Travel Procedures 2013 Foreword The purchase of travel can be a very emotive subject, complicated by the need to sometimes change arrangements at the last minute and the vast number of suppliers available all purporting to offer value for money for every trip. The University is publicly funded and therefore is obliged to follow the EU Procurement Rules and select suppliers following a competitive tendering procedure. As a result of this process two new suppliers have been selected that we believe will offer maximum value for money and a top quality service. The recommended suppliers have been selected due to their experience in dealing with the range of requirements of a University. Meanwhile, we will continue to work with the suppliers to develop the communication, prices, packages and services offered and ensure an ever improving quality of overall service to Liverpool Hope University. The new travel contract will be launched on 6th June 2013. Travellers and bookers will be invited to attend presentations from both successful suppliers and demonstrations of online booking tools will also be given at this time. Travellers and bookers will have the choice of which of the two contracted travel suppliers they choose to work with. Only in very exceptional circumstances can quotes be obtained from an independent supplier outside the contract. Guidance is available later in this document as to the circumstances when this is allowed. Please note that under no circumstances should either of the previous travel suppliers (Travel Bureau and Northenden Travel) be used. . Staff wishing to book local travel and direct EU flights with Low Cost carriers, may only book these using a University purchasing card. Expense claims for travel bookings made with a personal credit card will not be accepted. All University staff are required to follow the travel procedures laid down in the following document and book travel with the contracted suppliers. 1 Liverpool Hope University Travel Procedures This policy document seeks to make the system of booking travel as clear as possible. In the event of any queries regarding these procedures or any other aspect of travel please contact the undersigned, who will be happy to provide any assistance or advice. Sheila Smith Procurement Manager 2 Liverpool Hope University Travel Procedures CONTENTS 1. Definition of Business Journey……………………………………………..4 2. No Personal Gain…………………………………………………………….4 3. Promotional Incentives……………………………………………………….4 4. Partner’s Expenses…………………………………………………………...4 5. Advance Travel Authorisation……………………………………………….5 6. Booking Travel………………………………………………………………...5 7. Appointed Travel Suppliers…………………………………………………..5 8. Travel Costs – Direct Payment by the University………………………….6 9. Travel by Private Vehicle …………………………………………………….6 10. Hired Vehicles ………………………………………………………………...7 11. Hired Vehicle Insurance……………………………………………………...7 12. Minibuses and Van Drivers…………………………………………………..7 13. Air Travel ………………………………………………………………………7 14. Travel Insurance………………………………………………………………8 15. Coach travel……………………………………………………………………8 16. Rail Travel……………………………………………………………………....9 17. Taxis…………………………………………………………………………….9 18. Hotel Accommodation………………………………………………………..10 19. Local Public Transport ………………………………………………………10 20. Foreign Exchange and Travellers Cheques………………………………10 21. Passports………………………………………………………………………11 22. Visas and Vaccinations………………………………………………………11 23. Travel Suppliers ……………………………………………………………. 11 24. Security and communication while on business travel …………………...11 25. After Hours Changes…………………………………………………………11 26. Student Group Travel…………………………………………………………11 27. Forms…………………………………………………………………………...11 List of Appendices: Appendix A Authorisation Levels and Requirements……………………………..12 Appendix B Booking Travel………………………………………………………….13 Appendix C Travel Suppliers contact details………………………………………17 Appendix D Midas Training for Minibuses and Van Drivers……………………...23 3 Liverpool Hope University Travel Procedures TRAVEL PROCEDURES 1. Definition of Business Journey A business journey is a journey undertaken by an employee in order to carry out his or her duties for the University, or to attend training courses or conferences necessary for the performance of those duties, as approved by the appropriate line manager. Travel between the permanent workplace and a temporary workplace or travel between home and a temporary workplace or travel between two temporary workplaces are all considered business journeys. N.B. Your normal place of work is deemed to encompass Hope Park, the Creative Campus and designated Network of Hope Colleges. Staff carrying out visits to students on school-based experience would also be deemed to be within the same category. In contrast, the cost of travelling from home (or any other place the employee attends for personal reasons such as the home of a friend or relative) to a permanent place of work is regarded for tax purposes as ‘substantially ordinary commuting’ and therefore a private journey. 