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Staff travel update: October 2021
October 11th, 2021
Now that travel is becoming more commonplace, staff are reminded that information around travelling on university business can be found on the Travel and Expenses workspace page .
New university travel guidance documents have been produced to outline the steps that staff need to undertake when embarking on Domestic and Overseas travel. The Overseas guidance takes into account the new government international travel rulings, which were introduced on Monday 4 October 2021.
All travel should be booked through the university’s travel management partner, Key Travel. If you believe you are unable to book your trip through Key Travel, approval for alternative arrangements must be requested from the Travel Team .
It is important that the Covid-19 Off Site Travel Policy is followed and that Travel Risk Assessments are completed for all travel, whether it is Domestic or Overseas. Information about how to complete these are contained on the Health and Safety Workspace site .
For any information on Travel Insurance, please visit the Travel Insurance SharePoint page.
The university also provides a number of useful tools for travellers. When booking through Key Travel you will receive travel updates for the countries you will be visiting through Amadeus Mobile Messenger. You are also able to download the Amadeus mobile app to use during your travel.
Another way to receive travel updates and local country information is by signing up to the Chubb/Crisis24 Travel Security Services.
Details on how to do this are located on the Travel Insurance SharePoint page. Again, an associated app is available to download.
Tags: Key Travel , staff travel , travel , Travel and expenses , Travel management
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KT Study Trips
Memorable learning experiences, delivered safely
Field trips and educational travel provide experiences and memories that can last a life-time and enhance the understanding of a subject in a powerful way. They expand people's horizons and offer the opportunity to engage and learn from different cultures. If you're looking to provide your students, volunteers or employees with life-changing experiences, KT Study Trips has everything you need.
What is KT Study Trips?
KT Study Trips is part of our specialist group travel service and covers:
- Study abroad
- Educational trips / travel
- Conservation trips
- Faith trips
What does KT Study Trips Offer?
Exciting destination services providing your students , volunteers or employees with amazing experiences.
- Peace of mind with full end-to-end trip management through a dedicated project consultant
- The best and most extensive specialist fares in the world for non-profits, pioneered by us
- Sustainability-friendly flights with carbon offsetting options
- The most advanced duty of care travel platform
- Hotels and ground transportation with English speaking local guides
- 24/7 global support at no extra charge
- Providing Pay by Groups; a secure payment and admin portal
Not only that, but our Study Trips offering is fully digital through a world-class venue finding platform from one of the world’s leading venue finding providers and managed by Key Travel’s resident team of field trip experts.
See below for example trips
New York - Business Studies
Borneo - Biodiversity, Ecology & Conservation
Amsterdam - Agriculture
Rome - Religion / Faith
Iceland - Geography / Geology
Berlin - Science
Let's start planning an amazing trip
Other group travel.
If you're looking to organise a conference/event or are booking travel for 10+ people, our expert specialist travel consultants can support you.
KT Conference / Events
Group Travel
Travel and Off-site Working (including Fieldwork)
The University remains responsible for its staff and students when their university business involves travelling and working/studying away from campus.
It is crucial that the health and safety of the traveller is considered regardless of whether the trip is UK or overseas, a meeting, a conference, fieldwork or any other type of activity.
It is also important that the University knows where people are based, how to contact them whilst away and that suitable support can be provided in case of incident or emergency.
For all information relating to business travel and fieldwork (UoN Sharepoint)
Off-Site Working Policy (including Fieldwork)
Travel, health and safety, insurance and expenses are the main aspects included above.
Information related to risk assessment and other heath and safety matters is in Stage 1 PLAN.
The Travel Sharepoint provides information for the following stages of a trip:
- Stage 1 PLAN
- Stage 2 BOOK
- Stage 3 PRE-TRIP
- Stage 4 DURING YOUR TRIP
- Stage 5 AFTER YOUR TRIP
Health and Safety Department
Pharmacy Building (Building 63) University Park University of Nottingham Nottingham, NG7 2RD Telephone: Telephone: +44 (0)115 9513401 Email: [email protected]
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Connect with the University of Nottingham through social media and our blogs .
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Visas & Passports
CIBTvisas is Key Travel’s visa and passport solutions partner. Our partnership ensures travellers have the most up-to-date and accurate information on what is required to enter safely and securely to the most frequented destinations in global travel. It also ensures world-class support in visa and passport solution delivery at reduced costs to our customers.
Check Entry Requirements / Order a visa or passport
https://keytravel.cibtvisas.com/
Who are CIBT?
