Travel
Procedures
Date
August 2016
February 2017
2013
Revision/Amendment
Updated Contact Details
Removed references to Key Travel
Author
M Hayes
M Hayes
Foreword
The purchase of travel can be a very emotive subject, complicated by the need to
sometimes change arrangements at the last minute and the vast number of suppliers
available all purporting to offer value for money for every trip.
The University is publicly funded and therefore is obliged to follow the EU Procurement
Rules and select suppliers following a competitive tendering procedure. As a result of
this process two new suppliers have been selected that we believe will offer maximum
value for money and a top quality service. The recommended suppliers have been
selected due to their experience in dealing with the range of requirements of a
University. Meanwhile, we will continue to work with the suppliers to develop the
communication, prices, packages and services offered and ensure an ever improving
quality of overall service to Liverpool Hope University.
The new travel contract will be launched on 6th June 2013. Travellers and bookers will
be invited to attend presentations from both successful suppliers and demonstrations
of online booking tools will also be given at this time. Travellers and bookers will have
the choice of which of the two contracted travel suppliers they choose to work with.
Only in very exceptional circumstances can quotes be obtained from an independent
supplier outside the contract. Guidance is available later in this document as to the
circumstances when this is allowed.
Please note that under no circumstances should either of the previous travel suppliers
(Travel Bureau and Northenden Travel) be used. .
Staff wishing to book local travel and direct EU flights with Low Cost carriers, may only
book these using a University purchasing card.
Expense claims for travel bookings made with a personal credit card will not be
accepted.
All University staff are required to follow the travel procedures laid down in the
following document and book travel with the contracted suppliers.
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Liverpool Hope University Travel Procedures
This policy document seeks to make the system of booking travel as clear as possible.
In the event of any queries regarding these procedures or any other aspect of travel
please contact the undersigned, who will be happy to provide any assistance or
advice.
Michael Hayes
Procurement Manager
Liverpool Hope University
Email: [email protected]
External: 0151 291 3157
Internal: 3157
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Liverpool Hope University Travel Procedures
CONTENTS
1. Definition of Business Journey……………………………………………..4
2. No Personal Gain…………………………………………………………….4
3. Promotional Incentives……………………………………………………….4
4. Partner’s Expenses…………………………………………………………...4
5. Advance Travel Authorisation……………………………………………….5
6. Booking Travel………………………………………………………………...5
7. Appointed Travel Suppliers…………………………………………………..5
8. Travel Costs – Direct Payment by the University………………………….6
9. Travel by Private Vehicle …………………………………………………….6
10. Hired Vehicles ………………………………………………………………...7
11. Hired Vehicle Insurance……………………………………………………...7
12. Minibuses and Van Drivers…………………………………………………..7
13. Air Travel ………………………………………………………………………7
14. Travel Insurance………………………………………………………………8
15. Coach travel……………………………………………………………………8
16. Rail Travel……………………………………………………………………....9
17. Taxis…………………………………………………………………………….9
18. Hotel Accommodation………………………………………………………..10
19. Local Public Transport ………………………………………………………10
20. Foreign Exchange and Travellers Cheques………………………………10
21. Passports………………………………………………………………………11
22. Visas and Vaccinations………………………………………………………11
23. Travel Suppliers ……………………………………………………………. 11
24. Security and communication while on business travel …………………...11
25. After Hours Changes…………………………………………………………11
26. Student Group Travel…………………………………………………………11
27. Forms…………………………………………………………………………...11
List of Appendices:
Appendix A Authorisation Levels and Requirements……………………………..12
Appendix B Booking Travel………………………………………………………….13
Appendix C Travel Suppliers contact details………………………………………17
Appendix D Midas Training for Minibuses and Van Drivers……………………...23
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Liverpool Hope University Travel Procedures
TRAVEL PROCEDURES
1. Definition of Business Journey
A business journey is a journey undertaken by an employee in order to carry out his
or her duties for the University, or to attend training courses or conferences necessary
for the performance of those duties, as approved by the appropriate line manager.
Travel between the permanent workplace and a temporary workplace or travel
between home and a temporary workplace or travel between two temporary
workplaces are all considered business journeys. N.B. Your normal place of work is
deemed to encompass Hope Park, the Creative Campus and designated Network of
Hope Colleges. Staff carrying out visits to students on school-based experience would
also be deemed to be within the same category.
