Application for Travel Overseas on University Business
Section A
For Completion by Applicant
Surname:
First Name:
Title:
Payroll No:
Faculty/Service:
(obtainable
from payslip)
Date of Visit From:
To:
(inclusive)
Private Time From:
To:
(inclusive)
Is your
spouse/partner/family
member travelling
with you:
Yes/No (delete as applicable). If yes, Vice-Chancellor approval is required.
Signed Vice-Chancellor:
Date:
Destination/Country:
Purpose of Visit:
(if relates to Note 2, please
make this clear)
Source of Funding:
Cost Centre Code:
Signed:
(person making the visit)
Section B
Date:
Approval
Application is approved/not approved.
Comments:
Signed
Budget Holder:
Date:
(if applicable)
Signed
Dean/Head of Service:
Signed
International
Development Office:
Date:
Date:
(if applicable, See Note 2)
Signed Deputy
Vice-Chancellor:
Date:
The form must be authorised by the Deputy Vice-Chancellor or in his absence by the Director of Finance,
for trips exceeding 7 days and any visits by Deans, Associate Deans or Heads of Service.
Please read guidance notes overleaf.
Notes
1
This form applies to all staff and must be completed in advance to give sufficient time for authorisation before
commencement of all overseas visits. Expenditure must not be incurred before authorisation has been given.
2
For trips relating to student recruitment e.g. exhibitions/interviews; partnership development e.g. collaborative
provision (development or deliver), credit recognition etc; student/staff exchange activity e.g. erasmus, teaching
mobility, study abroad, the form must be authorised by the International Development Office.
3
For trips of up to and including 7 days, the form can be authorised by the Dean/Head of Service funding the trip.
4
For trips exceeding 7 days, the form must be authorised by the Deputy Vice-Chancellor or in his absence by the
Director of Finance.
5
When the Dean/Head of Service funding the visit is not the Line Manager, then the form must be countersigned
by the Dean/Head of Service of the member of staff.
6
All overseas visits by Deans/Associate Deans or Heads of Service must be authorised by the Deputy ViceChancellor or in his absence by the Director of Finance.
7
Where a number of trips are made to the same destination or in connection with the same project during a
financial year, a single form covering all these visits can be submitted for authorisation.
8
Exact dates of proposed travel must be inserted. “Block booking“ of unspecified periods of absence is not
permitted.
9
Please ensure next of kin contact details are left with your Executive/Business Support team.
10
After authorisation the form will be returned to the member of staff making the visit.
11
A copy of the authorised form must be attached to the related expense advances claim or/and Staff Expenses
Claim form.
12
Staff Expenses Claim forms must be submitted within one month of return from the visit. Please see the Staff
Travel & Subsistence Expenses web page for further information.
Personal Travel
Where a staff member is travelling on University business and wishes to seek approval to include personal travel or a
leave component in addition to the overseas trip, this must be clearly identified in the staff member's ATOUB form.
Approval for private travel/leave periods whilst overseas will only be considered where the following conditions apply:
 the purpose of the travel must clearly be for University business purposes and the private travel component must
be ancillary;
 leave must not interfere with the discharge of the University’s official business requirements of the trip, including
prompt reporting of any outcomes/results of business conducted for the University;
 ALL additional costs associated with the private travel leave must be met by the staff member. University credit
cards may not be used to meet costs associated with private travel leave;
 the maximum duration of any leave taken in association with a University business trip will be four weeks unless
exceptional circumstances can be demonstrated.
Where approval is granted, the University will not seek to apportion airfares as between the business/private
component of the trip and, given that the determining purpose of the travel is University business, there will be no
fringe benefit tax (FBT) implications.
Where personal travel or leave has been approved, the staff member will be required to meet travel insurance costs for
that portion of the trip.
Spouse, Partner or other Family Member
In order to ensure financial transparency and appropriate usage of University funds and to avoid any suggestion of
personal benefit, there will be a normal presumption that a spouse, partner, or family member, (who is not an
employee of the University), shall not accompany a staff member upon a trip for University business purposes without
the express consent of the Vice-Chancellor. (Such discretion may be appropriately exercised where, for example, there is
a clear benefit to the business purpose of the trip, that would accrue to the University, by the attendance of a spouse,
partner, or other family member).
Where it has been approved by the Vice-Chancellor that a spouse, partner, or other family member may accompany the
staff member on such a trip, this must be clearly stated on the ATOUB form. No costs associated with the
accompanying person will be met by the University, unless exceptionally and expressly agreed by the Vice-Chancellor.
Staff members approved for business class travel in accordance with the financial regulations, may not downgrade to
economy class and apply the cost differential to the accompanying person's airfare.
Private/family travel must not be arranged using the University's procurement facilities. Arrangements for the spouse,
partner, or other family member must be made separately with the travel agent if a business trip is to be extended to
cover non-business circumstances as outlined above. The Vice-Chancellor can approve for the University's procurement
to be used e.g, in the case of the spouse of the Chancellor being approved to travel with the Chancellor at UWE's
expense, where it is deemed to be of benefit to UWE.