appropriate network coverage.

Ensure that you are carrying a list of key contacts including emergency contacts. If you are taking a mobile
phone add them to your contacts list.

Make sure you have the numbers needed to cancel your credit cards or travellers’ cheques in the event of
a loss.

Take photocopies of the details page of your passport, visas and tickets, and keep them separate from
your original documents or wallet.

Leave a photocopy of the details page of your passport, visas and tickets with the Travel Administrator at
the University.

Arrange to be met at your destination or a hotel transfer whenever possible.

Take a small amount of local currency (when permitted) to avoid having to change money at the airport on
arrival.

Ensure you carry all your items of luggage yourself and avoid using airport porters.

Be alert to what is going on around you – bogus taxi drivers and thieves operate at many airports.
During your trip

Do not carry large sums of money and never offer physical resistance to a mugger. Always report any
incident to the local police and obtain documentation to support your insurance claim.

Lock car doors and only open windows to a maximum of three inches.

Make yourself aware of any common scams that happen in the cities you are visiting and think about how
to react if you are approached.

Always carry the telephone number of the client or office you are visiting, the local police, your hotel, and
if possible the national embassy, as well as coins for public telephones.

Always carry details of your hotel in the language of the country to help you return to your hotel by taxi.
Look and act confidently.

Maintain contact with your family / work colleagues on a regular basis.

Coming home – check flight times in advance, ensuring you have sufficient local currently to purchase
food and water at the airport
In high-risk area hotels

When checking in to your hotel, do not disclose your personal occupation, position or the name of your
organisation you are visiting. Give a shortened version of your address.

Ask for a room on the second to seventh floors, near a fire exit, but not fronting on to any roofs or trees
that may provide access.

Check fire escape routes, ensuring that you are aware of exits. Itinerary

Always use the security chain while you are in your room. Lock doors and windows.

Always use hotel safes and do not leave luggage / belongings unattended in public areas.
Page 21 of 26
Appendix C - Guidance on Safe Management of University Travel
Please see section T2 of the Health, Safety and Environment Manual:
www.sunderland.ac.uk/safety
1
Introduction


This guidance outlines the steps needed for safe management of business travel by
University staff or students.
Most risks involved with work and travel overseas can be avoided with careful preplanning.
2
Determining a sensible itinerary
2.1
The following issues should be addressed:
Where are you planning to visit?


Have checks been made with Foreign & Commonwealth Office (FCO) regarding health
and security warnings for all stages of the trip? Visit www.fco.gov.uk and select ‘travel
advice & travellers tips’. University policy is that business travel is not permitted to
areas listed by the FCO as “do not visit” or “do not visit except on essential business”
If more than one country/location is included in the itinerary, has sufficient time been
programmed in to enable sensible travel arrangements between venues?
How are you going to get there?




Travel by scheduled flights, ferries or trains using well respected carriers wherever
possible.
Try to travel directly to major destinations rather than small provincial towns wherever
this is possible.
Have pre-arranged means of travelling from your point of arrival to your hotel or
business meeting
Have the name and address of the hotel/business venue written down, (in English and
preferably also in the local language).
Where will you stay?



2.2
Plan to stay in large, syndicated hotels wherever possible, which usually have the benefit
of proper security and food hygiene arrangements.
Try to stay in rooms between the second and seventh floor, to minimise the risk of
intruders, whilst enabling fire and rescue teams to reach you.
Check the hotel floor layout on arrival, locating fire escape routes and staircases.
Documentation:
The documents listed below are likely to be required on an overseas trip and should be
checked against the following potential problem areas before any travel arrangements are
made:
Page 22 of 26

Passport
Is it valid? (it is normally required that passports are valid for at least 6 months after
your intended date of return). Most passports can be renewed 12 months prior to their
expiry date, with complete months added on to the new passport. Photographic
identification is now required for all flights, including travel in the UK.

Entry visa
Do you require an entry visa?
Visas are available from the Embassy of the country concerned, and may be either postal
or personal application. The University’s nominated Travel Agent will be able to offer
specific guidance or alternatively check the relevant country’s website. Advice on
completion of Application Forms is available from Planning & Finance.

Health and immunisation certificates
Some countries require evidence that you have been protected from diseases common
to the region you are travelling to. Some countries require you to carry at all times,
documentary evidence of protection against yellow fever.
Check the advice lines for the latest guidance:
http://www.fitfortravel.nhs.uk

Travel insurance
The University provides travel insurance for all official overseas travel and this will be
instigated automatically when the University’s Travel Scheme procedure is followed.
(Note: this covers University employees, students and Governors only and specific
arrangements must be made for any non-University personnel in advance of the trip –
please contact Business Assurance for further information)
Obtain and carry with you a copy of the University Travel Insurance Information sheet,
available from Business Assurance or Planning & Finance.
Carry the EHIC if travelling within the EU, as this provides access to the reciprocal
healthcare arrangements in host countries. Please note this is not a substitute for travel
insurance which still needs to be obtained.