In contrast, the cost of travelling from home (or any other place the employee attends
for personal reasons such as the home of a friend or relative) to a permanent place of
work is regarded for tax purposes as ‘substantially ordinary commuting’ and therefore
a private journey.
2. No Personal Gain
The following rules apply for implementing the policy that employees should neither
gain nor lose financially in relation to expenditure and reimbursement on business
travel arrangements.
3. Promotional Incentives
The purchasing decision shall not be influenced by any promotional incentives
such as airline mileage credits or personal cash credit card discounts or rebates.
Employees should not benefit personally from these incentives but should use them
to offset the cost of the current or future business journeys. The National Audit Office
guidance is that the use of air mile credits for private travel would be an ‘unacceptable
personal benefit from expenditure of public funds’.
4. Partner’s Expenses
Partners, spouses or other persons not connected with the University shall not
travel at University’s expense.
A partner may accompany a member of staff for personal reasons. In such instances
the University must not be charged for more than if the member of staff had travelled
alone. The partner’s travel costs should be invoiced separately and paid privately. If
the invoice includes both private and official travel costs the member of staff should
settle the total invoice and reclaim the official element from the University. Private
insurance must be taken out to cover the partner’s travel (see section 14).
In exceptional circumstances the University may request that the partner of a member
of staff accompany them on a trip in order to represent the University. In this case the
University will pay for all travel costs in relation to the official visit subject to the rules
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Liverpool Hope University Travel Procedures
outlined in these procedures. This must be formally approved in advance by the Vice
Chancellor or Chair of University Council.
5. Advance Travel Authorisation
Written authorisation using form Prior Authorisation for Travel Form, TRAV A is
required in advance from the budget holder for each of the following journeys:


All international travel.
All UK travel likely to cost more than the threshold shown in appendix A.
In addition, for travel which is not booked through one of the two travel suppliers,
additional authorisation of the TRAV A form by the Procurement Manager, is required.
The revised TRAV A form has been amended to include the additional authorisation.
Once authorised a copy of the TRAV A form will be retained by the Procurement
Manager and used to collate travel and carbon emission data in order to comply with
HEFCE reporting requirements.
A copy of the authorised form will be returned to the business area and should be
retained for audit and claims verification.
NB. The TRAV A form must be used for ALL travel bookings.
Authorisation grade levels and thresholds are shown in Appendix A.
Please see appendix E for details of where to find TRAV A form.
6. Booking Travel
All travel bookings should be made through the University’s appointed travel suppliers
apart from the exceptions shown in Appendix B. The procedures for making travel
bookings are shown in Appendix B.
Please note that the use of the suppliers’ online booking tool for short haul or
uncomplicated journeys is recommended to offset the cost of fees.
7. Appointed Travel Suppliers
There are many reasons for use of appointed travel suppliers and these are just a few
of them:




No time lost in obtaining competitive quotes for every major journey
Assistance in cases of emergency or last minute alterations
Liverpool Hope has no control over non-appointed agents in case of dispute
The contract ‘small print’ has been carefully negotiated and is known to be fair
to the University
 The University has the ability to accumulate valuable management information
such as spend levels and CO2 emissions.
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Liverpool Hope University Travel Procedures
 The appointed suppliers know the University’s rules and requirements and can
develop good customer profiles.
 Enhancements and improvements to the services can be introduced
 Arrangements can be made for consolidated invoicing and charging
8. Travel Costs – Direct Payment by the University
Travel bookings must always be supported by a valid Purchase Order (this includes
when occasional off contract bookings are authorised). The appointed agents will
present invoices for business travel bookings to the University quoting the official
purchase order number and the suppliers will be paid directly. Invoices which are
submitted without a purchase order number will be rejected.
Only in very exceptional circumstances should the traveller meet the costs personally
and submit an expense claim for reimbursement.
Bookings made using a University Purchasing Card do not require a purchase order
number.
