Insurance & Travel
Travelling on University business
Any University-related travel must be necessary for work or study purposes, and authorisation must be gained via local line management prior to travel.
All bookings should be made in accordance with the University's Climate Conscious Travel & Expenses Policy, which can be accessed on our policies and guidelines pages.
Information and resources to support staff and students to travel overseas safely are provided on the Overseas Travel pages. This page details the procedures for booking and raising requisitions for University travel, which forms part of the Pre-travel stage.
The University has a duty to ensure the health and safety of its staff and students when travelling on university business.
As part of the measures to ensure that these responsibilities can be met it is mandatory that all international business travel is booked through the University’s Travel Management Company (TMC), Clarity Travel Ltd.
Making international travel bookings using University credit cards or using the expenses system to reclaim later is no longer permissible. Bookings via Clarity will use the University's purchasing system (PECOS) and will remove the need for any expense claim to be submitted.
All international business travel must be booked by the allocated travel arranger within your school or department who has been trained to search and book flights, hotels, rail and other services such as visa applications. If you are unsure who your appointed travel arranger is, please speak to your Head of Department.
Before requesting a booker to make a booking for them, all travellers should review their own profiles on the Clarity portal and ensure their information is complete and up to date.
To access the portal and update your details, please follow the link here and login using the username@gcu.ac.uk format (e.g. AAA1@gcu.ac.uk). If you are logging in for the first time, you should enter your e-mail address (in the format username@gcu.ac.uk ) and choose the Recover password option to generate a password reset e-mail.
Travel bookings should be made using the online Go2book tool or via your designated Clarity branch.
Go2book -Self-booking tool – Home - Go2Book
If you have any issues logging in, please contact workforcesystems@gcu.ac.uk.
For any other support using the Go2book tool or changes to bookings made on Go2book, please call 0330 014 6079 or email onlinehelp@claritybt.com
To speak with a member of your Branch booking team please call 0333 010 2163 or email universities@claritybt.com
For any group bookings (more than 10 travellers) please contact the Clarity meeting and events team on conference@claritybt.com
New Travel Bookers
If staff members require access to book travel, please contact workforcesystems@gcu.ac.uk to request a ‘Booker’ profile. Please note it may take up to 2 working days for your access to be set-up.
Please find User Guide on How to book: Hotel; Flight; Airport Parking; Rail Journey. Please also find useful training videos below on how to use the Go2Book system.
Go2Book Introductory Training
Introductory step by step guide to using Go2book for travel bookings
All emergencies and post trip complaints are managed by our dedicated Clarity customer service team. Please email customerservice@claritybt.com or call 0333 014 6074
International business travel from the University will only proceed if all the factors below are addressed:
- Specific higher-level authorisation for essential travel MUST be obtained for each individual trip in addition to the procedures below. This written authorisation must be sought from Dean or Director level, prior to booking, and will only be granted if the trip is for essential business purposes
- The Scottish and UK Government Public Health guidance must permit such travel to take place.
- An Overseas Travel Risk Assessment and Emergency Details Form must be completed. See template and guidance here. The risk assessment must be agreed and signed off by both line manager/ supervisor and Dean/ Director prior to travel.
- In-country government guidance around COVID-19 related health and safety must be observed.
- Appropriate attention must be paid to COVID-19 reduction measures in accommodation and during group and private transport such as required physical distancing, hygiene, and cleaning processes.
- The borders/ government of host countries (UK or international) must be open to/ permit travel of this nature at the planned arrival date.
- Any partner institution supporting, or hosting activities must allow such visits by the proposed start date.
- Any host organisation must outline contingency plans in the event of a possible significant outbreaks.
- Consideration must be given to the impact on the host country and local area, particularly rural communities, of the activity and associated risk of virus transmission to the community. Organisers must ensure that there is no adverse risk, including reputational risk, associated with carrying out the activity.
- There is sufficient cover in place to manage financial and health risks effectively through insurance or other contingency funding. Any approved travel must adhere to the government guidance, in the UK and the destination country, at the time of travel. Any emergency medical costs relating to COVID will be covered under the travel insurance policy, however, any cancellation, disruption or rearrangement costs as a result of COVID-19 will not be covered. For any questions, please contact insurance@gcu.ac.uk This travel insurance policy can be accessed by all staff and students who are required to travel on University business on a UK or overseas journey.