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 is currently evaluating potential new travel partners and a further update will be provided in due course

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;

Emergency Contact and Out of Hours

 The University is currently evaluating potential new travel partners and a further update will be provided in due course.

Access and Training 

Assigned Travel Arrangers must complete the training before they can be given log in details to the portal. Please contact procurement@gcu.ac.uk to find out more.

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