Book Travel

Prior to booking any travel arrangements, authorisation to travel and authorisation of the costs must be obtained from the delegated budget holder

Staff can book their transport and accommodation through the approved University Travel Management Company and further information can be found on the Finance Office webpage.

Staff should be familiar with the contents of the Expenses Policy and further information can be found on the Finance Office webpage.

If you are not booking through the University Travel management Company, ensure that you book through a recognised travel agency and where possible, book all tickets in advance from this country. 

Accommodation Tips

  • If possible to do so, organise accommodation in advance and confirm your reservation in advance of your arrival.
  • Book into a good standard of accommodation whenever possible. The approved University Travel Management Company (TMC) will have preferred suppliers with agreed standards of safety however if it is not possible to book through the TMC then book through a travel agent who performs basic safety management checks.
  • When booking accommodation, check where possible that it has basic safety precautions in place, such as:

  • fire safety arrangements - smoke detectors, signed fire exits
  • personal security arrangements - 24 hour reception, taxi company booking service.
  • safe environment around the accommodation – good area of town, well lit


  • If possible, avoid a ground floor room and book one on the 2nd or 3rd floor to the 7th floor. Ground and first floor rooms are the easiest to break into and some countries do not have adequate fire arrangements (eg. fire escapes) above the 7th floor.
  • After you arrive, check where your nearest fire escape is and check the number of doors (and on what side/direction) between your room and the fire escape. If the fire alarm goes off and you cannot see where you are going due, for example, to dense smoke then you may get disoriented - tapping along the wall to feel the number of doors and direction will assist you in following your planned escape route.
  • Ensure your room has a window however do not leave it open, especially if your room is on the ground floor or has a balcony.
  • Never leave your key where someone can note your room number
  • Remember to lock your room door even when you are inside the room.
  • If you feel unsafe or insecure in your room or hotel then please ask for a change.

Travel Clinic (Staff)

The Staff Travel Clinic provides staff that travel as part of their work at the University with an individual health assessment, travel vaccinations and general travel advice. In some circumstances, a post-travel health appointment might be required. 

You should self-refer to the Staff Travel Clinic if you:

  • Are a member of staff travelling to an International country (i.e. outside UK & Europe) Note: If you are travelling to the same place on a regular basis, you do not need to attend for every trip unless there are any health concerns, your health condition changes or if any vaccine boosters are required.
  • Travel within the UK and Europe on a regular basis and have an underlying health condition which you feel may be affected by this situation or
  • Travel within the UK and Europe and the work activity exposes you to an additional risk (e.g. blood borne virus)

To arrange an appointment, complete the Referral for Overseas Travel Form‌ and send directly to The form should ideally be submitted at least 6 – 8 weeks before the expected date of travel, to allow sufficient time to complete any required course of vaccinations.

On receipt of the referral form the OH team will be in touch with you directly to arrange an appointment time at the Clinic. Appointments are normally face-to-face, but can also be arranged on a telephone basis. Staff based at GCU London will always be offered a telephone consultation and advised of the arrangements in place for local vaccinations.

The health assessment normally lasts 45 minutes and involves assessing your health status along with the risks of the area being visited and the activities undertaken. Based on this, the OH Advisor will determine your fitness to travel, provide the recommended immunisations and discuss and advise you on any identified risks.

Please click on the below short video for further information on the travel clinic.


Staff are advised to contact Occupational Health on return from overseas travel if any health issues arise during or within 3 months of return. 

Travel Clinic (Students)

Many GP surgeries have a Travel Clinic service that will provide advice and vaccinations prior to travel overseas. If this is not provided, then the following clinics are available in Glasgow and surrounding areas:

The Travel Clinic Glasgow 

Superdrug Travel Clinics 

Boots Travel Vaccinations and Health Advice Service Travel Vaccinations and Health Advice Service 


University Travel Insurance

The University has a Travel Insurance Policy that covers both staff and students who are required to travel on University business on a UK or overseas trip.

Please visit the Finance website for further information on the Policy, emergency numbers and how to make a claim. 

Travel Tips are also available at


Emergency Details Form

The University requires a central log of all travel for business continuity purposes, therefore the person travelling or the lead traveller of a group must email a copy of the Emergency Details Form‌ for every overseas trip to

This should be submitted as soon as possible following approval of your trip and at the latest one week prior to travel.

If any emergency contact details change then please ensure the up-to-date information is resubmitted.



Online Travel Awareness Course

When travelling overseas on University business, it is important that you avoid risks and return home safely. As such, we have 6 short online course modules, provided by Drum Cussac, to provide you with lots of good tips that you can use to keep you safe.

Each module can be viewed at your own pace as often as you need to and the scenario based content can be completed separately on your desktop computer, laptop or smart device to fit around busy work schedules.

