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<p class="MsoNormal">Hi everyone,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">As a reminder, <span style="background:yellow;mso-highlight:yellow">
and for new staff especially</span>, here is a step by step guide for STAFF to booking travel. Any questions, check the policy or email me.
<o:p></o:p></p>
<p class="MsoNormal">Please let me know if you have any questions or comments. <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Gabrielle<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ol style="margin-top:0cm" start="1" type="1">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l5 level1 lfo3"><b><span style="font-size:12.0pt">Complete the Approval to Travel form on Pegasus (Finance tab). This is auto-approved and secures your travel insurance.
<o:p></o:p></span></b></li></ol>
<p class="MsoListParagraph"><b><span style="font-size:12.0pt">Cc the ATT form to </span>
</b><a href="mailto:physics-travel@strath.ac.uk"><b><span style="font-size:12.0pt">physics-travel@strath.ac.uk</span></b></a><b><span style="font-size:12.0pt"><o:p></o:p></span></b></p>
<p class="MsoListParagraph" style="margin-left:0cm;text-indent:36.0pt">You need this for all international travel, all journeys involving plane travel, and all UK travel including 3+ nights away.<o:p></o:p></p>
<p class="MsoListParagraph"><o:p> </o:p></p>
<ol style="margin-top:0cm" start="2" type="1">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l5 level1 lfo3"><b><span style="font-size:12.0pt">Identify the details of your travel and accommodation and associated costs.<span style="color:red">
</span><o:p></o:p></span></b></li></ol>
<p class="MsoListParagraph" style="margin-left:0cm"> This can be done on
<a href="https://strath.sharepoint.com/sites/BusinessTravel/SitePages/ClarityTravel.aspx">
Clarity Business Travel</a> or the web to check availability. <o:p></o:p></p>
<p class="MsoListParagraph"><span style="font-size:12.0pt">To</span> log on, go to the
<a href="https://authentication.claritygo.travel/Account/Login?ReturnUrl=%2Fconnect%2Fauthorize%2Fcallback%3Fclient_id%3Dclarity-web-api-spa-client%26redirect_uri%3Dhttps%253A%252F%252Fclaritygo.travel%252Fsignin-callback%26response_type%3Dcode%26scope%3Dopenid%2520profile%2520email%2520phone%2520user-info%2520IdentityServerApi%2520web-api-access%26state%3D67b03b5388f746a9ad7584e658581563%26code_challenge%3DW6JIFfrKtkDOMVRmyrGudQzD3eXW2wzhhT3OL3hLsWE%26code_challenge_method%3DS256">
ClarityGo login page</a>, or click on the link in the <a href="https://strath.sharepoint.com/sites/BusinessTravel/SitePages/ClarityTravel.aspx">
Travel Information Hub</a>. To log in for the first time, you will need to enter your University email address and then click ‘Recover Password’. You will then receive instructions via email on how to create a new password.
<b>Once you have logged in, please ensure you fully complete your profile with all requested information.
<o:p></o:p></b></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ol style="margin-top:0cm" start="3" type="1">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l5 level1 lfo3"><b><span style="font-size:12.0pt">Raise a Purchase Order for your travel on FMS.<o:p></o:p></span></b></li></ol>
<p class="MsoNormal" style="margin-left:36.0pt">When you book with Clarity you will be required to raise a Purchase Order (PO) and either enter it on the ClarityGo system, or advise the booking agent. At the point of raising the PO you need to have considered
the best options and be ready to book. All requisitioners have ‘allocate PO’ for Clarity on FMS. You should source a price on the Clarity Portal and then log into FMS, raise a Clarity requisition, and a PO number will be given at the same time as the requisition
number. To do this in FMS, click on ‘Procurement’ then select ‘Requisitions – Clarity’.
<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:36.0pt">You can then secure the booking and pricing by going back onto the Clarity Portal and enter the FMS PO number. The requisition in FMS still workflows for approval like all other requisitions.<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:36.0pt">Please see guidance <a href="https://strath.sharepoint.com/sites/fms/ResourceLibrary/Forms/AllItems.aspx?id=%2fsites%2ffms%2fResourceLibrary%2fClarity+Travel+Requisitions+2023v1.pdf&parent=%2fsites%2ffms%2fResourceLibrary">
here</a> on how to complete a requisition for Clarity. <b>The department code is 12424</b>.<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:0cm"><o:p> </o:p></p>
<ol style="margin-top:0cm" start="4" type="1">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l5 level1 lfo3"><b><span style="font-size:12.0pt">Book your flights and accommodation with Clarity Travel.