9. Travel by Private Vehicle
Annual Driver Declaration
All Staff who drive on University business, regardless of the type of vehicle they drive
are required to complete an annual Driver Declaration Questionnaire and lodge a copy
of their driving licence with their departmental administrator. It is the responsibility of
the line manager to ensure that the annual declaration is completed. Failure to do so
will invalidate insurance cover.
Insurance
The University's Motor Insurance Policy provides cover for staff using University
owned vehicles, including commercial vehicles, hired vehicles and mini buses. The
University policy does not cover members of staff who use their own vehicles
on University business.
If staff wish/prefer to use their own vehicle for business trips, they must ensure that
this is covered by their own insurance policy. The cover should be at least Class 1
Business Insurance. This requirement applies even if your trips are local or infrequent.
The definition of this level of insurance is detailed below:
Class 1 - Full business use by the policyholder and spouse - Excluding commercial
travelling
NB. There may be an additional premium for this cover and a restriction on the level
of annual business mileage that can be done.
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Liverpool Hope University Travel Procedures
As well as the correct insurance, staff must ensure that they have the appropriate
licence and MOT test certificate for their vehicle and can only carry passengers if the
policy permits.
Liverpool Hope University accepts no responsibility for claims made against
staff who fail to have the appropriate insurance.
10. Hired Vehicles
In circumstances where it is necessary to hire a vehicle, such vehicles should be hired
only from the University’s recommended suppliers, Arnold Clark.
At the end of a period of vehicle hire you are expected to top up the fuel to the level at
which you accepted delivery of the vehicle.
Failure to do this will result in the University paying a premium rate for the fuel and an
administration charge which will be charged to the hirer’s budget.
Please follow the link for details of how to place an order, prices etc.:
http://www.hope.ac.uk/gateway/staff/stafffinance/formspoliciesprocedures/policiesan
dprocedures/finance procedures/. Hiring a Vehicle (Arnold Clark) and Vehicle Hire
Price List (Arnold Clark)
11. Hired Vehicle Insurance
Liverpool Hope’s motor policy provides comprehensive cover for employees driving
the University’s own vehicles or vehicles hired/leased from our nominated supplier on
University business. To qualify for cover drivers must be over the age of 21, with a
clean driving licence. There is no need to take out the suppliers insurance cover
when offered.
In the event of a claim, the policy is subject to a £250.00 excess charge for each claim.
These charges will be made to the same cost centre as the cost of the vehicle hire.
12. Minibuses and Van Drivers
All members of staff who will be using the University mini buses and vans or hire vans
for work related activities are to undertake a driving assessment in order to enhance
minibus driving standards and promote the safer operation of passenger vans and
minibuses. For further details on minibus and van driving see appendix D.
13. Air Travel
Bookings should be made via the appointed travel suppliers, using their online booking
tools. In some instances there may be a need to speak to a booking agent but staff
should be aware that there is a higher fee charged to do this.
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Liverpool Hope University Travel Procedures
First Class bookings are not permitted under any circumstances. Travellers are
permitted to purchase air tickets at a higher cost under certain circumstances (such
as more suitable arrival time, destination airport is in a more suitable location etc.) but
the justification must be made to the person authorising the journey. Please see
appendix B section 2c. For regulations about the use of promotional incentives see
section 3 of the procedures. The use of VIP lounges is not permitted and you will not
be reimbursed. For further instructions on air travel see appendix B, section 2c.
You may purchase tickets from low cost carriers directly by paying for the tickets with
a University Purchasing Card. The Travel Suppliers will book travel with low cost
carriers BUT will make a transaction charge in addition to the fare. For more
information about purchasing air tickets from low cost carriers see appendix B section
2d.
Prior authorisation on Form Request for Travel TRAV A will be required for all
University travel. See Appendix C for authorisation levels and requirements and
Appendix E for where to find the form.
14. Travel Insurance
All staff who are required to travel abroad on University business are covered by the
University’s Travel and Personal Injury Insurance.
Travellers are requested to advise the Procurement Manager at least two (2) weeks
before they are due to travel so they can be provided with the necessary paperwork,
i.e. a certificate of insurance and details of the insurers 24 hour helpline. The traveller
should keep these documents with them at all times.
