FM ENV 017 Travel/ Transport - Environmental Management Procedure
Safety Health & Environment Section
Environmental Management System (EMS)
FM/ENV/017
Travel / Transport
Environmental Management
Procedure
June 2016
Version 3.0
Document review due: December 2017
Please Note – Prior to migration to SharePoint this document was on version 2.0.This is a
controlled document, please ensure you are using the most recent version available on the
UCLan intranet.
Page 1 of 19
FM ENV 017 Travel/ Transport - Environmental Management Procedure
Document History
Date
Author
Version
Description of modifications
19.01.09
C. Challen
0.1
Initial draft of document issued for review.
02.03.10
S. Buckland
0.2
Review and additions to initial draft.
16.03.10
C. Challen
0.3
Review alterations, develop content.
18.03.10
S. Buckland
0.4
Review alterations & prepare for peer review.
12.05.10
S.Buckland
0.5
Incorporated P. Morris’s comments.
15.05.10
S. Buckland
1.0
Final draft ready for authorisation.
15.12.11
C. Challen
2.0
Amendments to reflect changes to SD
governance structure. Changes to 3.1, 3.2 and
4.1 measures and controls to reflect current
practice.
Sept 13
S. Buckland
1.0
Migration to SharePoint and updated Hyperlinks
Dec 13
C.Challen
2.0
Updates to reflect collection of carbon emissions
June 16
C.Challen
3.0
Updates to reflect change in responsibilities for
travel and the introduction of the e-Travel
booking procedures
References
#
Title
Version
File Name
[1]
Environmental Aspects Register
3
FM ENV 004
[2]
Environmental Sustainability Policy
7
FM ENV 002
[3]
Newground Legislation Update
Service
[4]
ISO14001
2004
[5]
Travel Plan
20132018
[6]
UCLan Car Parking Strategy
https://product.legislationupdatese
rvice.co.uk/index.php
Not applicable
In development – see Nicola Duffy
Document Control
Authorised: Michael Ahern
Chief Operating Officer
Date
Approved:
Paul Morris
Director of Facilities Management
Date
Reviewed:
Michelle Cartmell
Corporate Travel Manager
Date
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
Reviewed:
Andy Coverdale
Business Services Manager
Date
Reviewed
Christine Edwards
Safety, Health and Environment Manager
Date
Reviewed:
Nicola Duffy
Property and Performance Manager
Date
Reviewed:
Jessica Livesey
Sustainable Travel Coordinator
Date
Author:
Clair Challen
Environment and Sustainability Manager
Date
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
Contents
1 Introduction
1.1 Purpose
1.2 Scope
1.3 Responsibilities
1.4 Travel Plan Executive Summary
1.5 Continual Improvement
2 Travel Hierarchy
3 Business Travel
3.1 Carbon Emissions Data Collection
3.2 Environmental Management Controls
4 Commuter Travel
4.1 Operational Measures and Controls
4.2 Carbon Emissions Data Collection
5 Visitor Travel
5.1 Operational Controls
6 Fleet Management
6.1 Operational Controls
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
1
Introduction
1.1
Purpose
This procedure describes the approach UCLan will take to manage and mitigate travel and
transport as a category of significant environmental aspects (FMENV004), within the
University’s Environmental Management System (EMS), to ensure the University’s
operations remain compliant with relevant parts of its:
 Environmental Sustainability Policy;
 UCLan Travel Plan 2013-2018;
 UCLan Strategy 2015-2020;
 Register of Environmental Legal and Other Requirements (see Newground Legal
Compliance Service), including;
o BREEAM Standards
o HEFCE Guide for Good Practice: Measuring Scope 3 Carbon Emissions for
Transport 2012
o Town and Country Planning Act 1990, as amended by the Planning and
Compensation Act 1991
o The Road Traffic (Vehicle Emissions) (Fixed Penalty) (England) Regulations
2002
o The Road Vehicles (Construction and Use) Regulations 1986, as amended
UCLan’s Environmental Aspects Register (FMENV004) identifies the University’s business
and commuter travel as having the most significant impact on the environment. These
aspects will therefore be the focus of our mitigation and management within the EMS.
However, as a matter of good practice we will also outline issues to be considered with
regard to fleet management as well as visitor travel.
Please note that detailed background, monitoring and measurement, key partnerships and
marketing information in relation to sustainable and active travel is located in the University’s
Travel Plan and annual modal action plans available from the Sustainable Travel
Coordinator.
1.2
Scope
This document applies to operations conducted from the University’s Preston campuses.
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
1.3
Responsibilities
These general responsibilities are summarized in the table below.
Further details of specific role responsibilities can be accessed in FMENV003 EMS Manual,
section 4.1.4 responsibility, roles, resources and authority.
Legal or other requirement
Responsibility
Operational control
Town and Country Planning
Act 1990, as amended by the
Planning and Compensation
Act 1991
Building Surveyors
(Development)
Sustainable Travel
Coordinator
FM ENV 017
UCLan Travel Plan
Planning Consent
HEFCE Guidance to Good
practice: Scope 3 Carbon
Emissions Transport
Sustainable Travel
Coordinator
Travel Office Staff
Travel Budget Holders
Finance BPU (Agresso)
FM ENV 017
BREEAM:
BRE Environment
Assessment Methodology
Building Surveyors
(Development)
UCLan Travel Plan
The Road Traffic (Vehicle
Emissions) (Fixed Penalty)
(England) Regulations 2002
Business Services Manager
(responsible for FM fleet)
FM ENV 017
The Road Vehicles
(Construction and Use)
Regulations 1986, as
amended
Manager(s) responsible for
School or Service vehicles.
FM ENVGN 013 Business
Travel and the Sustainable
Travel Hierarchy
FM Vehicle Replacement
Strategy
Annual MOT testing
1.3.1
Role Competence
Within SHE Training Needs Analysis databases, the training and development required by
the roles listed in section 1.3 are outlined to ensure adequate experience and competence.
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
1.4
Travel Plan Executive Summary
Scope
The Travel Plan addresses the following forms of travel and transport:
 Commuting journeys by staff and students;
 Business travel;
 Fleet vehicles;
 Visitor travel.
Objectives
The objectives of the Travel Plan are:






To reduce the environmental impact of the University's travel demands;
To encourage modal shift and reduce the dependence on solo car use;
To improve transport modes available;
To contribute to the health and well-being of staff and students;
To help reduce pressures on parking;
To be good neighbours.
Travel Plan Management
The implementation of the Travel Plan is managed by the Sustainable Travel Coordinator
who has the following roles:

Delivery of the University Travel Plan;

Develop annual modal action plans in support of the Travel Plan objectives;

Reporting progress and monitoring the Travel Plan;

Organiser and Chairperson of the Sustainable and Active Travel Improvement Group
(part of the EMS Governance);

Communicate and work in partnership with local authorities, transport operators and
relevant local organisations;

Central point of contact for Travel Plan matters.
The full Travel Plan is available on the intranet.
1.5
Continual Improvement
The University will monitor the implementation of the operational controls identified within
this procedure using a combination of internal audits and targets.
These targets will be part of a programme of improvement under an overall continual
improvement objective for travel and transport within FM ENV 020 Environmental
Management Plan. Each type of travel identified as a significant aspect will have an
associated target.
The detailed programme of improvement needed to achieve the central objectives for travel
and transport will be detailed and monitored via the Travel Plan. Improvements will be
measured through annual travel surveys.
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
2
Travel Hierarchy
The travel hierarchy is a useful framework for use within the University setting out the order
in which options for travel/ transport should be considered based on environmental impact.
It is hoped that the hierarchy will become the cornerstone of University travel management
over time as it becomes embedded.
Most Sustainable
Virtual
Conferencing
Walking or Cycling
Public Transport (Rail, Coach,
Bus)
Car Sharing (Fleet Vehicle/Hire Car)
Car Sharing (Private Car/Taxi)
Solo Occupancy Car
Air
Least Sustainable
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
3
Business Travel
Business travel is defined as any travel undertaken by staff and students which is paid for by
the University. This includes staff travel for conferences and events, for academic
requirements, or for students to fulfil course requirements. It does not include staff business
travel which is paid for by a third party or for business travel which is paid for by students
independently.
The University’s business travel can have a significant impact on the environment, for
example:

Globally business travel contributes to climate change, emission of carbon dioxide
and depletion of natural resources from fuel burnt.

