Booking Travel

The HetSys CDT is funded by two separate EPSRC grants. HetSys I funding sits under Physics and HetSys II funding sits under Engineering.

Due to this, the process for booking travel and conferences is different dependant on your cohort. Please click on the correct section below:

Booking Travel

University Travel Booker

The University approved travel agent is Key Travel.Link opens in a new window

The approved travel agents are appointed annually by the University. These arrangements offer some administrative savings and in the longer term will allow the University to negotiate more favourable rates for air travel. The quotes from the agent include a transaction charge. When weighing up the cost quoted against another provider, do not underestimate the cost of your time in finding and booking the flight and the admin team time in processing and approving the expenses claim. Also bear in mind that the travel agent provides 24 hour support and will organise and bear the cost of making alternative travel arrangements should that be required.

How to get in touch with Key Travel

The dedicated booking team can be contacted as follows:

Warwick@keytravel.com

Tel: 0161 819 9812

Standard business hours are 8.45am to 5.30pm Monday to Friday.

24/7 Emergency Assistance

The emergency out of hours number is 0207 8439602 - travellers should take this number with them on all trips noting that it should be used for emergency queries only.

Visa applications can be processed through the travel agent or directly (and less costly) through CIBT.

HetSys I - cohorts 1-5

Key Travel will close your account after periods of inactivity. If this happens follow the steps they email you to reactivate your account. We can't do this for you.

Book in plenty of time, flights and hotels are more expensive and availability is limited the later you leave it.
You will need to obtain the support of your supervisor, approval of the HetSys Directors and complete the
conference attendance form before booking any travel.
Make sure you know where you need to travel to, your RTSG project code and that there is sufficient budget to cover your trip.
Travel and accommodation MUST be booked via Key Travel if more than £1000, or to a destination outside of Europe. Travel and accommodation of less than £1000 in the UK or Europe may be booked direct or with a departmental credit card. Any exceptions need FinRegs approval (contact HetSys@warwick.ac.uk).
Find the flight/hotel/train you want. Use the online or offline options to find and if possible hold the travel options you need. You can do this via the approved travel agent: Key TravelLink opens in a new window.
Then you should raise a Purchase Order (PO) in Opera. Follow the instructions at Travel: How to raise a P urchase order.
Once this is signed off a purchase order will be sent to you, use this to confirm your travel booking on Key Travel.
If the amount changes between requesting a quote and receiving your purchase order, please go ahead and book regardless. It will be amended later.
Complete the Notice of Overseas Travel form before travelling outside of the UK. Each student is responsible for submitting their own form for each trip involving travel outside of the UK.
Complete a pre-travel risk assessment for the trip, and have this signed by your supervisor.

How to use Key Travel How to use Opera Conference Attendance Form

HetSys II - cohorts 6-10

Engineering Finance will set you up with a Key Travel login when you arrive at Warwick. Key Travel will close your account after periods of inactivity. If this happens follow the steps they email you to reactivate your account. We can't do this for you.

For a guide to using Key Travel click here.

Book in plenty of time, flights and hotels are more expensive and availability is limited the later you leave it.
You will need to obtain the support of your supervisor, approval of the HetSys Directors and complete this
conference attendance form before booking any travel.
Make sure you know where you need to travel to, your RTSG project code and that there is sufficient budget to cover your trip.
Travel and accommodation MUST be booked via Key Travel if more than £1000, or to a destination outside of Europe. Travel and accommodation of less than £1000 in the UK or Europe can be booked direct or with a departmental credit card. Any exceptions need FinRegs approval (contact HetSys@warwick.ac.uk).
Find the flight/hotel you want. Use the online or offline options to find and if possible hold the travel options you need. You can do this via the approved travel agent: Key TravelLink opens in a new window. Sent this quote to either Jin Kang or Sarah Jarratt for processing.

Key Travel Portal How to use Key Travel Conference Attendance Form

Please note...

With changing requirements around overseas travel, please build the following steps into your travel preparations

Check you are covered by the University's travel insurance policy and are aware of the exemptions;
Ensure you are only taking items of IT to be used for University business which comply with minimum University IT security requirements;
Ensure you are clear on UK export control regulations.
Check your Visa requirements and particularly the rules for the USA and China. Visa applications can be processed through the travel agent or directly (and less costly) through CIBT.
Once you submit your thesis your funding ends and you will not be able to claim any expenses after that time.
Please note that Airbnb bookings are not permitted on UKRI funded awards due to Health and Safety concerns and should not be booked under any circumstances.