<o:p></o:p></span></b></li></ol>
<p class="MsoListParagraph">Train travel is expected for UK travel unless there is a good reason to fly.<o:p></o:p></p>
<p class="MsoListParagraph">(Caring responsibilities, disability, health reasons, where timing would be impractical for business needs. These exceptions must be approved by the budget holder or HoD.)<o:p></o:p></p>
<p class="MsoListParagraph">You can only book budget airline flights by phoning them during office hours. The admin team can assist.<o:p></o:p></p>
<p class="MsoListParagraph"><o:p> </o:p></p>
<p class="MsoListParagraph"><i>Note that permissible exceptions include ‘where costs provided by Clarity are significantly higher (more than £50) than through another route AND Clarity are unable to price-match the journey. This still has to be approved as
a policy exception through the ATT form and evidenced with quotes and engagement with Clarity.<o:p></o:p></i></p>
<p class="MsoListParagraph"><o:p> </o:p></p>
<ol style="margin-top:0cm" start="5" type="1">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l5 level1 lfo3"><b><span style="font-size:12.0pt">Book train travel in the UK via the
</span></b><a href="https://strath.sharepoint.com/sites/BusinessTravel/SitePages/ScotRail-Business-Travel.aspx"><b><span style="font-size:12.0pt">Scotrail Business Travel Hub</span></b></a><b><span style="font-size:12.0pt">.<o:p></o:p></span></b></li></ol>
<p class="MsoNormal"><b><span style="font-size:12.0pt"><o:p> </o:p></span></b></p>
<ol style="margin-top:0cm" start="6" type="1">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l5 level1 lfo3"><b><span style="font-size:12.0pt">International rail travel can be booked with our dedicated branch of Clarity. Please send request to</span></b><b><span style="color:#002147">
</span></b><a href="mailto:strathclyde@claritybt.com"><b>strathclyde@claritybt.com</b></a><b><span style="color:#002147">
</span></b><b><span style="font-size:12.0pt">or call 0333 222 4557</span></b><b><span style="color:#002147">
</span></b><b><span style="font-size:12.0pt">(option 2). They will contact our supplier to book this for you and send confirmation.<o:p></o:p></span></b></li></ol>
<p class="MsoNormal"><b><o:p> </o:p></b></p>
<ol style="margin-top:0cm" start="7" type="1">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l5 level1 lfo3"><b><span style="font-size:12.0pt">Sign the Risk Assessment<br>
For UK travel, it’s e-risk </span></b><a href="https://safetysystems.strath.ac.uk/ra.php?section=1&ID=4687"><b><span style="font-size:12.0pt">4687</span></b></a><b>,
</b>unless you are doing something unusually risky<b>. Pleas sign this annually.<o:p></o:p></b></li></ol>
<p class="MsoListParagraph"><b><span style="font-size:12.0pt">For International travel, use the Word form available on the
</span></b><a href="https://strath.sharepoint.com/sites/TravelSafety/"><b><span style="font-size:12.0pt">Travel Safety portal</span></b></a><b><span style="font-size:12.0pt">.</span>
</b>For travel to conferences etc to ‘safe’ countries, you can use the same risk assessment for 12 months.