Locally business travel contributes to poor air quality Nitrogen Oxides (Nox) and
Sulphur Oxides (Sox), Noise pollution, oil pollution
Within FMENV004 Environmental Aspects Register the conditions listed below are identified
in relation to business travel. Because the size of this aspect is likely to increase, even under
normal conditions, it is essential that we adopt working practices that seek to raise
awareness to minimise the environmental impacts described above, whenever possible.
Normal Condition
International conferences, events, business meetings
Expansion in the research profile of the University
Expansion in international course delivery
Recruitment drives in UK and overseas
Student international travel bursaries and field trips
Satellite and partner institutions
Abnormal Condition
Increase in satellite campuses
IT failure (video/tele-conferencing)
Disruption to public transport network
Emergency Condition
Crisis at satellite sites
Breakdown in public transport network
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
3.1
Carbon Emissions Data Collection
Carbon emissions associated with both International and Domestic business travel is
monitored and measured on an annual basis. Data has been collected annually since 2009
which enables the University to monitor trends and identify areas which can be targeted in
the future. A number of sources of data are used to extract mileage by mode and these are
converted to carbon emissions using the most up–to-date and appropriate DEFRA
conversion factors which can be found at http://www.ukconversionfactorscarbonsmart.co.uk/
Collection of data is in line with HEFCE Scope 3 optional reporting requirements for HESA
Estate Management Records. Scope 3 emissions for business travel are those journeys that
are undertaken in a mode not owned or controlled by the University and include:
 Air
 Rail
 Grey Fleet (use of private vehicles for which mileage is claimed)
 Hire Car
 Fleet
 Bus
 Taxi
Data is collected from the following sources, collated and checked for accuracy before being
reported to the Sustainable and Active Travel Improvement Group.
3.1.1
International Travel
The University Travel and Expense procedures reference the Sustainable Travel Hierarchy
(section 2) which requires staff to consider rail travel rather than air travel when travelling to
European countries served by Eurostar or ferry e.g. to Ireland..
The University have implemented an eTravel authorization process to facilitate travel
arrangements via a number of different sources and also direct with airlines. This data is
available to the Energy and Carbon Management Officer in order to calculate carbon
emissions on an annual basis. The Energy and Carbon Management Officer uses world
airport codes and estimated distances (based on Manchester airport as the starting point)
and DEFRA carbon emission factors for long haul, short haul and domestic flights to
estimate emissions from international air travel. Emissions associated with any travel in the
destination country is not included.
Responsibility: It is the responsibility of the Energy and Carbon Management Officer to
collate carbon emissions for air travel using data obtained from the eTravel process.
3.1.2
Domestic Travel
The University’s financial system Agresso has been used since 2009 as the best process for
estimating the carbon emissions associated with domestic travel only. Using Agresso
ensures that all business travel undertaken and paid for by the University is recorded as it
includes travel paid using University credit cards by local admin teams or the BPU and that
which is retrospectively claimed for via personal expense claims. It will also include any
student travel which is paid for by the University.
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
In order to estimate carbon emissions both the mileage and mode of travel needs to be
established for each journey undertaken. To ensure this staff inputting into Agresso
complete a mandatory Destination field to estimate distance travelled as well as the
Account code which details the mode of travel employed. The Expense Claim forms also
require this information to assist Agresso users to input the data for each journey made.
Only emissions for the main mode, that is the distance travelled furthest, is reported. For
example if a member of staff travels to London by train and then takes a taxi in London then