In instances where a traveller is travelling to a part of the world which is deemed by the
Foreign and Commonwealth Office (FCO) to be an area of High Political Risk, there
may be a requirement to purchase additional insurance. For more information please
speak to the Procurement Manager. Please note that this type of insurance could take
up to two weeks to arrange and therefore it is important to factor the additional planning
time into the schedule.
Staff should note that if there is a requirement to book private travel in conjunction with
the business travel (accompanied by partner for holidays linked to the business trip,
etc.) the traveller must be adequately covered by private travel insurance.
Risk assessments – A risk assessment must be completed for all travel regardless
of which form of travel is being undertaken.
For information on lost/stolen airline tickets or lost baggage see appendix B section
2h and 2i.
15. Coach travel
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Liverpool Hope University Travel Procedures
Following a coach tender exercise the following preferred suppliers have been
appointed:






Anthony’s Travel
Hardings Tours
Five Star travel
Holmeswood
Furlongs Travel
Selwyns Travel Limited
Quotes from two suppliers are to be obtained before deciding which company to use.
An official Purchase Order must be used. Please see Appendix C.
16. Rail travel
With the exception of the Rectorate team, all Rail travel is to be in Standard
class, no First class travel is allowed. The only exception is if it is cheaper to travel
First class rather than standard under the terms of an offer. It is recommended that all
rail tickets are purchased via the travel suppliers’ online booking tool. Tickets can be
picked up on departure from a station or delivered to the department via mail if the
order is placed in advance of travel. Any used or void rail tickets must not be
discarded as they may have a cash value (refund). They must immediately be returned
to the travel booker for forwarding onto appropriate travel supplier. This action must
be completed within one week maximum to ensure we receive a full refund.
17. Taxis
The use of taxis is considered reasonable where it can be demonstrated that taxi was:
the cheapest form of transport, when travelling by train and it is necessary to travel
more than a reasonably short walking distance from the station to your final
destination, and there is no other cheaper form of public transport available; or where
heavy or bulky items are being carried. Colleagues making the same journey on the
same day should travel together whenever possible and economical to do so. Where
a number of staff travel together the taxi fare should be paid by the senior officer who
should claim reimbursement. An account is held with Computer Cab (Liverpool) Ltd.
Please see appendix C for details.
18. Hotel Accommodation
When employees are away from home overnight on University business they are
entitled to book hotel or other suitable accommodation on a Bed and breakfast basis,
this should be booked through the appointed travel suppliers. It is recommended that
the owners of Premier Inn cards use them whenever possible to book accommodation.
For more information about Premier Inn cards please contact the Procurement
Manager. Standard hotels (3 star rated) provide a good standard of cleanliness,
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Liverpool Hope University Travel Procedures
privacy, personal security and access to breakfast and so should be used at all
times with no exceptions.
Preferred hotels may be suggested to the travel supplier in instances when a traveller
is arriving at night or travelling to places of higher safety risks. The University will pay
for an evening meal and refreshments but please note this excludes alcohol.
Gratuities may be paid, but must be kept at a reasonable level within the overall limit
set. If you are a frequent hotel guest, be sure to ask about frequent stay loyalty
programmes. You can receive benefits, which may include free phone calls, breakfast,
upgraded rooms, and late check-out.
19. Local Public Transport
Full use is to be made of the free shuttle bus service between the Hope Park campus
(Childwall), the Creative Campus (Everton) and the Aigburth Halls of Residences. For
the bus timetable phone:
Hope Park Security Lodge 0151 291 3520
Everton Security Lodge 0151 291 3939
20. Foreign Exchange and Travellers Cheques
It is the employee’s responsibility to arrange the purchase of foreign currency or
travellers cheques
21. Passports
Employees are responsible for ensuring that they have valid passports for overseas
business travel. For any journey, the expiry date of the passport must be at least 6
months after the date of returning to the United Kingdom. The University is not
responsible for the cost of replacing lost or stolen passports. However the Staff Travel
Insurance Policy will deal with any claim for lost or stolen passports whilst travelling
on University business.
22. Visas and Vaccinations
Employees must use the University’s appointed travel agents to seek advice on the
need for visas and vaccinations for overseas business travel. NB Flights must be
booked from the same agent to avoid high fees that will be imposed if only assistance
in obtaining a visa is sought without purchase of the flight. See also www.fco.gov.uk.