2. No Personal Gain The following rules apply for implementing the policy that employees should neither gain nor lose financially in relation to expenditure and reimbursement on business travel arrangements. 3. Promotional Incentives The purchasing decision shall not be influenced by any promotional incentives such as airline mileage credits or personal cash credit card discounts or rebates. Employees should not benefit personally from these incentives but should use them to offset the cost of the current or future business journeys. The National Audit Office guidance is that the use of air mile credits for private travel would be an ‘unacceptable personal benefit from expenditure of public funds’. 4. Partner’s Expenses Partners, spouses or other persons not connected with the University shall not travel at University’s expense. A partner may accompany a member of staff for personal reasons. In such instances the University must not be charged for more than if the member of staff had travelled alone. The partner’s travel costs should be invoiced separately and paid privately. If the invoice includes both private and official travel costs the member of staff should settle the total invoice and reclaim the official element from the University. Private insurance must be taken out to cover the partner’s travel (see section 14). In exceptional circumstances the University may request that the partner of a member of staff accompany them on a trip in order to represent the University. In this case the University will pay for all travel costs in relation to the official visit 4 Liverpool Hope University Travel Procedures subject to the rules outlined in these procedures. This must be formally approved in advance by the Vice Chancellor or Chair of University Council. 5. Advance Travel Authorisation Written authorisation using form Prior Authorisation for Travel Form, TRAV A is required in advance from the budget holder for each of the following journeys: All international travel. All UK travel likely to cost more than the threshold shown in appendix A. In addition, for travel which is not booked through one of the two travel suppliers, additional authorisation of the TRAV A form by the Procurement Manager, is required. The revised TRAV A form has been amended to include the additional authorisation. Once authorised a copy of the TRAV A form will be retained by the Procurement Manager and used to collate travel and carbon emission data in order to comply with HEFCE reporting requirements. A copy of the authorised form will be returned to the business area and should be retained for audit and claims verification. NB. The TRAV A form must be used for ALL travel bookings. Authorisation grade levels and thresholds are shown in Appendix A. Please see appendix E for details of where to find TRAV A form. 6. Booking Travel All travel bookings should be made through the University’s appointed travel suppliers apart from the exceptions shown in Appendix B. The procedures for making travel bookings are shown in Appendix B. Please note that the use of the suppliers’ online booking tool for short haul or uncomplicated journeys is recommended to offset the cost of fees. 7. Appointed Travel Suppliers There are many reasons for use of appointed travel suppliers and these are just a few of them: No time lost in obtaining competitive quotes for every major journey Assistance in cases of emergency or last minute alterations Liverpool Hope has no control over non-appointed agents in case of dispute The contract ‘small print’ has been carefully negotiated and is known to be fair to the University The University has the ability to accumulate valuable management information such as spend levels and CO2 emissions. 5 Liverpool Hope University Travel Procedures The appointed suppliers know the University’s rules and requirements and can develop good customer profiles. Enhancements and improvements to the services can be introduced Arrangements can be made for consolidated invoicing and charging 8. Travel Costs – Direct Payment by the University Travel bookings must always be supported by a valid Purchase Order (this includes when occasional off contract bookings are authorised). The appointed agents will present invoices for business travel bookings to the University quoting the official purchase order number and the suppliers will be paid directly. Invoices which are submitted without a purchase order number will be rejected. Only in very exceptional circumstances should the traveller meet the costs personally and submit an expense claim for reimbursement. Bookings made using a University Purchasing Card do not require a purchase order number. 