Sustainable Travel Guidance
Purpose
The purpose of this Sustainable Travel Guidance is to integrate climate conscious business travel into the processes of the University, while supporting the Warwick community to make climate conscious decisions when planning their travels. This guidance intends to ensure that all travel undertaken under the Financial Principle 16 considers the environmental, social and economic impacts.
Scope
This guidance applies to all academic and non-academic staff who undertake travel on behalf of the University, and sets guidance for how to undertake all local, national and international travel minimising environmental impact.
Principles
The HMRC defines business travel as journeys which employees have to make in the performance of their duties.
The University is committed to:
- Economic Responsibility: Ensuring value for money, and financial burden on staff by strongly promoting booking through the Travel Management Company (TMC), as well as the potential savings available from forward planning and economy class travel.
- Environmental Responsibility: Encouraging the consideration of travel modes that minimise environmental impact, following the travel hierarchy as depicted below, and recognising the increased environmental impacts of upgraded travel.
- Ethical and Social Responsibility: Supporting staff with medical and caring considerations to ensure that suitable travel options are available and can be approved prior to travel.
Travel Hierarchy
Implementation
In accordance with FP16 - Travel, Subsistence and Other Staff Related Expenses V001 , Approved FGPC 12/11/2025
This guidance aims to highlight the economic, environmental and social considerations that are embedded with FP16, which include:
- It is recommended to use the Travel Management Company (TMC), as this offers greater flexibility with fares, increased insurance, and better reporting.
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It is recommended to use the Travel Management Company (TMC) as they offer immediate 24/7 support for travellers as live locations are known.
- It is recommended to plan to initially plan to travel from Birmingham (BHX), if routes are available, to minimise the international travel time.
- It is recommended to prioritise increased UK travel rather than increased international travel if multiple route options are being considered.
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It is recommended to undertake direct air travel as this is more carbon efficient, and therefore minimises the environmental impact.
Local Transportation Guidance is intended to support staff who have to travel within 100 miles of their workplace, within the mainland of Great Britain, and for less than 72 hours.
FP16.3.2 Public transport
In line with the University’s commitment to economic and environmental sustainability, public transport should be used wherever practical. This includes local buses, coaches, rail, private coaches for group travel, and underground and metro services.
In accordance with FP16, all employees are encouraged to arrange UK rail journeys through the TMC (Key Travel). Rail must be standard class, and staff are encouraged to book train tickets in advance, as this offers significant financial savings.
FP16.3.5 Car Hire
The University has a fleet of Car Club hybrid vehicles, based at main campus, that can be used for business travel where trips are under 72 hours.
Where possible, staff travelling to the same meeting/event should travel together in the same vehicle, as car sharing could offers financial savings, and environmental savings.
Car Club vehicles are the default when booking Car Hire, and can be booked through the Car Hire portal. Fuel purchased may be reclaimed by completing an expenses form and producing an original receipt. Further guidance on the Car Club and Car Hire is available viaTransportfleet@warwick.ac.uk
FP16.3.6 Use of Taxis
Where no other form of transport is available or suitable, short journeys by standard taxi will be reimbursed subject to the provision of receipts.
The reasons for using taxis must be given when reclaiming the costs involved and submitting invoices for payment. Under no circumstances will taxis be approved for social or non-business activities.
FP16.3.3 Business MileageWhere possible, staff travelling to the same meeting/event should travel together in the same vehicle. Car sharing could offers financial savings, and environmental savings - car sharing from a similar domestic location further than 10 miles from campus could be considered a reasonable business case for utilising a private vehicle.
Employees may choose to drive their own private vehicles if there is not availability through Car Hire and they operate a EV or hybrid vehicle.
Where no suitable public transport is available and employees choose to use private vehicles to travel from home on University business, mileage claims may only be made for business journeys that are more than 10 miles longer than the employee’s ordinary commute. If other cheaper forms of transport are available, the reimbursement rate may be reduced to the lower rate per mile. The maximum reimbursement for business mileage will be at the rates shown on the Expenses website
Good Practice Examples
It is recognised that travel decisions undertaken as business travel may differ from those undertaken in personal travel.
Therefore examples for commonly questioned destinations are provided.