The cost of visas will be charged to the same cost centre as the travel tickets.
23. Travel Suppliers
The University has appointed one Travel Management Company, Selective Travel
Management .
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Liverpool Hope University Travel Procedures
Arnold Clark is the preferred supplier for Vehicle Hire
Calder Conferences may also be used for domestic accommodation arrangements.
Please see appendix C for supplier contact details.
24. Security and communication while on business travel
A risk assessment must be completed for all travel. All employees are expected to
provide contact details while away on business, to enable them to be contacted by the
travel supplier in the case of an emergency. This is particularly important when
travelling to countries deemed to be of a low political stability or a high terrorism risk.
It is also important that the suppliers can communicate any changes or amendments
to the travel schedule (for instance cancelled flights etc.) in the easiest and fastest
possible way.
25. After hours changes
Travellers are provided with a 24 hour helpline number as part of the University’s
insurance cover - the Aon Protect Service. They will also be given details of the travel
suppliers own help line in case of any emergencies. See appendix C for suppliers
contact details.
26. Student (group) travel
The travel suppliers can provide student travel, however there are other suppliers that
can be used. Please see appendix C for supplier contact details.
Please note that you need to contact the Procurement Manager before traveling to
obtain a copy of the insurance certificate. Risk assessments must be completed before
traveling at all times. Contact Legal Services and the Health and Safety Assistant for
help with the assessment.
27. Forms
All appropriate travel forms can be downloaded from the University website. Please
follow the link: http://www.hope.ac.uk/gateway/staff/stafffinance/financeforms/
These procedures are mandatory for all staff and any exceptions must have the
approval of the Vice Chancellor or if in relation to his own travel the Chair of Council.
Appendices
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Liverpool Hope University Travel Procedures
Appendix A - Authorisation Levels and Requirements
General
1. The University needs to demonstrate to the Funding Council and others that
adequate accounting and accountability controls exist for the disbursement of money
for business travel. The University also needs to ensure compliance with the rules and
requirements of the Inland Revenue for tax dispensations.
2. The rule of thumb is that the person asked to give an authorisation must have the
grade or standing to refuse to give it.
Authority to Travel
3. All business journeys must be authorised by the appropriate line manager in writing.
4. In some cases the written authority can be a standing authority governed either by
a budgetary allocation for travel, or preferably by the purpose of the journey (e.g. to
attend all meetings of the XYZ Working Group). There may be a combination of both.
5. The following journeys require individual prior written authority using Prior
Authorisation form, Travel Form TRAV A.
· All journeys within the UK likely to cost more than £100.
· All international travel.
6. The following table shows the approval levels for granting authority to travel on
University business.
If the authoriser is not the budget manager then the budget manager must also
authorise the use of the funds for that particular journey. If the traveller is the budget
manager then the traveller’s line manager should authorise the use of the funds.
Levels for Granting Authority to Travel
Traveller
Academic staff
Administrative and manual staff
Directors/Heads of Administrative
Department/Services
Rectorate team
Vice Chancellor and Rector
Authoriser
Dean
Director or Head of Service/Department
Rectorate team
Vice Chancellor and Rector
Nominated Rectorate team member
Appendix B- Booking travel
1. Appointed Travel Suppliers:
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Liverpool Hope University Travel Procedures
To book all types or travel and accommodation, with the exception of Vehicle
Hire:
Selective Travel Management
To book Hotels only
Calder Conferences
To book Vehicle Hire
Arnold Clark
These agents must be used for all travel arrangements except for:


Local public transport
Direct flights
2. Making a Business Travel Booking
a. Need for Purchase Order
The initial travel enquiry should preferably be made online, although it can also be
made by phone, or e-mail. The appointed suppliers will not issue the tickets without
an official University Purchase Order number unless the booking is being paid for on
a University purchasing card. This is an essential control partly to protect the agents
from bad debt, but mainly to comply with University Financial regulations.
Invoices from the suppliers are issued to the Purchase Ledger team for processing in
the normal manner.
b. Passenger Details
The name of the passenger must be given precisely as shown on their passport. This
is an essential security requirement. You must ensure the name of the traveller
documents exactly matches the passport details.