CIBTvisas is Key Travel’s visa and passport solutions partner. CIBTvisas is part of CIBT, the leading global provider of immigration and visa services for corporations and individuals with expert immigration and visa professionals, attorneys and qualified migration consultants located in over 70 offices in 25 countries.
CIBTvisas is the leading global travel visa service with unrivaled capability to obtain business and other travel visas for corporations and individuals worldwide in a fast, convenient and secure manner.
Through Key Travel's partnership with CIBTvisas, our customers can benefit from:
• Reduced cost; Key Travel customers pay less than the public rates
• Access to a dedicated Key Travel portal https://keytravel.cibtvisas.com/ with CIBTvisas proprietary, state-of-the-art database containing all the specific requirements for travellers of any nationality to travel anywhere in the world. Receive a customised application pack that includes precise, easy-to-follow instructions, requirements, and all necessary application forms needed to obtain your travel visa or passport.
• Advice and information: access to the latest information on embassy requirements, sourced locally from experts on the ground
• Real-time order tracking: through an online tracking tool, allowing convenient and up to date tracking of applications
• Support with Group booking visa and passport needs
To check entry requirements and download visa application forms, please visit https://keytravel.cibtvisas.com/
computer Learn About System
Travel booking - key travel.
Key Travel is one of several booking options within the Stanford Travel Program . Key Travel specializes in academic travel and offers a designated team of travel agents to assist with complex trips and to provide Fly America Act guidance for travelers booking federally funded flights. Other booking channels included in the Stanford Travel Program may be more appropriate for the travel need.
Key Travel is the world’s largest travel management company specializing in the humanitarian and academic sectors. In addition to Stanford-negotiated rates, Key Travel offers flexible academic international airfares that are exclusive to university travelers. A unique feature is the ability to book multiple travelers (e.g., family members) on the same reservation online or with a travel agent.
When to Use Key Travel
It is highly encouraged that Stanford travelers use Stanford Travel Program booking channels when booking flights, hotels, and rental cars for university-sponsored travel. Stanford Travel booking channels automatically register itineraries and any booking updates to the Travel Registry , streamline the reimbursement process, and offer discounts, benefits, and perks to travelers. In addition, the Stanford Travel team can provide specialized assistance as needed to travelers who book through Stanford Travel.
While Stanford Travel booking channels are a great option for most domestic and international travel, there are certain types of travel that need to be booked directly with the airline or hotel. These may include regional air travel offered by local carriers, travel for field research, ticket exchanges or reissues, or certain group reservations. See the Airfare and Lodging pages for more detail on booking and managing those travel arrangements. For information on the booking processes for various types of travelers, see Topic Overview: Planning and Booking Travel .
For more information about business and travel policies see the Topic Overview: Business and Travel Expense Policies .
Key Travel Features and Benefits
- Book online or with an experienced travel agent.
- Book multiple travelers on the same reservation online or with an agent.
- Provides Fly America Act guidance online or with an agent.
- Provides exclusive flexible academic rates for international airfare.
- Search for the “greenest” flight options using sustainable travel solutions.
- Pay with a Stanford Travel Card (preferred) or personal credit card.
- Arrange travel on behalf of other faculty, staff or visitors.
- Earn applicable supplier loyalty points and eligible benefits.
- Reservations are automatically sent to and updated in the Travel Registry , which connects the reservation to Stanford’s provider of traveler assistance.
Transaction Preparers: When completing a travel expense report, be sure to select "Stanford Travel – FCM/Key" as the booking method.
All active Stanford faculty, staff, students, and postdoctoral scholars have Key Travel profiles. To access your profile, log into Key Travel Online . Click on the purple my KT icon and select Profile Manager .
- Request a Key Travel Profile .
- After the profile has been created, log in to Key Travel with your SUNet ID and password.
Maintaining Your Travel Profile
- Review your profile to ensure your name is an exact match to your government ID . Learn how to change your travel profile name .
- Add your cell phone number. (If based in the US, international code is +1)
- Add your frequent flyer and loyalty numbers.
- Add your known traveler number (TSA PreCheck or Global Entry) if you have one.
- Add your passport details, if available.
Visit Manage your Profile in Key Travel for additional instructions
Individuals Booking Online The Key Travel Online booking tool is only recommended for booking multiple travelers (up to 4 individuals) on the same reservation or booking federally-funded travel.