9. Travel by Private Vehicle Annual Driver Declaration All Staff who drive on University business, regardless of the type of vehicle they drive are required to complete an annual Driver Declaration Questionnaire and lodge a copy of their driving licence with their departmental administrator. It is the responsibility of the line manager to ensure that the annual declaration is completed. Failure to do so will invalidate insurance cover. Insurance The University's Motor Insurance Policy provides cover for staff using University owned vehicles, including commercial vehicles, hired vehicles and mini buses. The University policy does not cover members of staff who use their own vehicles on University business. If staff wish/prefer to use their own vehicle for business trips, they must ensure that this is covered by their own insurance policy. The cover should be at least Class 1 Business Insurance. This requirement applies even if your trips are local or infrequent. The definition of this level of insurance is detailed below: Class 1 - Full business use by the policyholder and spouse - Excluding commercial travelling NB. There may be an additional premium for this cover and a restriction on the level of annual business mileage that can be done. 6 Liverpool Hope University Travel Procedures As well as the correct insurance, staff must ensure that they have the appropriate licence and MOT test certificate for their vehicle and can only carry passengers if the policy permits. Liverpool Hope University accepts no responsibility for claims made against staff who fail to have the appropriate insurance. 10. Hired Vehicles In circumstances where it is necessary to hire a vehicle, such vehicles should be hired only from the University’s recommended suppliers, Arnold Clark. At the end of a period of vehicle hire you are expected to top up the fuel to the level at which you accepted delivery of the vehicle. Failure to do this will result in the University paying a premium rate for the fuel and an administration charge which will be charged to the hirer’s budget. Please follow the link for details of how to place an order, prices etc.: http://www.hope.ac.uk/gateway/staff/stafffinance/formspoliciesprocedures/policiesan dprocedures/finance procedures/. Hiring a Vehicle (Arnold Clark) and Vehicle Hire Price List (Arnold Clark) 11. Hired Vehicle Insurance Liverpool Hope’s motor policy provides comprehensive cover for employees driving the University’s own vehicles or vehicles hired/leased from our nominated supplier on University business. To qualify for cover drivers must be over the age of 21, with a clean driving licence. There is no need to take out the suppliers insurance cover when offered. In the event of a claim, the policy is subject to a £250.00 excess charge for each claim. These charges will be made to the same cost centre as the cost of the vehicle hire. 12. Minibuses and Van Drivers All members of staff who will be using the University mini buses and vans or hire vans for work related activities are to undertake a driving assessment in order to enhance minibus driving standards and promote the safer operation of passenger vans and minibuses. For further details on minibus and van driving see appendix D. 13. Air Travel Bookings should be made via the appointed travel suppliers, using their online booking tools. In some instances there may be a need to speak to a booking agent but staff should be aware that there is a higher fee charged to do this. 7 Liverpool Hope University Travel Procedures First Class bookings are not permitted under any circumstances. Travellers are permitted to purchase air tickets at a higher cost under certain circumstances (such as more suitable arrival time, destination airport is in a more suitable location etc.) but the justification must be made to the person authorising the journey. Please see appendix B section 2c. For regulations about the use of promotional incentives see section 3 of the procedures. The use of VIP lounges is not permitted and you will not be reimbursed. For further instructions on air travel see appendix B, section 2c. You may purchase tickets from low cost carriers directly by paying for the tickets with a University Purchasing Card. The Travel Suppliers will book travel with low cost carriers BUT will make a transaction charge in addition to the fare. For more information about purchasing air tickets from low cost carriers see appendix B section 2d. Prior authorisation on Form Request for Travel TRAV A will be required for all University travel. See Appendix C for authorisation levels and requirements and Appendix E for where to find the form. 14. Travel Insurance All staff who are required to travel abroad on University business are covered by the University’s Travel and Personal Injury Insurance. Travellers are requested to advise the Procurement Manager at least two (2) weeks before they are due to travel so they can be provided with the necessary paperwork, i.e. a certificate of insurance and details of the insurers 24 hour helpline. The traveller should keep these documents with them at all times. In instances where a traveller is travelling to a part of the world which is deemed by the Foreign and Commonwealth Office (FCO) to be an area of High Political Risk, there may be a requirement to purchase