It is recommended that all travellers complete the following modules:

  • Basic Travel Awareness (30 minutes) and
  • Female Traveller Security (9 minutes) – for female travellers only

 You can also select one or all of the following modules, depending on the risks identified through your overseas travel assessment:

  • Information Security Abroad (10 minutes)
  • Natural disasters (7 minutes)
  • Avoiding Bribery and Corruption (6 minutes)
  • Kidnap for Ransom (7 minutes)

Staff can self-register onto the course, by clicking on the following link Self-Register then enter your email address (username) and set a password of your choice.  Prior to self-registration, please refer to Drum Cussac’s privacy policy for details of the use of your personal information.

Once you have self-registered, you can login to the Travel Prepare course with the username/password created at the self-registration stage.

Once you complete a module, click on the ‘back’ button on your browser – this will take you back to the main dashboard to select the next course module.

For students, staff can access the course and show the course to groups of students in a classroom session via a projector screen. If you have individual students travelling and wish them to access the modules, please email and we’ll try and accommodate this if possible.

A summary of the content of each module will be displayed when you access the main Travel Prepare webpage however please click on the following for a quick summary of content Travel Prepare Course - Quick Summary of Content.

Please click on the following short video for some travel tips from the GCU Recruitment & Marketing Manager.


Online Advanced Security Training for High or Extreme Rated Destinations

This online, interactive learning facility is available for staff and students travelling to high or extreme rated destinations and can assist you in understanding the security risks involved. 

Visit the UMAL website.

When first accessing the facility, users will need to click 'Register' and enter their details to create their own unique account.  They will then be taken to the training hub and can click on the 'Advanced Security' box to launch the e-Learning.  This consists of bite-sized modules, which include a brief introduction and 5 modules, followed by a summary.  The modules are: 

  • surveillance awareness
  • Journey planning and preparation
  • Reaction to an incident
  • Introduction to kidnap
  • Kidnap survival

In each module, users should follow the on-screen instructions.  When each page is completed, click 'Next' to move on.  Upon completion of all pages in the module click 'Home' to return to the main screen and select another module.

As users complete each module their progress is saved so they can come back to it at a later stage if needed.  When logging back in, users will be asked if they wish to return to their previous 'location bookmark' to continue with the course from the point that they last reached.

At the conclusion of the training users can click 'Certificare' at the top of the screen to print a personalised certificate of completion.

There is also a toolkit with links to a number of useful documents and websites.

Checklist Before You Go

Travel Clinic

  • Ensure you have attended the Travel Clinic (if required) and all your vaccinations are up-to-date


  • Ensure that an up-to-date detailed Travel Itinerary is left with your School or Department as per local protocols and leave a copy with a friend or family member 

Emergency Details Form

Agree Check in times

  • Agree check in times with your named contact (eg. line manager), for example, when landing at each new destination, daily and on return to the UK to let them know you are safe and secure. Also agree mode of communication, for example, text and have another form of communication should mobile technology fail, for example, use email etc

Travel Alerts

  • Track any changes from the travel alerts up until the time of travel. If the situation changes (eg. level of risk increases), the travel approver must be informed and the updated assessment submitted as part of this process.

 Mobile phone

  • If taking a mobile phone, check with the network provider for compatible operation before departure, ensure it is fully charged and that ‘roaming’ is enabled
  • Add  useful numbers such as the local police, British Embassy or Consulate into your mobile phone


  • Ensure you have a copy of all the emergency numbers you need for your trip, for example, insurance, travel company, British Embassy etc.
  • Ensure you take copies of your passport and any necessary visas with you on your trip and leave a copy with a friend or family member in case of emergencies
  • Ensure you are aware of the procedures to undertake in the event of an emergency
  • Consider and arrange back up plans in case of unexpected changes to your travel plan

Female Travellers


  • Ensure any required training has been completed


  • Ensure you have a valid passport (minimum of six months at return date), any necessary visas and have a photocopy of both

European Health Insurance Card

If you are travelling within the EU, ensure you get a European Health Insurance Card (EHIC). This will entitle you to free or low-cost treatment for medical problems. Details of how to apply for this can be found here

In-country preparations

  • Make sure your UK driving licence is current and valid. Some countries require you to hold an International Driving Permit (IDP) with your UK licence
  • Pre-organise airport collection - where possible, for higher risk countries or where recommended by the Foreign and Commonwealth Office (FCO), organise a named contact to meet you at the airport
  • Have a copy of the Hotel name and address on your person in case of any language barrier
  • Make yourself aware of local customs and dress codes, particularly if visiting religious sites, markets and rural communities (check the FCO website and the International Office can be contacted for further information)
  • Make yourself aware of local scams that operate (check the FCO website and the International Office can be contacted for further information)