Guest names and pertinent information can be added in the booking path. Even though there is an option to “Create a Traveler Profile,” for privacy purposes, do not save any guest or companion information as a profile.
Key Travel’s online booking tool will flag flights that do not qualify for the Fly America Act or the Open Skies Agreement.
Service fees may apply when booking travel online.
Booking Travel with an Agent For agent assistance with individual, or multi-person travel, contact Key Travel:
- By phone: call 1-646-289-6816, 24 hours a day, 7 days a week
- By email: contact [email protected]
Service fees may apply when booking travel with an agent.
Group and Program Travel
Key Travel can provide support when booking travel for large groups and programs. Reach out to a Key Travel representative for assistance at [email protected] .
- FIN-0400: Traveling for Stanford
This course is required for Stanford Travel Card (TCard) holders and is recommended for all business travelers.
- Assign a Profile Manager in Key Travel
- See additional guidance for groups and multiple travelers .
- Book Guest Travel Using Key Travel
- Change Travel Profile Name for Stanford University Travelers
- Manage Your Profile in Key Travel
Managing Expenses Related to Travel Cancellations including:
- Flight cancellations and exchanges
- Unused nonrefundable airline tickets
- Conference cancellations and reimbursement
- Cancellation fees
- Expense accruals
Stanford Travel Program Submit a Support Request 1-650-497-1214
© Stanford University , Stanford , California 94305 .
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Key Travel: online booking
Wherever possible you should book airline, train tickets and hotel accommodation with Key Travel, the University's preferred supplier. Key Travel will invoice the Department directly which eliminates the need for submitting expenses through eExpenses. They also have access to specialist academic fares, which are not available via their public websites. These are typically more flexible air tickets with extra baggage included.
The Department’s preferred method of booking is through the Key Travel online booking service .
The Key Travel online booking service allows travellers to search and select their own options for flights, hotels, rail and Eurostar. Travellers place their preferred option in the "basket" and share the provisional booking with members of the Finance Team by selecting their emails from a drop-down list within the Key Travel website. Please remember to select both @email and @email in the Purchasing Team to send the provisional booking.
Upon receiving the provisional booking, the Purchasing Team will raise a Purchase Order and complete the process online. The booking is then confirmed and travel documents are emailed to the traveller.
If you would like access to the Key Travel online booking service please email Kefei Laing, at @email . You will be informed when your access is ready together with log-in details.
Please note that provisional bookings will be valid for only a short period of time, usually 24 hours so please ensure that you shop for your travel during standard working hours. This will enable the Purchasing team to process the request and raise a Purchase Order before the booking expires.
Related resources
Travel insurance for University staff and students
Bookings and transport for business travel
Travel expenses: claimant guide
IMAGES
COMMENTS
The Travel and Expenses Services team are responsible for the operation of the University travel contracts, expense auditing and processing and the University card processes for corporate, lodge and purchase cards. Our internal workspace can be found from the following link. Business Travel and Expenses (staff log-in required) Payment Services ...
Key Travel is the world's largest travel management company specialising in humanitarian, faith and academic travel. As a travel management company, we make travel simple, cost-effective, safe and sustainable for people who travel to do good. Having developed the first ever missionary air contract , we subsequently pioneered the development ...
July 4th, 2022. Improvements will be made to the service offered by the university's travel and accommodation booking provider, Key Travel. Acting on staff feedback, the university's finance teams have been holding regular review meetings with Key Travel to assess their performance against our service agreements, highlight examples of poor ...
The Key Travel account management team will be on campus on Tuesday 11 July 2023 from […] Appears in Portal pic. Tags: Key Travel, training workshop, travel training. Key Travel update: Ryanair flights to be removed. The university has made the decision to remove Ryanair flights from the Key Travel service with […] Appears in Portal pic ...
The university has made the decision to remove Ryanair flights from the Key Travel service with effect from Monday 10 October 2022. Since the pandemic, Ryanair has changed its distribution model, blocking third-party access to book flights by Online Travel Agents (OTAs). Therefore we have taken the decision to pause bookings with Ryanair while ...
Your move in date will depend on where you are staying, so look through the accommodation resources below to find your arrival date. To help make your journey to campus as smooth as possible, we've included information on all modes of transport, as well as entering the UK from overseas. We can't wait to meet you.
It is a university requirement that all staff/PGR student travel should be booked via the Key Travel system. If there are any exceptional circumstances, meaning that all or some of the travel cannot be booked through Key Travel, approval must be requested from the Travel team at [email protected] before any travel is booked.
