[Academic] Travel Bookings Step by Step for Staff

Mon Jul 1 17:18:30 BST 2024

Dear all,

I have amended the instructions slightly, after noting that Appendix 2 of the Risk Assessment is to be removed before uploading to SharePoint, and then sent separately to the Department.

Amendment in red  below.

Apologies for any confusion,

Gabrielle

Hi everyone,

Following our discussion of the Travel Policy at the Dept Committee meeting, here is a step by step guide for STAFF to booking travel.  Any questions, check the policy or email me.  Please note the Clarity will be launching a new booking platform "ClarityGo" on 16th July, and I will update these instructions as appropriate after the system is configured.

Please let me know if you have any questions or comments.  Huge thanks to our admin team for all their support in booking travel as the new policy is creating a lot of additional work.

Gabrielle

  1.  Complete the Approval to Travel form on Pegasus (Finance tab).  This is auto-approved and secures your travel insurance.

Cc the ATT form to physics-travel at strath.ac.uk<mailto:physics-travel at strath.ac.uk>

You need this for all international travel, all journeys involving plane travel, and all UK travel including 3+ nights away.

  1.  Identify the details of your travel and accommodation and associated costs.

              This can be done on Clarity Business Travel<https://strath.sharepoint.com/sites/BusinessTravel/SitePages/ClarityTravel.aspx> or the web to check availability.

To log on, enter www.go2book.travel<http://www.go2book.travel/> into internet page address bar, this will then take you to the log in page. 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. Once you have logged in, please ensure you fully complete your profile with all requested information.

  1.  Raise a Purchase Order for your travel on FMS.
When you book with Clarity you will be required to raise a Purchase Order and either enter it on the Go2Book 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.  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 requisitions.
Please see guidance here<https://strath.sharepoint.com/sites/fms/ResourceLibrary/Forms/AllItems.aspx?id=%2fsites%2ffms%2fResourceLibrary%2fClarity+Travel+Requisitions+2023v1.pdf&parent=%2fsites%2ffms%2fResourceLibrary> on how to complete a requisition for Clarity.  You cannot currently use a purchase card to book with Clarity, but this is likely to change with the upcoming ClarityGo platform.

  1.  Book your flights and accommodation with Clarity Travel.

Train travel is expected for UK travel unless there is a good reason to fly.

(Caring responsibilities, disability, health reasons, where timing would be impractical for business needs.  These exceptions must be approved by the budget holder or HoD.)

You can only book budget airline flights by phoning them during office hours.  The admin team can assist.

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.

  1.  Book train travel in the UK via the Scotrail Business Travel Hub<https://strath.sharepoint.com/sites/BusinessTravel/SitePages/ScotRail-Business-Travel.aspx>.

  1.  International rail travel can be booked with our dedicated branch of Clarity.  Please send request to strathclyde at claritybt.com<mailto:strathclyde at claritybt.com> or call 0333 222 4557 (option 2).  They will contact our supplier to book this for you and send confirmation.

  1.  Sign the Risk Assessment
For UK travel, it's e-risk 4687<https://safetysystems.strath.ac.uk/ra.php?section=1&ID=4687>, unless you are doing something unusually risky.  Pleas sign this annually.

For International travel, use the Word form available on the Travel Safety portal<https://strath.sharepoint.com/sites/TravelSafety/>.  For travel to conferences etc to 'safe' countries, you can use the same risk assessment for 12 months.  Remove Appendix 2 and upload a copy of the risk assessment to the SharePoint site and also email to physics-travel at strath.ac.uk<mailto:physics-travel at strath.ac.uk>.

Because you can use the same risk assessment for multiple trips, you also need to send your travel itinerary and contact details to physics-travel at strath.ac.uk<mailto:physics-travel at strath.ac.uk> for every journey so that you can be traced in an emergency.  For every international journey you make, send a completed copy of Appendix 2 (from the Risk Assessment doc) to physics-travel at strath.ac.uk<mailto:physics-travel at strath.ac.uk>.  This will then be stored securely on the i drive.

For 'unusual' trips, e.g. involving fieldwork at sea or in the countryside, you will need to create a specific risk assessment.

Travel Cards

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 here<https://www.strath.ac.uk/professionalservices/finance/financialservices/purchasinggoodsservices/purchasecards-fms/>.

You should continue to keep all your receipts for uploading to FMS.

Record Keeping and Duty of Care

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 physics-travel at strath.ac.uk<mailto:physics-travel at strath.ac.uk>, 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.

Gabrielle Weir
Physics Department Manager
Faculty of Science | University of Strathclyde
Room JA805, John Anderson Building, 107 Rottenrow East, G4 0NG United Kingdom
t: +44 (0)141 548 3267 | e: gabrielle.weir at strath.ac.uk<https://nemo.strath.ac.uk/owa/redir.aspx?SURL=zMXfEWhyIaoQxmwJxBsGyR_zt2eSPbsKFKmQ5_imp9YgUFUleyvWCG0AYQBpAGwAdABvADoAZwBhAGIAcgBpAGUAbABsAGUALgBsAC4AdwBlAGkAcgBAAHMAdAByAGEAdABoAC4AYQBjAC4AdQBrAA..&URL=mailto%3agabrielle.l.weir%40strath.ac.uk>
www.strath.ac.uk/science/physics<https://nemo.strath.ac.uk/owa/redir.aspx?SURL=sa5AZtfxhg94kpFCapJgl_G8n1oevZuNSU5U-6e4nGEgUFUleyvWCGgAdAB0AHAAOgAvAC8AdwB3AHcALgBzAHQAcgBhAHQAaAAuAGEAYwAuAHUAawAvAHMAYwBpAGUAbgBjAGUALwBwAGgAeQBzAGkAYwBzAA..&URL=http%3a%2f%2fwww.strath.ac.uk%2fscience%2fphysics>

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