Finance


Your role in travel

Traveller

  • To have discussed the trip with line manager beforehand and to ensure trip is in agreement with terms and conditions of a Research grant.
  • To have completed a risk assessment prior to booking.
  • By requesting/booking the requester is confirming that they are fit to travel. If circumstances change post booking the Traveller has a duty to cancel the trip or discuss with their line manager. This may also involve the Insurance Department.
  • When away on University business, behave in an ethical manner and do not take any risks (Behaviour).
  • If the actual activity or location on the trip could be hazardous then this must be discussed with Insurance Services (e.g. handling explosives/poisons. Country risk is dealt with as part of the booking process).
  • To load the TMS travel App onto your mobile device. This will greatly assist information flow, be it a simple gate change or security advice.
  • If for any reason you are unable to take up a booking you must contact your arranger or cancel yourself (if self–booker) as soon as possible. At the time of booking the terms and conditions will have been advertised so you will know if a refund is possible.
  • Respond immediately whenever contacted by the University during the trip. The University may have to contact you as part of crisis management out of its duty of care to staff and this requires replication from any persons travelling on behalf of the University..

Administrator

  • Assist with profile set up and access rights: look not book v booker.
  • Create non-staff profiles.
  • Periodic access right reviews.

Booker

  • Use TMS to book trip. For any variation to what is offered on-line contact the TMC helpdesk.
  • Ensure any traveller special requests are being met.
  • Select trip that fits time and represents best value for money.
  • Input Trip justification to make clear to any budget holder or audit inspection to what the trip relates.
    • Entering ‘Meeting’ ‘Conference’ is not sufficient.
    • “Meeting at University of x’ with Project partners’ ‘Conference on Payment Security’ is more appropriate.
  • If trip includes an out of policy condition, this must be justified. Booker will be prompted to justify such bookings as part of the booking process and this will appear on notifications to approvers.
  • Ensure any credits for cancelled trips or for any claims for flight delays materialise.
  • Create basket and pass to arranger.

Arranger

  • Liaise with traveller for any matters arising during the booking process.
  • If responsible for tickets, ensure traveller receives these in good time.
  • For flights you will receive request to approve (except budget airline) be satisfied the trip is within budget and also if the purpose of the trip is appropriate.
  • For most bookings you will receive confirmation trip has been booked. Although no action is necessary in order for the booking to process, for control purposes this ‘soft’ approval is of equal importance to one that trigger the booking in order for the University to fulfil its duty of care. The University has selected a soft approach so as not to be detrimental to the overall travel booking process. If you are not satisfied the trip is appropriate for the traveller or the trip is outside of budget there may still be time to cancel (refund). Please do contact the Helpdesk if a cancellation is required but you must discuss with traveller first.
  • As budget holder you will be accountable for all expenses flowing through your activity codes. You will receive a monthly report covering all activity on your activity codes. If you identify any abnormalities please refer to the Helpdesk

Line Manager

  • If you have any concerns as to a travellers wellbeing to travel, please take up with the incumbent and include Insurance services if need be. The University has a duty of care that staff is fit to travel. Not activing on knowledge would be a risk to the University should an unfortunate event occur.

Approver

  • For flights you will receive request to approve (except budget airline). Be satisfied the trip is within budget and also if the purpose of the trip is appropriate
  • For most bookings you will receive confirmation trip has been booked. Although no action is necessary in order for the booking to process, for control purposes this ‘soft’ approval is of equal importance to one that trigger the booking in order for the University to fulfil its duty of care. The University has selected a soft approach so as not to be detrimental to the overall travel booking process. If you are not satisfied the trip is appropriate for the traveller or the trip is outside of budget there may still be time to cancel (refund). Please do contact the Helpdesk if a cancellation is required but you must discuss with traveller first.
  • As budget holder you will be accountable for all expenses flowing through your activity codes. You will receive a monthly report covering all activity on your activity codes. If you identify any abnormalities please refer to the Helpdesk

Helpdesk

  • First point of contact for any issues in regard to booking or matter arising during trip or anything technical to do with the TMS or its tools.
  • Contact direct for price match issues. Key Travel will keep a log off all requests along with actions agreed.
  • Sanity check on user profiles. E.g. only staff members have booking rights; ‘Arranger’ access not requested inadvertently. It is expected profile set up containing personal information is limited to profile and TMS for data-protection purposes.
  • First port of call for set up issues / training issues/ access/Approver queries and requests. (Access or codes or approvals).
  • Management of approvals that flow to the 3rd level. Need to contact an approver and not who/time/date in comments when approving the trip.

Process Owner

  • Manage the SLA with the TMC and review complaints.
  • Set in place robust review process to identify risk in the TMS bookings.
  • Escalation point for complaints.
  • Check the Charges from TMC are up to date and in line with contract.
  • Appoint Travel Directors that have approval ability to cover for urgent bookings.

Insurance

  • Process in place to issue certificates, including review of travel to risk areas.
  • Clear terms and conditions of travel insurance on website, available before booking and advised during booking process.
  • Confirm University contact point in the event of a crisis be it home or abroad. Expected any such incident will notified first by the TMS but University will have a duty to undertake a process of assurance that all members of students and staff are accounted for.

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