additional insurance. For more information please speak to the Procurement Manager. Please note that this type of insurance could take up to two weeks to arrange and therefore it is important to factor the additional planning time into the schedule. Staff should note that if there is a requirement to book private travel in conjunction with the business travel (accompanied by partner for holidays linked to the business trip, etc.) the traveller must be adequately covered by private travel insurance. Risk assessments – A risk assessment must be completed for all travel regardless of which form of travel is being undertaken. For information on lost/stolen airline tickets or lost baggage see appendix B section 2h and 2i. 15. Coach travel 8 Liverpool Hope University Travel Procedures Following a coach tender exercise the following preferred suppliers have been appointed: Anthony’s Travel Hardings Tours Five Star travel Holmeswood Furlongs Travel Selwyns Travel Limited Quotes from two suppliers are to be obtained before deciding which company to use. An official Purchase Order must be used. Please see Appendix C. 16. Rail travel With the exception of the Rectorate team, all Rail travel is to be in Standard class, no First class travel is allowed. The only exception is if it is cheaper to travel First class rather than standard under the terms of an offer. It is recommended that all rail tickets are purchased via the travel suppliers’ online booking tool. Tickets can be picked up on departure from a station or delivered to the department via mail if the order is placed in advance of travel. Any used or void rail tickets must not be discarded as they may have a cash value (refund). They must immediately be returned to the travel booker for forwarding onto appropriate travel supplier. This action must be completed within one week maximum to ensure we receive a full refund. 17. Taxis The use of taxis is considered reasonable where it can be demonstrated that taxi was: the cheapest form of transport, when travelling by train and it is necessary to travel more than a reasonably short walking distance from the station to your final destination, and there is no other cheaper form of public transport available; or where heavy or bulky items are being carried. Colleagues making the same journey on the same day should travel together whenever possible and economical to do so. Where a number of staff travel together the taxi fare should be paid by the senior officer who should claim reimbursement. An account is held with Computer Cab (Liverpool) Ltd. Please see appendix C for details. 18. Hotel Accommodation When employees are away from home overnight on University business they are entitled to book hotel or other suitable accommodation on a Bed and breakfast basis, this should be booked through the appointed travel suppliers. It is recommended that the owners of Premier Inn cards use them whenever possible to book accommodation. For more information about Premier Inn cards please contact the Procurement Manager. Standard hotels (3 star rated) provide a good standard of 9 Liverpool Hope University Travel Procedures cleanliness, privacy, personal security and access to breakfast and so should be used at all times with no exceptions. Preferred hotels may be suggested to the travel supplier in instances when a traveller is arriving at night or travelling to places of higher safety risks. The University will pay for an evening meal and refreshments but please note this excludes alcohol. Gratuities may be paid, but must be kept at a reasonable level within the overall limit set. If you are a frequent hotel guest, be sure to ask about frequent stay loyalty programmes. You can receive benefits, which may include free phone calls, breakfast, upgraded rooms, and late check-out. 19. Local Public Transport Full use is to be made of the free shuttle bus service between the Hope Park campus (Childwall), the Creative Campus (Everton) and the Aigburth Halls of Residences. For the bus timetable phone: Hope Park Security Lodge 0151 291 3520 Everton Security Lodge 0151 291 3939 20. Foreign Exchange and Travellers Cheques It is the employee’s responsibility to arrange the purchase of foreign currency or travellers cheques 21. Passports Employees are responsible for ensuring that they have valid passports for overseas business travel. For any journey, the expiry date of the passport must be at least 6 months after the date of returning to the United Kingdom. The University is not responsible for the cost of replacing lost or stolen passports. However the Staff Travel Insurance Policy will deal with any claim for lost or stolen passports whilst travelling on University business. 22. Visas and Vaccinations Employees must use the University’s appointed travel agents to seek advice on the need for visas and vaccinations for overseas business travel. NB Flights must be booked from the same agent to avoid high fees that will be imposed if only assistance in obtaining a visa is sought without purchase of the flight. See also www.fco.gov.uk. The cost of visas will be charged to the same cost centre as the travel tickets. 