New travellers will be asked to complete an online Traveller Profile, to ensure that all
preferred ways of travel and important information such as next of kin, dietary
requirements are known to the travel supplier and are easily accessible in an
emergency. This is a mandatory requirement.
It is essential to include precise address details on the Purchase Order for the delivery
of tickets
c. Keeping costs low
The Agent’s services should be used to source the most cost effective route. For air
travel in particular, attention should be paid to the following:
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Liverpool Hope University Travel Procedures



Give maximum notice to take advantage of discount fares
Avoid last minute changes before or during a trip where these result in higher
fares.
Economy class fares must be used at the fare giving the best value for money.
If the lowest fare offered by the Agents is not accepted then justification must
be made to the person authorising the expenditure. Connecting flights should
be considered.
Non-refundable fares should be accepted when travel plans are relatively certain. The
discounts should be weighed against the penalties when making the decision.
d. Low-cost Carriers and the Internet
Bargains can certainly be found on the Internet, but there are there also risks and
difficulties:






There are no credit terms, so bookings have to be paid for by credit or debit
card
Many of the attractive fares are net of taxes.
Many of the attractive fares are not available when a booking is requested.
A lot of one’s own valuable time can be spent looking for fares.
The destination airport may be inconvenient, or transport from that airport to
one’s final destination may be expensive.
It can be difficult to change tickets or obtain a refund if things go wrong or plans
have to be changed.
Heads of Department or budget managers should be aware of the negative points
when authorising travel with low cost carriers.
e. Non Approved Agents
In exceptional circumstances a booking may be made using an unapproved supplier,
however this is done purely at the travellers own risk. In all instances comparable
quotes must be obtained from our approved suppliers. Prior authorisation to use an
unapproved supplier must be obtained using the TRAV A form before the booking is
made. Payment to an unapproved supplier should only be made either by invoice or
using a University Purchasing Card. In addition to the normal expenses claim
procedures, expenditure must be supported by original receipts together with
supporting evidence plus a written quote from our approved agents.
f. Ticket Delivery
The Agents will deliver tickets to the specified delivery address on the Purchase Order.
Where a home address has been given for delivery, first class post will be used unless
special delivery has been requested. There will be an additional charge for this
service.
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Liverpool Hope University Travel Procedures
g. E-Ticketing
The Agents will tell you if e-ticketing is available for your particular air ticket. E-ticketing
means the Agents will send you an email acknowledgement containing a reference
number for your booking and you can go straight to the airline’s check-in or ticket
machine at the airport to collect your ticket. It is now regular practice for airlines to levy
a charge for the issue of paper tickets on routes where an e-ticket can be used. The
Agents will pass any such charges on to the University therefore you are encouraged
to use e-ticketing as much as possible. The Agents will send you your itinerary by fax,
if required. The above also applies to student field trips.
h. Lost/Stolen Airline Tickets
If you discover that your airline ticket has been lost/stolen you must immediately
contact the travel supplier who issued the ticket. The supplier will advise the next
course of action. The traveller is responsible for the value of the lost ticket should it
be as a result of his/her own negligence. The University will not bear the cost of the
lost ticket fee including the charges imposed by the airline(s) for administration
purposes.
i.
Lost baggage
It is the airline’s responsibility for recovering and compensating for lost baggage. The
University has insurance cover for travellers on company business.
To help reduce the risk of loss, travellers must:
• Always carry valuables (computers, personal effects i.e. cameras, jewellery etc.) on
board the aircraft
• Always carry important/confidential company documentation on board the aircraft
• Clearly label luggage with name, address and telephone number. Travellers must
ensure the details ARE NOT prominent to the public eye.
• Retain the baggage claim receipts for check-in luggage.
• Should baggage be lost en route the traveller must obtain a lost luggage report from
the airline and keep a copy of this report for insurance purposes.
Should travellers be charged with excess baggage fees the University will meet these
costs under the following conditions:
• If travelling with heavy/bulky equipment or materials necessary for their business
• The excess baggage is University property
j.
