Travel

Key Travel is the University's approved travel services supplier. Staff planning to engage in business travel must ensure they are familiar with Key Travel and have access to the Online Booking Platform via the Executive Officer

Staff booking travel and/or accommodation through Key Travel should use the Online Booking Platform.

Staff will be able to search for and hold a trip but not book it. All trips will need to be booked via the Executive Officer. Once you have found the required trip, please share your trip using the share icon, on the Key Travel pages, with Dee Parker ( D.Parker.1@warwick.ac.uk) who can raise a Purchase order with the required cost code and book the trip

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The University's Financial Procedure 16: Travel, Subsistence, Gifts and HospitalityLink opens in a new window provides the detail of the University's regulations regarding travel, which includes:

• All travel and accommodation outside of Europe must be booked through Key Travel.
• All travel and accommodation inside Europe (including the UK), where the total cost of the trip is over £1000, must be booked through Key Travel.
• All air travel must be in economy class.
• All UK train travel must be in standard class.
• Travel by train is the default mode of transport for all overseas travel where travel by train is an option and the journey time is less than 6 hours, even where the train travel is not the most economical.

Exceptions to these regulations must be approved in advance by the FinRegs team in the Finance Office through an application made by the Executive officer or Head of Operations. Requesting and securing FinRegs approval can take several days, and so should be applied for at the earliest opportunity. Failure to secure approval in advance of incurring costs may result in the University not approving the expenses claim. Please be aware of the following points in respect of FinRegs requests:

• FinRegs approval is not required for air travel additional costs up to £50 for extra legroom, specific seat requests, etc..
• FinRegs approval is not required for conference hotel bookings not booked through Key Travel where a preferential rate has been granted for the conference guests.
• FinRegs approval is not required for accommodation not booked through Key Travel if that accommodation is at a host institution or research centre.
• Requests to use AirBnB instead of accommodation available through Key Travel will be refused if the basis of the request is on cost. Use of an AirBnB can only be considered when all other options have been exhausted and the health and safety aspects of the proposed AirBnB have been reviewed and approved.
• Those who suffer from a medical condition which would be exacerbated by a long rail journey in standard class or a long haul flight in economy class may request FinRegs approval for an upgrade to an appropriate class, but this must be requested in advance and the request must be supported by a certificate or letter from a Medical Practitioner or by the University’s Occupational Health Department.

Health & Safety and Travel Insurance

All staff travelling overseas on University business must ensure they are familiar with the University’s Travel Health & Safety Policy.

BEFORE making any travel arrangements please follow the following process.

• Read section 7 of the Overseas Travel Guidance
• Determine the visiting country/countries, green/amber/red status by checking FCDO website AND Solace Secure.
• Follow the process flowchart for your destination and complete the Overseas Declaration form.

At least 7 working days before departure all staff must complete the Risk Assessment form and send this to the Head of Department for signing, (with a copy to the Executive Officer - Dee Parker). Without completing and submitting the form, and having the form approved and returned, travellers may not be covered by the University’s travel insurance policy and providing any assistance in the event of an accident or illness becomes highly problematic. Please note that this policy and process applies even if the travel is arranged and paid for by another institution or organisation – they are unlikely to have arranged travel insurance, and so staff must still complete and submit a Pre-Travel Risk Assessment form to ensure they are covered by the University’s travel insurance.

Details of the University Travel Insurance policy (including the policy number) are available here.