Travel

Travel

Students should please visit the PG Travel Information page for detailed travel guidance:

PG Travel InformationLink opens in a new window

Any students travelling away from the University for conference of research purposes should ensure that they keep their supervisors informed of their travel plans. Students need to provide a schedule of their movements, contact details and an outline of how they will keep in touch with supervisors if away for a significant period.

Any travel bookings funded by the University will need to be permissible under University Financial Regulations.

Funded students should first check with their funding provider for authorisation to use the funds and for any details of restrictions or conditions.

Any students making travel arrangements that are to be paid by University funds should note the following important points about travel booking:

• All expenses claims should be submitted within 3 months of the expense being incurred
• ALL overseas travel (outside of UK and EU) bookings MUST be made via the University Travel Agent, Key Travel
• Any travel and accommodation booking in the UK and EU which total more than £1000 need to be booked via the University’s authorised travel agents, Key Travel
• The Finance Office have regulations regarding Airbnb accommodation bookingsLink opens in a new window
• Expenses claims submitted near the end of the financial year (31st July) must be received by no later than the end of the 1st week of July.

For full details of allowable expenses, please refer to the expenses guidance provided by the Finance Office

https://warwick.ac.uk/services/finance/resources/regulations/fp16/#16.3Link opens in a new window

AirBNB Bookings

The use of Airbnb or equivalent self-catering accommodation is discouraged both in the UK and overseas. However, if there is no alternative accommodation e.g., a long-term placement at Warwick, suitable checks should be made to ensure the accommodation is fit for purpose. Applicable guidance on accommodation requirements can be found in section 9 in the Overseas Travel Process And Guidance at the University of WarwickLink opens in a new window document.

Risk Assessments

If you are travelling on University business to an overseas territory you are required to complete a risk assessment prior to travelling. It is the responsibility of the person travelling to ensure they have completed a risk assessment before making any travel bookings. You are also advised to visit the Foreign Commonwealth & Development Office to check travel advisory details for individual countries.

Any work overseas (including PGR students) will be covered by the University’s travel insurance policy (which includes medical cover) on approval of the risk assessment form. Please refer to the Overseas Travel Insurance page for further information and policy information details.

To access the form and for further details, please visit:

https://warwick.ac.uk/services/gov/riskmanagement/travel_risk_management

If you require any advice on completing this form, please speak with the Departments executive assistant Emma RussellLink opens in a new window in the first instance. Any completed forms should be sent to Emma for approval prior to travelling

Change of study location

If students are planning to study away from the University, then this should first be discussed with your supervisor and then the Department notified via e-mail to pghistoryoffice@warwick.ac.uk.

Any students studying at Warwick on a Student Visa who may be planning to study away from the University for a period of more than three months will need to complete an official Change of Study Location notification to the Student Records Department, as the change of location will need to be reported to the Home Office. For full details and links, please refer to the Student Records guidance on Change of Study LocationLink opens in a new window.

Any visa students leaving the UK for less than 3 months are required to notify the Department, and a local record will be kept on Tabula. Please send details of your travel dates and accommodation to pghistoryoffice@warwick.ac.uk.

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