23. Travel Suppliers The University has appointed two new travel suppliers. These are as follows: - Key Travel Limited 10 Liverpool Hope University Travel Procedures - Selective Travel Management Arnold Clark is the preferred supplier for Vehicle Hire Calder Conferences may also be used for domestic accommodation arrangements. Please see appendix C for supplier contact details. 24. Security and communication while on business travel A risk assessment must be completed for all travel. All employees are expected to provide contact details while away on business, to enable them to be contacted by the travel supplier in the case of an emergency. This is particularly important when travelling to countries deemed to be of a low political stability or a high terrorism risk. It is also important that the suppliers can communicate any changes or amendments to the travel schedule (for instance cancelled flights etc.) in the easiest and fastest possible way. 25. After hours changes Travellers are provided with a 24 hour helpline number as part of the University’s insurance cover - the Aon Protect Service. They will also be given details of the travel suppliers own help line in case of any emergencies. See appendix C for suppliers contact details. 26. Student (group) travel The travel suppliers can provide student travel, however there are other suppliers that can be used. Please see appendix C for supplier contact details. Please note that you need to contact the Procurement Manager before traveling to obtain a copy of the insurance certificate. Risk assessments must be completed before traveling at all times. Contact Legal Services and the Health and Safety Assistant for help with the assessment. 27. Forms All appropriate travel forms can be downloaded from the University website. Please follow the link: http://www.hope.ac.uk/gateway/staff/stafffinance/financeforms/ These procedures are mandatory for all staff and any exceptions must have the approval of the Vice Chancellor or if in relation to his own travel the Chair of Council. 11 Liverpool Hope University Travel Procedures Appendices Appendix A - Authorisation Levels and Requirements General 1. The University needs to demonstrate to the Funding Council and others that adequate accounting and accountability controls exist for the disbursement of money for business travel. The University also needs to ensure compliance with the rules and requirements of the Inland Revenue for tax dispensations. 2. The rule of thumb is that the person asked to give an authorisation must have the grade or standing to refuse to give it. Authority to Travel 3. All business journeys must be authorised by the appropriate line manager in writing. 4. In some cases the written authority can be a standing authority governed either by a budgetary allocation for travel, or preferably by the purpose of the journey (e.g. to attend all meetings of the XYZ Working Group). There may be a combination of both. 5. The following journeys require individual prior written authority using Prior Authorisation form, Travel Form TRAV A. · All journeys within the UK likely to cost more than £100. · All international travel. 6. The following table shows the approval levels for granting authority to travel on University business. If the authoriser is not the budget manager then the budget manager must also authorise the use of the funds for that particular journey. If the traveller is the budget manager then the traveller’s line manager should authorise the use of the funds. Levels for Granting Authority to Travel Traveller Academic staff Administrative and manual staff Directors/Heads of Administrative Department/Services Rectorate team Vice Chancellor and Rector 12 Authoriser Dean Director or Head of Service/Department Rectorate team Vice Chancellor and Rector Nominated Rectorate team member Liverpool Hope University Travel Procedures Appendix B- Booking travel 1. Appointed Travel Suppliers: To book all types or travel and accommodation, with the exception of Vehicle Hire: Key Travel Limited Selective Travel Management To book Hotels only Calder Conferences To book Vehicle Hire Arnold Clark These agents must be used for all travel arrangements except for: Local public transport Direct flights 2. Making a Business Travel Booking a. Need for Purchase Order The initial travel enquiry should preferably be made online, although it can also be made by phone, or e-mail. The appointed suppliers will not issue the tickets without an official University Purchase Order number unless the booking is being paid for on a University purchasing card. This is an essential control partly to protect the agents from bad debt, but mainly to comply with University Financial regulations. Invoices from the suppliers are issued to the Purchase Ledger team for processing in the normal manner. b. Passenger Details The name of the passenger must be given precisely as shown on their passport. This is an essential security requirement. You must ensure the name of the traveller documents exactly matches the passport details. New travellers will be asked to complete an online Traveller Profile, to ensure that all preferred ways of travel and important information such as next of kin, dietary requirements are known to the travel supplier and are easily accessible in an emergency. This is a mandatory requirement. 