Hotel
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Liverpool Hope University Travel Procedures
Contact the agents for all hotel bookings or use a Premier Inn card if you have been
provided with one.
k. Car Hire
The University has a contract in place with Arnold Clark. This agreement offers the
best overall value for money and should always be used. Bookings should be made
directly with the supplier. For details of the car hire agreements see Appendix F or
follow the link
http://www.hope.ac.uk/finance/insurance/Index.htm
l.
Rail Travel
In exceptional circumstances rail tickets may be purchased on the day of travel from
station ticket offices and claimed back through Hope’s travel expense claims
procedure.
m. Passports
Employees travelling on University business overseas must have passports valid for
at least 6 months after their return to the United Kingdom. For further information see:
www.ukpa.gov.uk
n. Visas, Vaccinations
Employees must ensure they possess the correct visas and vaccinations. The
University’s appointed agents will give advice if requested. Employees should also
refer to the advice at www.fco.gov.uk
o. Making Private, or Business/Private Travel Bookings
Liverpool Hope’s appointed Agents would be happy to attend to any private travel
arrangements. These arrangements must be conducted strictly on a personal basis
and there can be no question of using University funds in the first instance, to be repaid
later. If mixed business and private travel arrangements are being made (e.g. spouse
accompanying employee on a business trip at his or her own expense) this must be
made clear to the Agents from the outset. The Agents can then make the joint bookings
on the basis that they will not release the tickets until the official part has been covered
by a Purchase Order, and the private part has been paid privately in advance.
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Liverpool Hope University Travel Procedures
Appendix C - Contracted Travel Suppliers’ contact details
SELECTIVE TRAVEL MANAGEMENT
159 Durham Street
Belfast
BT 12 4GY
24 Emergency Contact Line: (+44) 07720593700
Dedicated universities division:
Tel: 02890442070
Email: [email protected]
ARNOLD CLARK
http://www.arnoldclarkrental.com
Call Arnold Clark to check availability and make a reservation, using the following
contact details:
Telephone:
Email:
Web:
08457 023 946
[email protected]
www.arnoldclarkrental.com
To confirm a booking you will need to provide a valid Purchase Order number, Arnold
Clark will give you a Reservation Number.
Information you will need to provide for your booking;
Name of driver, a valid purchase order, your Cost Centre Code, Type/class of car,
Date of hire and time of hire, Date and time of return, Cost Price and VAT, Your Phone
and Fax Number.
Arnold Clark will then confirm your booking via email.
Arnold Clark will deliver the vehicle to either the Hope Park Childwall or Everton
Security Lodges as agreed.
At the end of the term of hire, Arnold Clark will collect the vehicle, from the relevant
Security Lodge.
An invoice will be raised which will be sent to the Purchase ledger team in Finance for
processing. If you disagree with the hire charges you should ring the reservations team
to discuss the charges.
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Liverpool Hope University Travel Procedures
CALDER CONFERENCES
5 Woodside Court
Clayton Wood Rise
Leeds
West Yorkshire
LS16 6RF
Contact Details:
Tel: 08443753288
Agreement Manager: James Turner, email: [email protected]
Alternative Contact: Debbie Hoban, email: [email protected]
COACH HIRE:
Listed below are our preferred suppliers. Two quotes are to be obtained before
deciding which company to use.
An official purchase order must be supplied at the time of confirmation of the booking
and should be stated on the invoice along with the usual details, as listed:
Precise location for the coach pick up,
Contact name and contact telephone number,
Capacity of coach (type of coach if applicable),
Date of hire, time of hire, date of return, time of return, destination, cost Price and VAT
Anthony's Travel
8 Cormorant Drive
Runcorn
Cheshire
WA7 4UD
Tel: 01928 561 460
Fax: 01928 561 460
Email: [email protected]
Web: WWW.anthonystravel.co.uk
Five Star Travel
Snape Gate
Foxes Bank Lane
Merseyside
Liverpool L35 3SS
Tel: 0151 481 0000
Fax: 0151 493 9999
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Hardings Tours
50 Grange Road West
Birkenhead
Wirral
CH41 4DA
Tel: 0151 489 1228
Fax: 0151 480 2030
www.hardingstours.co.uk
Holmeswood Coaches Ltd
Sandy Way
Holmeswood
Ormskirk
Lancashire
L40 1UB
Tel 01704 821 245
Liverpool Hope University Travel Procedures
E mail: [email protected]
Furlongs Travel
Furlong House
Kirby Bank Road
Knowsley
Liverpool L33 7SY
Tel: 0151 546 5658
Fax: 0151 546 5658
Fax 01704 822 090
Selwyns Travel Limited
Cavendish Farm Road
Waston
Runcorn
Cheshire
Wa7 4LU
Tel 01928 564 515
Fax 01928 591 872
Email [email protected]
Web www.selwyns.co.uk
TAXI HIRE:
Computer Cab (Liverpool) Ltd
On booking a taxi please provide the following details:







Your Account number
Cost Centre
Nominal Code
Name of Main Passenger
Pickup: …… Exact Location
DropOff:……Exact Location
Date/Time:
Payment Type: If the passenger(s) are to pay their own fare you must advise Computer
Cabs when making the booking, otherwise you will be liable for the payment on the
departmental account.