only the emissions from the rail part of the journey should be included. However, if a
member of staff takes a flight from Manchester airport the emissions to get/from the airport
e.g. by taxi and the emissions from the flight will be recorded. To avoid double counting of
data in these instances the Sustainable Travel Coordinator manually checks the information
in Agresso and removes any duplications.
Responsibilities:
It is the responsibility of staff claiming and completing any forms to ensure that each journey
is recorded separately to avoid under reporting when multiple trips are claimed for, and that
a Destination and travel Account Code is entered for each journey.
It is the responsibility of the Sustainable Travel Coordinator to calculate carbon emissions for
domestic travel by air, grey fleet (private vehicles), rail, bus, taxi and hire car.
3.2
Environmental Management Controls
Figures 3.1 and 3.2 outline the steps involved in booking travel via the Travel Office and
travel that is recorded in Agresso highlighting related environmental management controls.
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
Figure 3.1
Environmental Management Controls – International Travel
Business Trip Identified
Key
Travel Hierarchy
Line Manager authorising travel to ensure the
most sustainable travel mode is selected for
their requirements (see section 2)
Start of process
Guidance Note and Training
need identified see FMENV017
for details
End of process
Connector to
separate process
Reference document
Is travel
necessary
?
Y
N
Use guidance on Virtual
Conferencing to set up a
meeting using internal
facilities.
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Travel Procedures
Consider Rail travel rather than Air
travel for European countries served
by Eurostar
Travel booked using Travel
Office eTravel request form
(available on the staff
intranet.
Environmental Control
.
Carbon emissions
from international
travel are extracted
and recorded on an
annual basis.
Emissions are
monitored by the
Figures reported to the Sustainable
and Active Improvement Group (see
FMENV008 for details).
Energy and Carbon
Management Officer
Travel Office data on bookings
available to Energy and Carbon
Management Officer
Figures to feed into continual
improvement plans
FM ENV 017 Travel/ Transport - Environmental Management Procedure
Figure 3.2
Environmental Management Controls – Domestic Travel
Business Trip Identified
Guidance Note and
Training need
identified, see
FMENV017 for details
Travel Hierarchy
Line Manager authorising travel to ensure the most sustainable travel mode is selected for their
requirements (see section 2)
N
Use guidance on Virtual Conferencing to
set up a meeting using internal facilities.
Is travel
necessary?
Key
Start of process
End of process
Y
Is the
journey
by car?
Y
Individual to register journey
on the UCLan Staff Car
Sharing Database to find a
possible match
Connector to
separate process
Reference document
Environmental Control
N
Book/carry out journey
using agreed mode
Agresso staff to enter
destination and
account code
(indicating mode) into
Agresso.
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Sustainable Travel Coordinator to
extract UK business mileage by mode
from Agresso.
Figures reported to the
Sustainable and Active
Improvement Group (see
FMENV008 for details).
Carbon emissions calculated and
recorded every 3 months
Figures to feed into continual improvement
plans.
FM ENV 017 Travel/ Transport - Environmental Management Procedure
4
Commuter Travel
One of the main issues facing the University is the amount of additional traffic it could
generate as it continues to expand its portfolio. The increasingly scale of its operation in
Preston city centre means that, without a Travel Plan, many people will continue to opt to
use their cars to commute to the campus for study or work.
The University has also been diversifying; widening participation to students from nontraditional University backgrounds including adult returnees as well as expanding its local
business support. This diversification together with current issues surrounding the
affordability of fees means that more students than ever are choosing to commute to
campus rather than live in Preston.
With over 2,600 staff and over 20,000 students based at the Preston campus the University
recognises that our travel demands are significant and contribute to the following
environmental impacts:

Globally travel contributes to climate change, emission of carbon dioxide and
depletion of natural resources from fuel burnt.

Locally travel contributes to poor air quality, Nitrogen Oxides (Nox) and Sulphur
Oxides (Sox), Noise pollution, oil pollution.
Within FMENV004 Environmental Aspects Register the conditions listed below are identified
in relation to commuter travel. Because the size of this aspect will increase, even under
normal conditions and the abnormal and emergency conditions rely upon the integration of a
number of University strategies it is essential that we adopt working practices that seek to
raise awareness to minimise the environmental impacts described above whenever possible.
Normal Condition
Delivery of campus based courses.
Expansion of campus based courses.
Increasing number of students commuting.
Abnormal Condition
Disruption of public transport network.
Emergency Condition
Severe weather disruption.
Breakdown of public transport network.
4.1
Operational Measures and Controls
The University Travel Plan 2013-2018 and associated action plans contain measures to
encourage modal shifts from solo car commuting to more sustainable and active travel
modes; car sharing, cycling, walking and public transport.
In the previous Travel Plan (2007-2012) Lancashire County Council set a reduction in solo
car commuting by 18% taking the target for solo car commuting by staff to 50% and student
solo car commuting to 16%. In the new Travel Plan (2013-2018) LCC has further extended
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
these targets giving a new target of 47% for staff solo car commuting journeys whilst keeping
the student solo car commuting target at 16%. The University addresses these targets
through the implementation of the Travel Plan and associated annual modal action plans.
Monitoring of both staff and student travel modes is via annual travel to work and travel to
study surveys.
Responsibility: It is the responsibility of the Sustainable Travel Coordinator to monitor, plan
and provide facilities to encourage sustainable modes for the University community who
travel to work or study on the University Campus enabling the Travel Plan. The Environment
and Sustainability Manager also provides strategic support.
The Travel Plan is also aligned with the Car Parking Strategy, implemented by the FM
Property and Performance Manager which contains disincentives to solo car commuting
through a permit system for car parking with discounts and dedicated spaces to encourage
car sharing. Students must fulfil strict permit allocation criteria in order to qualify for a permit;
student permits are restricted to those with mobility disabilities, students with childcare
responsibilities and those whose journey time is more than 60 minutes (one-way) by public
transport.
Responsibility: It is the responsibility of the FM Property and Performance Manager to
continue to align the Car Parking Strategy with the Travel Plan to ensure that sustainable
modes are encouraged whilst ensuring adequate car parking.
4.2
Carbon Emissions Data Collection
Carbon emissions associated with commuter travel by both staff and students are estimated
on an annual basis. Sample data is obtained from annual travel surveys and extrapolated to
give an estimate of carbon emissions for the University population using the latest and
appropriate
DEFRA
conversion
factors
found
at
http://www.ukconversionfactorscarbonsmart.co.uk/
Data has been collected annually since 2013 which enables the University to monitor trends
in carbon emissions and identify areas which can be targeted in the future. Collection of data
is in line with HEFCE Scope 3 optional reporting requirements for HESA Estate
Management Records.
Responsibility: It is the responsibility of the Sustainable Travel Coordinator to collate data
obtained from respondents to the annual travel surveys and then extrapolate to estimate the
total emissions from commuting by staff and students. It is therefore important that the
response rate to survey remains high.
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
Figure 4.1
Procedures
Commuter Travel Measures & Controls
Staff and Students Commuting Patterns
Key
Start of process
Travel Plan 2013-2018
End of process
Car Parking Strategy
(currently in development)
Connector to
separate process
To reduce staff solo car commuting to 47% by 2018
To retain student solo car commuting at 16% by 2018
Reference document
Environmental Control
Soft measures detailed in the Travel Plan are
Permit system in place
used to encourage modal shift to car sharing,
public transport and cycling and walking.