13 Liverpool Hope University Travel Procedures It is essential to include precise address details on the Purchase Order for the delivery of tickets c. Keeping costs low The Agent’s services should be used to source the most cost effective route. For air travel in particular, attention should be paid to the following: Give maximum notice to take advantage of discount fares Avoid last minute changes before or during a trip where these result in higher fares. Economy class fares must be used at the fare giving the best value for money. If the lowest fare offered by the Agents is not accepted then justification must be made to the person authorising the expenditure. Connecting flights should be considered. Non-refundable fares should be accepted when travel plans are relatively certain. The discounts should be weighed against the penalties when making the decision. d. Low-cost Carriers and the Internet Bargains can certainly be found on the Internet, but there are there also risks and difficulties: There are no credit terms, so bookings have to be paid for by credit or debit card Many of the attractive fares are net of taxes. Many of the attractive fares are not available when a booking is requested. A lot of one’s own valuable time can be spent looking for fares. The destination airport may be inconvenient, or transport from that airport to one’s final destination may be expensive. It can be difficult to change tickets or obtain a refund if things go wrong or plans have to be changed. Heads of Department or budget managers should be aware of the negative points when authorising travel with low cost carriers. e. Non Approved Agents In exceptional circumstances a booking may be made using an unapproved supplier, however this is done purely at the travellers own risk. In all instances comparable quotes must be obtained from our approved suppliers. Prior authorisation to use an unapproved supplier must be obtained using the TRAV A form before the booking is made. Payment to an unapproved supplier should only be made either by invoice or using a University Purchasing Card. In addition to the normal expenses claim procedures, expenditure must be supported by original receipts together with supporting evidence plus a written quote from our approved agents. 14 Liverpool Hope University Travel Procedures f. Ticket Delivery The Agents will deliver tickets to the specified delivery address on the Purchase Order. Where a home address has been given for delivery, first class post will be used unless special delivery has been requested. There will be an additional charge for this service. g. E-Ticketing The Agents will tell you if e-ticketing is available for your particular air ticket. Eticketing means the Agents will send you an email acknowledgement containing a reference number for your booking and you can go straight to the airline’s check-in or ticket machine at the airport to collect your ticket. It is now regular practice for airlines to levy a charge for the issue of paper tickets on routes where an e-ticket can be used. The Agents will pass any such charges on to the University therefore you are encouraged to use e-ticketing as much as possible. The Agents will send you your itinerary by fax, if required. The above also applies to student field trips. h. Lost/Stolen Airline Tickets If you discover that your airline ticket has been lost/stolen you must immediately contact the travel supplier who issued the ticket. The supplier will advise the next course of action. The traveller is responsible for the value of the lost ticket should it be as a result of his/her own negligence. The University will not bear the cost of the lost ticket fee including the charges imposed by the airline(s) for administration purposes. i. Lost baggage It is the airline’s responsibility for recovering and compensating for lost baggage. The University has insurance cover for travellers on company business. To help reduce the risk of loss, travellers must: • Always carry valuables (computers, personal effects i.e. cameras, jewellery etc.) on board the aircraft • Always carry important/confidential company documentation on board the aircraft • Clearly label luggage with name, address and telephone number. Travellers must ensure the details ARE NOT prominent to the public eye. • Retain the baggage claim receipts for check-in luggage. • Should baggage be lost en route the traveller must obtain a lost luggage report from the airline and keep a copy of this report for insurance