Drivers licence
If you are planning to drive whilst overseas, then a current British Drivers licence will be
required. Please note – it must be the original paper copy of your licence, the plastic
‘credit card’ style licence is not generally acceptable.
A plastic card-style Driving Licence is valid for 10 years. Ensure that this will not expire
during the trip.
Some countries may require an ‘international driving licence’ – check beforehand. They
are available through the Post Office.
Page 23 of 26

Tickets
Try to ensure that tickets are booked right through to your final destination and return.
Note that many airlines require you to confirm your flights some 24/48 or even 72 hours
before travel (or you may find that you have a ticket, but no seat allocated on the flight
you had originally booked).

General
Have photocopies of all important documentation with you in case the originals are lost.
Also leave a copy of your passport with your Faculty / Service Administrator which can
be e-mailed to you in case of loss.
Ensure you check your flight times in advance, and make sure you have money for wood
and water.
2.2 Health:
Medication






Seek advice from the doctor / pharmacist in relation to medical requirements, e.g.
immunisations and travelling with prescriptions. Do this well in advance of travel in case
you have an adverse reaction and need to change medication.
Keep all medication in original containers and complete with the information sheet if at
all possible.
Ensure that you have an ample supply of prescribed medication and it is advisable to
carry this in your hand luggage, in case your hold luggage is delayed.
If you require injections, or have medicines which contain narcotics, it is advised that
you have some means of verifying the requirement such as a letter from your GP.
It is advised that those persons who travel extensively have regular health checks carried
out by their GP
Carry a small first aid kit when travelling, although in some countries it is also advisable
to carry a sterile kit, containing hypodermic needles should the need for invasive
medication arise. Such kits are available from High Street Chemists.
2.3 Money




Arrange to pay in advance for as many of the larger, predictable expenses as it is
reasonable to do (e.g. airline and railway tickets, hotel accommodation). The University
Travel Policy operates on this premise.
Ensure that sufficient funds are available through credit cards or bank transfers, to cover
the likely expenses incurred. Again this is covered by the University Travel Policy.
University Credit Cards are available to frequent travellers and arrangements can be
made for transfers of funds if problems do arise.
Ensure that you have the emergency contact details of your credit card company – to
enable losses to be reported promptly
Have some small notes/loose change available in local currency to pay for refreshments,
porters, taxis etc. upon arrival. Some countries do not permit local currency to be
brought in by travellers, check beforehand and if necessary, take sterling and change it
upon arrival at the airport.
Page 24 of 26

3
Additional Sources of Information


4
Further information and advice is available from our Insurers. Please contact Business
Assurance on Ext.2035.
The Foreign Office, Reuters or the travel agent dealing with the booking will be able to
provide information on the necessary vaccinations, local politics, areas to avoid etc.
Travel agents are obliged to provide this information. GPs can advise on vaccinations.
If access to the internet is available the following pages referring to health, travel and
personal safety can provide some or all of this information:
http://www.fco.gov.uk
http://www.fitfortravel.nhs.uk
http://www.suzylamplugh.org/personal-safety/personal-safety-tips/
Insurance



Staff and students travelling on University business should use the University’s travel
insurance policy. Insurance cover is conditional upon the traveller complying with the
relevant University policies. Where the FCO advises against all but essential travel, then
the risk assessment (approved by the Dean / Director and reviewed by the Safety Office)
will be referred to the University’s Insurers for approval. Because Insurers may decline
the proposal if they do not accept the risk assessment, this element of travel planning
should be done in good time to allow for the collection of additional information and
revision of the assessment.
The University’s Travel Insurance Policy covers staff, students and Governors travelling
on University business, booked in the approved manner. It cannot be extended to cover
spouses or other unconnected persons and cannot be used to cover vacations where the
business trip is incidental to the main purpose of the trip.
If the University’s travel insurance is not used and individuals chose their own insurer,
care should be taken to ensure that cover adequately meets requirements and is valid.
Note that commonly available insurance policies are unlikely to be valid in cases where
the FCO advises against travel
Page 25 of 26
Business Travel Policy and Procedure
Date of Issue:
September 2012
Next review date:
July 2013
Consulted on (e.g. Committee, Director, etc):
Executive Board
Joint Consultative Committee
Date of last approval:
July 2012
Author/Owner:
Head of HR Business Support
Department:
Human Resources
This Policy/Procedure/Guidance Note can be obtained from the Human Resources website,
DocuShare or by contacting Human Resources.
This Policy/Procedure/Guidance Note is available in larger print. Should you
require this, please contact Human Resources.
Page 26 of 26