Full details are available in the
University Travel Plan and in annual modal
action plans available from the Sustainable
Travel Coordinator
Annual Charging
Patrolled Car Parks
Enforcement
SHE
Training
Needs
Analysis
Communication & Engagement
Annual Travel Survey
Sustainable Travel Coordinator
surveys staff & student commuting
patterns.
Promotions/ Initiatives
Students
Staff
Green Week
Annual Staff Commuting
Memo
Involvement in National
Events
Campus and City
Guide made available
at
Induction/Admissions
Welcome Week
Student Portal
Campus & City Guide in
induction pack for new
staff
Annual KPI: Travel Audit Summary for Staff and Student Modal Split
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Staff Intranet
FM ENV 017 Travel/ Transport - Environmental Management Procedure
5
Visitor Travel
The University hosts many conferences and events including open and applicant days over
the course of the year with many visitors arriving on mass. In addition, the University
receives many different visitors from external examiners, guest lecturers, delegates
attending training, consultants, suppliers, etc who have a variety of travel related needs from
car parking to cycle parking or details of public transport nodes.
Normal Condition
Public transport running normally
Visitor car parking available
Abnormal Condition
Disruption to public transport network
Visitor car parks not in use /full
Emergency Condition
Severe weather disruption
5.1
Operational Controls
The University encourages visitors to use sustainable modes of transport with maps,
directions and links to sustainable travel information all provided on the external ‘How to Find
Us’ website. There are a limited number of pre-booked visitor car parking spaces on campus
and some pay and display spaces for non-permit holders.
Conference and event organisers including the Marketing team responsible for open and
applicant days, promote alternatives to car travel as standard. This includes use of coach
travel as well as scheduling larger events on weekends and quieter days to ease the
pressure on campus.
Central Administrative Services (CAS) Senior Officers, who often make arrangements for
visitors to Schools, are also asked to promote alternatives to car travel and the Campus and
City Guide & Maps (available from the Sustainable Travel Coordinator) highlighting the aims
of Travel Plan and sustainable travel modes should be sent to visitors prior to their visit.
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
6
Fleet Management
Following a review of the University fleet in 2013/14 the University’s total fleet is limited to 27
vehicles, most of which are used almost exclusively on campus (e.g. security, waste and
recycling, catering services). The Vehicle Replacement Strategy 2010-2016 (VRS),
managed by the Business Services Manager specifies that vehicles are selected according
to carbon emissions, fuel efficiency as well as value for money.

Globally the emissions from fleet vehicles contribute to climate change, emission of
carbon dioxide (CO2, a climate changing gas) and depletion of natural resources
from fuel burnt.

Locally the emissions from fleet vehicles contribute to poor air quality, Nitrogen Oxide
(Nox) and Sulphur Oxides (Sox), Noise pollution, oil pollution.
Within FMENV004 Environmental Aspects Register the conditions listed below are identified
in relation to fleet management.
Normal Condition
Low emissions vehicle replacement strategy
Abnormal Condition
A large increase in numbers of fleet vehicles required
Increase in satellite campuses requiring staff travel
Emergency Condition
Not applicable
6.1
Operational Controls
6.1.1
Vehicle Replacement
The Vehicle Replacement Strategy (VRS) is the operational control for ensuring that our fleet
vehicles are replaced with sustainability in mind. The replacement of vehicles includes
selection criteria to consider engine emissions, fuel efficiency and electric vehicle
procurement policy.
6.1.2
Vehicle efficiency and emissions
The Business Services Manager is responsible for ensuring vehicles over 3 years old are
MOT tested annually (includes emission tests) as well as maintaining a servicing schedule
for each vehicle based on its handbook. Regular servicing is undertaken to maximise the
efficiency of each vehicle.
Responsibility: The Business Services Manager is responsible for ensuring all Fleet and
Facilities Management drivers have read and understood the content of the University’s
‘Policy and Procedures for the use of Fleet, Hire or Personal Vehicles on University
Business’ which includes driver responsibility for maintaining correct tyre pressure to
maximise fuel vehicle efficiency and tyre life.
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
6.1.3
Carbon Emissions Data Collection
Carbon emissions from all fleet vehicles are collected on an annual basis using mileage
data, fuel type and engine size using the latest DEFRA GHG conversion factors
http://www.ukconversionfactorscarbonsmart.co.uk/ This is in line with the HEFCE Scope 1
and 2 emissions for reporting to the HESA Estate Management Records.
Responsibility: Mileage data is collected from the following sources and collated by the
Sustainable Travel Coordinator.



FM fleet vehicles
SU vehicles Manager
School/Service vehicles
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Source: Mailroom Supervisor
Source: Student Involvement and Development
Source: Individual Schools and Services (non FM)