purposes. Should travellers be charged with excess baggage fees the University will meet these costs under the following conditions: 15 Liverpool Hope University Travel Procedures • If travelling with heavy/bulky equipment or materials necessary for their business • The excess baggage is University property j. Hotel Contact the agents for all hotel bookings or use a Premier Inn card if you have been provided with one. k. Car Hire The University has a contract in place with Arnold Clark. This agreement offers the best overall value for money and should always be used. Bookings should be made directly with the supplier. For details of the car hire agreements see Appendix F or follow the link http://www.hope.ac.uk/finance/insurance/Index.htm l. Rail Travel In exceptional circumstances rail tickets may be purchased on the day of travel from station ticket offices and claimed back through Hope’s travel expense claims procedure. m. Passports Employees travelling on University business overseas must have passports valid for at least 6 months after their return to the United Kingdom. For further information see: www.ukpa.gov.uk n. Visas, Vaccinations Employees must ensure they possess the correct visas and vaccinations. The University’s appointed agents will give advice if requested. Employees should also refer to the advice at www.fco.gov.uk o. Making Private, or Business/Private Travel Bookings Liverpool Hope’s appointed Agents would be happy to attend to any private travel arrangements. These arrangements must be conducted strictly on a personal basis and there can be no question of using University funds in the first instance, to be repaid later. If mixed business and private travel arrangements are being made (e.g. spouse accompanying employee on a business trip at his or her own expense) this must be made clear to the Agents from the outset. The Agents can then make the joint bookings on the basis that they will not release the tickets until the official part has been covered by a Purchase Order, and the private part has been paid privately in advance. 16 Liverpool Hope University Travel Procedures Appendix C - Contracted Travel Suppliers’ contact details KEY TRAVEL Queens House, Queen Street, Manchester, M2 5HT Website Address: www.keytravel.com Dedicated Tel: 0845 1220101 Fax: 0161 839 3893 Silver Team email: silver@keytravel.co.uk Dedicated Team Members: Supervisor: Alison Overall aoverall@keytravel.co.uk Kelly Deakin kdeakin@keytravel.co.uk SuzI Williams swilliams@keytravel.co.uk Michelle Taylor taylor@keytravel.co.uk Nicola Barlow nbarlow@keytravel.co.uk Stephen Pottage spottage@keytravel.co.uk Rachel Welton rwelton@keytravel.co.uk Account Manager and Management Information Russ Ferguson rferguson@keytravel.co.uk. Fax: 0161 839 3893 SELECTIVE TRAVEL MANAGEMENT 159 Durham Street Belfast BT 12 4GY 24 Emergency Contact Line: (+44) 07720593700 Dedicated universities division: Tel: 02890442070 Email: university@selective-travel.co.uk 17 Liverpool Hope University Travel Procedures ARNOLD CLARK http://www.arnoldclarkrental.com Call Arnold Clark to check availability and make a reservation, using the following contact details: Telephone: Email: Web: 08457 023 946 central.reservations@arnoldclark.co.uk www.arnoldclarkrental.com To confirm a booking you will need to provide a valid Purchase Order number, Arnold Clark will give you a Reservation Number. Information you will need to provide for your booking; Name of driver, a valid purchase order, your Cost Centre Code, Type/class of car, Date of hire and time of hire, Date and time of return, Cost Price and VAT, Your Phone and Fax Number. Arnold Clark will then confirm your booking via email. Arnold Clark will deliver the vehicle to either the Hope Park Childwall or Everton Security Lodges as agreed. At the end of the term of hire, Arnold Clark will collect the vehicle, from the relevant Security Lodge. An invoice will be raised which will be sent to the Purchase ledger team in Finance for processing. If you disagree with the hire charges you should ring the reservations team to discuss the charges. CALDER CONFERENCES 5 Woodside Court Clayton Wood Rise Leeds West Yorkshire LS16 6RF Contact Details: Tel: 08443753288 Agreement Manager: James Turner, email: james@calders.org.uk Alternative Contact: Debbie Hoban, email: debbie@calders.org.uk 18 Liverpool Hope University Travel Procedures COACH HIRE: Listed below are our preferred suppliers. Two quotes are to be obtained before deciding which company to use. An official purchase order must be supplied at the time of confirmation of the booking and should be stated on the invoice along with the usual details, as listed: Precise location for the coach pick up, Contact name and contact telephone number, Capacity of coach (type of coach if applicable), Date of hire, time of hire, date of return, time of return, destination, cost Price and VAT Anthony's Travel 8 Cormorant Drive Runcorn Cheshire WA7 4UD Tel: 01928 561 460 Fax: 01928 561 460 Email: anthonys@FSBDial.co.uk Web: WWW.anthonystravel.co.uk Five Star Travel Snape Gate Foxes Bank Lane Merseyside Liverpool L35 3SS Tel: 0151 481 0000 Fax: 0151 493 9999 E mail: phil@Fivestar.Freeserve.co.uk Furlongs Travel Furlong House Kirby Bank Road Knowsley Liverpool L33 7SY Tel: 0151 546 5658 Fax: 0151 546 5658 19 Liverpool Hope University Travel Procedures Hardings Tours 50 Grange Road West Birkenhead Wirral CH41 4DA Tel: 0151 489 1228 Fax: 0151 480 2030 www.hardingstours.co.uk Holmeswood Coaches Ltd Sandy Way Holmeswood Ormskirk Lancashire L40 1UB Tel 01704 821 245 Fax 01704 822 090 Selwyns Travel Limited Cavendish Farm Road Waston Runcorn Cheshire Wa7 4LU Tel 01928 564 515 Fax 01928 591 872 Email sales@selwyns.co.uk Web www.selwyns.co.uk TAXI HIRE: Computer Cab (Liverpool) Ltd On booking a taxi please provide the following details: Your Account number Cost Centre Nominal Code Name of Main Passenger Pickup: …… Exact Location DropOff:……Exact Location Date/Time: Payment Type: If the passenger(s) are to pay their own fare you must advise Computer Cabs when making the booking, otherwise you will be liable for the payment on the departmental account. Billing Departments All bookings are identified by a dedicated account number and the departmental cost centre and nominal code. Computer Cabs have a list of references and addresses. Please advise them of any changes. Invoicing You will receive an invoice at the end of every month detailing all bookings made by your department. Contacts To book a taxi by phone: 0151 298 1234 or 0151 298 2222 NB – Always quote your account number, cost centre and nominal code in order to make a booking. All enquiries, to open a new billing department or an invoice enquiry contact 0151 298 2060 20 Liverpool Hope University Travel Procedures STUDENT (GROUP) TRAVEL: Supplier Equity Student Travel 1.Jubilee Street Brighton BN1 1 GE Key Travel 28-32 Britannia Street London WC1X 9JF STA Travel St. Georges House 56 Peter Street Manchester M2 3QN StudyLink 65 London Road Stapleford Cambridge CB22 5DG Uni-Travel Alexandra Square Lancaster University Lancaster LA1 4XX 21 Agreement Manager Laura Gordon 01273810766 l.gordon@paviliontours.co.uk Alternative Contact Ian Foxall 01273810772 i.foxall@stgmail.net Steve Acott 02078439653 sacott@keytravel.com Andy Speller aspeller@keytravel.com Ellen Rayner ellen.rayner@statravel.co.uk Harriet Kerr hariett.kerr@statravel.co.uk Tamlyn Barber 01223723428 tamlyn@studylinktours.co.uk Darren Slater darren@studylinktours.co.uk Michael Morris 01524386310 michael.morris@unitravel.co.uk Darren Bell darren.bell@uni-travel.co.uk Liverpool Hope University Travel Procedures Appendix D - Midas Training for Minibuses Midas ( Minibus Driver Awareness Scheme) Training for Minibus Drivers All members of staff who are required to drive either University mini buses or hired mini buses for work related activities, are required to undertake a driving assessment. Budget holders should be aware when this type of activity is being undertaken and are requested to identify people from within their department/faculty who are likely to require training. It is a requirement of the University’s insurance policy and Driving at Work Code of Practice that relevant training is undertaken, to raise awareness and to ensure that staff drive safely. NB this is a compulsory requirement even if a member of staffs’ licence meets the DVLA requirements for driving this type of vehicle. The training, which can be given on an individual or small group’s basis, will normally involve driving a Minibus under supervision on the road and a classroom based session, to raise awareness of the relevant legal, practical and safety issues. Should any additional training be required to bring staff up to the required standard, this may be booked direct with the assessor, at the time of the course. Drivers who successfully complete the assessment and training programme will receive a certificate, a copy of which is to be lodged with your departmental administrator, for future reference. A copy of the certificate should also attached to the annual driver declaration. The certification lasts for 5 years. How to book an assessment The assessments are conducted by The Minibus Agency. They are based at the following address: Unit 13, The Match Factory 140 Speke Road Garston Liverpool L19 2RF Before assessments can take place drivers must carry out the following procedure: Ring the Minibus Agency centre assessor, Mr Dennis Jeory. Dennis is available after 10am on telephone number: 0151 494 3870, to arrange the date and time. Please take your driving licence with you. There is a charge for the course of £90 per person, to be funded by your school or £60 each for up to a group of 4. The Mini Bus Agency will require a purchase order number before a booking can be confirmed. Should you require further details ring The Minibus Agency and speak to Dennis Jeory on 0151 494 2400 or Sheila Smith, Purchasing Manager. 22 Liverpool Hope University Travel Procedures