How to book Business Travel

Whilst it is recommended that travel is purchased via the University's appointed Travel Management Company (TMC) this is not mandatory.  If best value for money can be achieved by booking directly with the transport carrier and/or hotel, the expense claim route may be used.  Booking via the TMC will use the University's purchasing system (PECOS) and will remove the need for an expense claim to be submitted.

The University’s appointed Travel Agent for the supply of Business Travel is STA Travel.

Booking via the TMC

All Travel must be booked by the allocated travel arranger within your school or department who has been trained on the portal 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 contact the PECOS/Administrative contact for your School/Department or email procurement@gcu.ac.uk

Travellers wishing to check prices or review options prior to requesting a booking to be made are advised to check the recommended comparison sites which can be accessed here - Comparison sites.

When using the appointed TMC there are two options to book your Travel;

1. Online - Self-booking took (Recommended option)

The Travel Agent has provided access to an online self-booking system.  This is the recommended and most cost efficient way to book travel and should be used for as many travel bookings as possible.    

Using the online self-booking tool is a two-step process; PECOS will remain as the primary approval routing and all travel bookings will require a purchase order number in order to be completed.

The process is outlined below.  If you are experiencing any problems or encountering errors whilst using the Online self-booking system please contact STA Travel on 0333 321 3101 or onlinesupport@statravel.com

Step 1 Self-booking

  • The Traveller should notify the allocated Travel Arranger within their department of their required transport or accommodation needs
  • The Travel Arranger should Log into the Online self-booking system to arrange the Travel at

https://e-travelmanagement22.amadeus.com/login/GCU

  • The TMC's online self-booking system will show the travel options and prices.
  • The options and prices online are set up to reflect the Expenses Policy.  'In policy' results will be highlighted by a green shield.   'Out of policy' results will be highlighted by red shield and will require justification in order to continue with the booking.
  • The options and prices should be agreed with the person travelling.
  • A requisition will be raised on Pecos (see step 2 below) which will allocate a Purchase Order number and the requisition will go for approval in PECOS. This Purchase Order number also needs to be confirmed in the online booking system so the booking can be confirmed with the TMC.  
  • Further guides on how to use the self-booking system can be accessed here.

Step 2 Raising requisition on Pecos

  • For University Travel requisitions a Purchase Order number is required to book the travel when using the Travel Agents online booking system for travel.
  • Instructions on how to raise a PECOS order for travel can be found here
  • All travel orders should be receipted immediately and not when the travel is taking place.  A Goods Received Note is therefore not needed to be entered for Travel purchase orders

If you have any problems using Pecos please contact pecoshelp@gcu.ac.uk

2. Offline - Contacting the appointed Travel Agent via email/phone

Travel can be booked directly with STA Travel by email or telephone.  When booking travel with STA Travel we do however recommended using the online self-booking tool as this is more cost effective than using email or telephone.  The offline route is only recommended for complex bookings or bookings where the travel is within 24 hours.

Step 1 Contact the Travel Agent

  • The Travel Arranger, using the information below would contact the dedicated travel booking team on 0333 321 3101 and ask to speak to the Explorers Team or email gcu@statravel.com to arrange the Travel.
  • The TMC will come back with the various travel options and prices.
  • These options and prices would be agreed with the person travelling.
  • A requisition will be raised on PECOS (see step 2 below) which will allocate a Purchase Order number and the requisition will go for approval in PECOS. This Purchase Order number will be confirmed to the TMC by the Travel Arranger so the TMC can proceed with the booking.
  • When contacting the TMC please have the following information to hand:
    • Passenger name(s) (as shown on their passport
    •  Route/ dates/ Times
    • Number of passengers
    • Special requirements (excess baggage)
    •  Purchase Order number

Step 2 Raising requisition on Pecos

  • For University Travel,  a Purchase Order number is required when using the Travel Agents offline route for booking for travel.
  • Instructions on how to raise a PECOS order for travel can be found here
  • All travel orders should be receipted immediately and not when the travel is taking place.  A Goods Received Notes is therefore not needed to be entered for Travel purchase orders

If you have any problems using Pecos please contact pecoshelp@gcu.ac.uk

Emergency Contact and Out of Hours

STA Travel operate a full 24/7 emergency and out of hours line to ensure that wherever you are, and within whatever time zone, you can speak to a real person to assist with your business travel.

In case of an emergency please call 0333 321 3101 and you will be forwarded to STA's Global Travel Help team.

Access and Training 

Assigned Travel Arrangers must complete the training before they can be given log in details to the portal.   STA Travel provides regular training on their online booking tools which can be completed as a face to face session, online webinar or by accessing a range of user guides and YouTube videos.   Please contact procurement@gcu.ac.uk to find out when the next session will run.

Transaction Fees

STA Travel charges a transaction fee for bookings.  The fees charged by STA Travel are very competitive, and have been evaluated as part of a UK wide HE tender process

Details of the STA Travel fees can be found on the Procurement Sharepoint site 

Glasgow Hotels 

Glasgow Hotels should not be booked through STA Travel.  For these Glasgow Caledonian University has partnered with a variety of hotels in the local area providing the University with reduced rates for accommodation in the city. Details on this and the brochure can be found here.

Special Conference Rates

Where you are attending a Conference Event in another part of the UK or overseas, STA Travel will be unable to access the preferential rates that are negotiated as part of a Conference event. In these instances, these hotels should be booked outwith the STA Travel process via the expense route or invoiced to the University

If you have any other queries in relation to Travel Management please contact procurement@gcu.ac.uk