<b>Send a copy of the risk assessment to </b><a href="mailto:physics-travel@strath.ac.uk">physics-travel@strath.ac.uk</a>.<o:p></o:p></p>
<p class="MsoListParagraph"><b>Because you can use the same risk assessment for multiple trips, you also need to send your travel itinerary and contact details to
</b><a href="mailto:physics-travel@strath.ac.uk"><b>physics-travel@strath.ac.uk</b></a><b> for every journey so that you can be traced in an emergency.<o:p></o:p></b></p>
<p class="MsoListParagraph"><b><o:p> </o:p></b></p>
<p class="MsoListParagraph"><b><span style="font-size:12.0pt">For ‘unusual’ trips, e.g. involving fieldwork at sea or in the countryside, you will need to create a specific risk assessment.<o:p></o:p></span></b></p>
<p class="MsoListParagraph"><b><span style="font-size:12.0pt"><o:p> </o:p></span></b></p>
<p class="MsoListParagraph"><b><u><span style="font-size:12.0pt">Travel Cards<o:p></o:p></span></u></b></p>
<p class="MsoListParagraph">Staff should get a travel card to use for expenses if they travel abroad at all, or domestically 3 times per year. The application form is found
<a href="https://www.strath.ac.uk/professionalservices/finance/financialservices/purchasinggoodsservices/purchasecards-fms/">
here</a>.<o:p></o:p></p>
<p class="MsoListParagraph"><b>You should continue to keep all your receipts for uploading to FMS.<o:p></o:p></b></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<p class="MsoListParagraph"><b><u><span style="font-size:12.0pt">Record Keeping and Duty of Care<o:p></o:p></span></u></b></p>
<p class="MsoListParagraph">The Department is required to keep records of everyone’s travel itinerary and emergency contact details, hence the request to copy all risk assessments and ATT forms to
<a href="mailto:physics-travel@strath.ac.uk">physics-travel@strath.ac.uk</a>, and if you are reusing an existing risk assessment, details of your itinerary and emergency contact information for each trip. These will be stored securely as they contain personal
data. <o:p></o:p></p>
<p class="MsoNormal" style="margin-left:35.45pt;mso-add-space:auto"><span style="font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<ol style="margin-top:0cm" start="8" type="1">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l5 level1 lfo3"><b><span style="font-size:12.0pt">Expenses/Subsistence<o:p></o:p></span></b></li></ol>
<p class="MsoNormal" style="margin-left:36.0pt">While you are away, please follow the rules for subsistence claims in section 22 of the
<a href="https://www.strath.ac.uk/media/ps/estatesmanagement/sustainability/sustdocuments/Travel_Policy.pdf">
Travel Policy</a>.<o:p></o:p></p>
<p class="MsoNormalCxSpMiddle"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><span style="color:#1F497D;mso-fareast-language:EN-GB">Gabrielle Weir</span></b><span style="font-size:13.5pt;font-family:"Segoe UI",sans-serif;mso-fareast-language:EN-GB"><o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="color:#1F497D;mso-fareast-language:EN-GB">Physics Department Manager</span></b><span style="font-size:13.5pt;font-family:"Segoe UI",sans-serif;mso-fareast-language:EN-GB"><o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="color:#1F497D;mso-fareast-language:EN-GB">Faculty of Science | University of Strathclyde</span></b><span style="font-size:13.5pt;font-family:"Segoe UI",sans-serif;mso-fareast-language:EN-GB"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D;mso-fareast-language:EN-GB">Room JA805, John Anderson Building, 107 Rottenrow East, G4 0NG United Kingdom</span><span style="font-size:13.5pt;font-family:"Segoe UI",sans-serif;mso-fareast-language:EN-GB"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D;mso-fareast-language:EN-GB">t: +44 (0)141 548 3267 | e: </span><a href="https://nemo.strath.ac.uk/owa/redir.aspx?SURL=zMXfEWhyIaoQxmwJxBsGyR_zt2eSPbsKFKmQ5_imp9YgUFUleyvWCG0AYQBpAGwAdABvADoAZwBhAGIAcgBpAGUAbABsAGUALgBsAC4AdwBlAGkAcgBAAHMAdAByAGEAdABoAC4AYQBjAC4AdQBrAA..&URL=mailto%3agabrielle.l.weir%40strath.ac.uk" target="_blank"><span style="mso-fareast-language:EN-GB">gabrielle.weir@strath.ac.uk</span></a><span style="font-size:13.5pt;font-family:"Segoe UI",sans-serif;mso-fareast-language:EN-GB"><o:p></o:p></span></p>
<p class="MsoNormal"><a href="https://nemo.strath.ac.uk/owa/redir.aspx?SURL=sa5AZtfxhg94kpFCapJgl_G8n1oevZuNSU5U-6e4nGEgUFUleyvWCGgAdAB0AHAAOgAvAC8AdwB3AHcALgBzAHQAcgBhAHQAaAAuAGEAYwAuAHUAawAvAHMAYwBpAGUAbgBjAGUALwBwAGgAeQBzAGkAYwBzAA..&URL=http%3a%2f%2fwww.strath.ac.uk%2fscience%2fphysics" target="_blank"><span style="mso-fareast-language:EN-GB">www.strath.ac.uk/science/physics</span></a><span style="font-size:13.5pt;font-family:"Segoe UI",sans-serif;mso-fareast-language:EN-GB"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;color:#1F497D;mso-fareast-language:EN-GB"> </span><span style="font-size:13.5pt;font-family:"Segoe UI",sans-serif;mso-fareast-language:EN-GB"><o:p></o:p></span></p>
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