How to book Business Travel

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). At this moment the University has appointed a temporary TMC and is currently undertaking a tender exercise to appoint a new provider.

The temporary TMC is Key Travel. All travel bookings must be made by telephone,  calling 0161 819 8900.

Booking via Key Travel will use the University's purchasing system (PECOS) and will remove the need for an expense claim to be submitted.

Making international travel bookings using University credit cards or using the expenses system to reclaim later is no longer permissible.

Booking via the TMC

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 contact the PECOS/Administrative contact for your School/Department or email procurement@gcu.ac.uk

Travel within the UK

Travel throughout the UK is currently legally permitted. Any University-related travel must be necessary for work or study purposes and must be done in accordance with any national rules on travel, including guidance on distancing, use of shared vehicles and accommodation.

Authorisation for UK travel must be gained via local line-management, prior to travel.

Group Travel 

Please note Group booking requests (more than 10 people) should be directed to the Key Travel Groups team – groups@keytravel.com, 0161 819 8935.

All other booking requests should continue to go through the Opal team – opal@keytravel.com, 0161 819 8900.

International travel

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).  As a temporary arrangement, Key Travel will be the provider of this service while the University completes a tender exercise to appoint a new TMC in the coming months.

The University is working on the principle that any international business travel from the University will only be able to proceed if all the factors below are addressed: 

  1. 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 (travel for COVID-related research may fall within this category).
  2. The Scottish and UK Government Public Health guidance must permit such travel to take place.
  3. An Overseas Travel Risk Assessment must be completed. See template and guidance on completing the risk assessment. The risk assessment must be agreed and signed off by both line manager/ supervisor and Dean/ Director prior to travel.
  4. In-country government guidance around COVID-19 related health and safety must be observed.
  5. 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.
  6. The borders/ government of host countries (UK or international) must be open to/ permit travel of this nature at the planned arrival date.
  7. Any partner institution supporting, or hosting activities must allow such visits by the proposed start date.
  8. Any host organisation must outline contingency plans in the event of a possible significant outbreaks.
  9. 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 work.
  10. 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

Emergency Contact and Out of Hours

Key Travel details can be found in our Welcome to Key Travel leaflet.

Transaction Fees

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

Glasgow Hotels 

Glasgow Hotels should not be booked through travel agency. 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, you 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 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