Billing Departments
All bookings are identified by a dedicated account number and the departmental cost
centre and nominal code.
Computer Cabs have a list of references and addresses. Please advise them of any
changes.
Invoicing
You will receive an invoice at the end of every month detailing all bookings made by
your department.
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Liverpool Hope University Travel Procedures
Contacts
To book a taxi by phone: 0151 298 1234 or 0151 298 2222
NB – Always quote your account number, cost centre and nominal code in order to
make a booking.
All enquiries, to open a new billing department or an invoice enquiry contact 0151 298
2060
STUDENT (GROUP) TRAVEL:
Supplier
Equity
Student
Travel
1.Jubilee Street
Brighton
BN1 1 GE
Key Travel
28-32
Britannia
Street
London
WC1X 9JF
STA Travel
St. Georges House
56 Peter Street
Manchester
M2 3QN
StudyLink
65 London Road
Stapleford
Cambridge
CB22 5DG
Uni-Travel
Alexandra Square
Lancaster University
Lancaster
LA1 4XX
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Agreement Manager
Laura Gordon
01273810766
[email protected]
Alternative Contact
Ian Foxall
01273810772
[email protected]
Steve Acott
02078439653
[email protected]
Andy Speller
[email protected]
Ellen Rayner
[email protected]
Harriet Kerr
[email protected]
Tamlyn Barber
01223723428
[email protected]
Darren Slater
[email protected]
Michael Morris
01524386310
[email protected]
Darren Bell
[email protected]
Liverpool Hope University Travel Procedures
Appendix D - Midas Training for Minibuses
Midas (Minibus Driver Awareness Scheme) Training for Minibus Drivers
All members of staff who are required to drive either University mini buses or hired mini buses
for work related activities, are required to undertake a driving assessment.
Budget holders should be aware when this type of activity is being undertaken and are
requested to identify people from within their department/faculty who are likely to require
training.
It is a requirement of the University’s insurance policy and Driving at Work Code of Practice
that relevant training is undertaken, to raise awareness and to ensure that staff drive safely.
NB this is a compulsory requirement even if a member of staffs’ licence meets the DVLA
requirements for driving this type of vehicle.
The training, which can be given on an individual or small group’s basis, will normally involve
driving a Minibus under supervision on the road and a classroom based session, to raise
awareness of the relevant legal, practical and safety issues. Should any additional training be
required to bring staff up to the required standard, this may be booked direct with the assessor,
at the time of the course.
Drivers who successfully complete the assessment and training programme will receive a
certificate, a copy of which is to be lodged with your departmental administrator, for future
reference. A copy of the certificate should also attached to the annual driver declaration.
The certification lasts for 5 years.
How to book an assessment
The assessments are conducted by:
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Liverpool Hope University Travel Procedures
The Speke Garston Minibus Agency
Unit 13 The Match Factory
Speke Road
Liverpool
L19 2RF
Tel: 0151 494 2400 or 3870 (ask for Dennis Jeory or Claire Rhodes)
Website: http://www.minibusagency.co.uk/
There is a charge for the course of £90 per person, to be funded by your school or £60 each
for up to a group of 4.
The Mini Bus Agency will require a purchase order number before a booking can be confirmed.
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Liverpool Hope University Travel Procedures