IT and Information Skills. Event Description. A training session dedicated to the launch of our new travel provider, Key Travel. - An introduction to Key Travel. - A full demonstration of the new online booking tool. - A tour of ancillary and support services including traveller profiles, training academy and MI. - A breakdown of Key Travel's ...
The Key Travel account management team will be on campus on Tuesday 11 July 2023 from 11am - 2pm to answer any travel queries you may have. Key Travel, the university's contracted supplier of travel, will be coming on site on Tuesday 11 July.. Members of the Key travel account management team, along with UoN staff from our travel and expense services section, will be in attendance on the day.
March 10th, 2021. As a result of a detailed consultation across the university, the Travel and Expenses Policy has been updated. In addition, the university has changed our Travel booking supplier to Key Travel and has also made some changes to the staff reimbursement process. Find more information about these changes on the Travel and Expenses ...
The Overseas guidance takes into account the new government international travel rulings, which were introduced on Monday 4 October 2021. All travel should be booked through the university's travel management partner, Key Travel. If you believe you are unable to book your trip through Key Travel, approval for alternative arrangements must be ...
University of Nottingham Student Services Welcome International students Travelling to Nottingham. Nottingham is easily accessible via public transport from major UK airports and cities, including London, Birmingham, and Manchester, and nearby East Midlands Airport. So wherever you are arriving from there are lots of ways to get to campus.
Climate Conscious University Business Travel. International travel is an integral part of working in academia and key to maintaining collaborations and enhancing global presence. But business travel, particularly flying, has a significant environmental impact. Our intention is not to eliminate flying, but to actively reconsider our high carbon ...
Sustainable transport. With a UK staff and student community of over 40,000 and campuses in Malaysia and China, the University generates a significant demand for travel. We actively encourage staff and students to use greener transport options and offer a range of green solutions: investment in cycling infrastructure. extended hopper bus services.
We use our 40 years' experience of organising non-profit travel to solve our customers' unique travel needs in four important ways: Savings: We save our customers money through our specialist air fares, plus travel intelligence, reporting and insights, comprehensive account management, and partnerships with leading travel service providers.
A choice of room rates will be offered. The choice of options will depend on your company policy. 'Billback rates' allow breakfast to be added at checkout (if not already included) Customer negotiated rates can be found by looking for symbol 'C' ('K' represents Key Travel negotiated. 27 March, 2020 rates) YOUR GUIDE TO KEY TRAVEL 19.
The most advanced duty of care travel platform. Hotels and ground transportation with English speaking local guides. 24/7 global support at no extra charge. Providing Pay by Groups; a secure payment and admin portal. Not only that, but our Study Trips offering is fully digital through a world-class venue finding platform from one of the world ...
Off-Site Working Policy (including Fieldwork) Travel, health and safety, insurance and expenses are the main aspects included above. Information related to risk assessment and other heath and safety matters is in Stage 1 PLAN. The Travel Sharepoint provides information for the following stages of a trip: Stage 1 PLAN. Stage 2 BOOK.
Existing online users login with your existing email address and password. If you have not registered as a booker with Key Travel, please send your name, organisation, department, telephone number and email address to [email protected] (customer policy permissions may apply).
Visas & Passports. CIBTvisas is Key Travel's visa and passport solutions partner. Our partnership ensures travellers have the most up-to-date and accurate information on what is required to enter safely and securely to the most frequented destinations in global travel. It also ensures world-class support in visa and passport solution delivery ...
For agent assistance with individual, or multi-person travel, contact Key Travel: By phone: call 1-646-289-6816, 24 hours a day, 7 days a week; By email: contact [email protected] ; Service fees may apply when booking travel with an agent. Group and Program Travel. Key Travel can provide support when booking travel for large groups and ...
If you run into difficulties with any bookings made via the online tool please contact the Key Travel Online Helpline. 2. Travel Insurance The University provides travel insurance for anyone (staff and students) who is travelling on University business. There is no charge for insurance cover. There is also no facility for annual travel insurance.
If you would like access to the Key Travel online booking service please email Kefei Laing, at [email protected]. You will be informed when your access is ready together with log-in details. Please note that provisional bookings will be valid for only a short period of time, usually 24 hours so please ensure that you shop for your ...
The NHS's most senior adviser on transgender health refused to share data about his clinic's patients with the Cass Review.. Dr Hilary Cass said efforts to track the journeys of around 9,000 ...