edinburgh uni travel policy

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• Visit www.ed.ac.uk

• Arrivals FAQs

Before you arrive

For information on the allocation process, please look here:   https://www.accom.ed.ac.uk/applying/ready-to-apply/ .

Our accommodation is located in different areas across the city with many different outlooks, including city views or open spaces. We are unable to provide this level of detail for each room but there are many open spaces in Edinburgh where you can enjoy the outdoors and take in the beautiful city. The Scottish weather is temperamental and sunshine is not guaranteed.

Yes, our teams will be available and able to allow you into your room 24/7. If you are arriving after 11pm, please contact the Community Support Team on 0131 667 1971 who will be able to attend and help out of hours.

You can find your full address on your tenancy agreement which you can access on your MyAccommodation Hub (myEd)

For information on the support available to disabled students, please look here: Disabled Students | The University of Edinburgh Accommodation & Catering | UOE Accommodation

For more information on our pets policy, please look here: Disabled Students | The University of Edinburgh Accommodation & Catering | UOE Accommodation

Unfortunately, we do not issue keys to anyone but the legal occupier of the room. If you require us to give access to your room, we kindly ask that you provide the details of the person who needs access, the date and time of their arrival, and your written permission to do so. We will then be able to provide limited time access with staff supervision.

Your arrival pass will give you information on key collection location.

For the latest travel and parking information visit Transport & Parking | The University of Edinburgh

Parcels will only be accepted if you are in-house, therefore please plan deliveries carefully as anything arriving before you are here will not be accepted at our reception centres. For more information on mail and parcels, please look here:   https://www.ed.ac.uk/residence-life/living-with-us/residence-guide .

Unfortunately, we are not able to share personal information of other residents due to Data Protection legislation.

We encourage you to start having conversations with your future flatmates and plan what items you can agree to buy communally, to lower living costs and be sustainable. The best place to start is joining your accommodation Facebook page; you can find the link to that on your Accommodation Hub under myEd. Feel free to join, introduce yourself to your future neighbours there, and meet the Residence Life staff working at your site! To find out more information about the Residence Life service and keep up to date with useful information and activities, please remember to ‘like’ the  Residence Life Facebook Page .

Moving to a different country, city or home can be a challenging transition for some students. It also comes with amazing opportunities to learn from others and experience a different culture. To hear more about what to expect, please look here: Adapting to Edinburgh | The University of Edinburgh

• The University offers year-round hotel and summer accommodation for guests to the city.
• You can book online via The University of Edinburgh Hospitality & Events Collection  
• For more information relevant to parents and supporters, please take a look here:  https://www.ed.ac.uk/students/new-students/parents .

Reservations are also available on +44 (0)131 651 2007 (option 1) or email  [email protected] .

When you arrive

You can find guidance and advice from our staff at The Accommodation Advice Room.  This pop up will be at Buccleuch Place Common Room between 10am and 2pm from 31 August - 15 September (Monday - Sunday). In addition, please take a look here for information that can help you find accommodation:   https://www.eusa.ed.ac.uk/adviceplace/accommodation/lookingforaccommodation

The parking during arrival times is limited to drop off or on-street parking around the accommodation sites. We strongly encourage you to move your car off site as quickly as possible to allow everyone to move in comfortably. For more information on parking and permits, please look here:   https://www.ed.ac.uk/residence-life/living-with-us/residence-guide

• Repairs: Log in to MyEd, access your MyAccommodation Hub and click on the Report Repairs button.
• If you are staying at a site operated by one of our accommodation partners, repairs should be reported to the reception desk
• Cleaning: speak to the Operations staff on site when you arrive.

No guests are allowed to stay in University accommodation over the arrivals period until the end of September.

The University offers year-round hotel accommodation which your guests can book online via The University of Edinburgh Hospitality & Events Collection

For more information on the Guest Policy, please look here:   https://www.ed.ac.uk/residence-life/living-with-us/residence-guide .

The Residence Life team organise a series of welcome events and continued events throughout the year, both large and small, in person and online.

Your Resident Assistants on site will be able to provide you with information via the Facebook group, posters, and email about all the events that will be taking place at your site and across the University after you have arrived. We encourage you to introduce yourselves to your neighbours as positive relationships can be formed early and can make a huge difference to your experience while at University. Don’t worry if it takes a while to meet new people, everyone will be in the same position as you and sometimes connecting with others can take more time for some students than others – prioritise your needs and take a break from socialising when you need it!

It is mandatory that you attend your accommodation induction, or welcome talk. Residence Life staff in your accommodation will cover critical information relating to student life, support, and facilities that will help you settle in and become an active member of your residential community. The welcome talks usually take place at the start of the welcome week.

Specific information about your welcome talk will be posted on the accommodation Facebook group, on posters around the site, and will be included in the welcome letter you will receive from your Warden or Resident Assistant over the summer and when you arrive in your room.

Volunteers from the University and the community run a Swap Shop open to all in the city, plus regular upcycling and bike maintenance workshops and educational events, with many volunteering opportunities. Based at 22 Bread Street, just off Chambers Street, SHRUB is a community co-operative and social enterprise run by volunteers which allows local people to swap and re-use everything from clothes and books to kitchen equipment and bikes. For more information, please take a look here: shrub coop | The University of Edinburgh

Once you have checked in, you will be able to access this and download from the Myed Accommodation Hub. Printed copies will be provided in sealed envelopes, where possible. You can use the proof of address letter to open a bank account, register with a GP, purchase a mobile contract, or any other service that requires proof of your permanent Edinburgh address.

Important things to do after you move in

• Attend the Principal’s Welcome: Principal's Welcome Ceremony | The University of Edinburgh
• The University of Edinburgh Events App is an easy way for you to browse all of the information and events for new students throughout your first year. Download the Events App here: Download the University of Edinburgh Events App | The University of Edinburgh
• Remember to complete the 6 essential tasks before you arrive or during your first week at University:  https://www.ed.ac.uk/students/new-students/ready-university/top-6-tasks .
• As you prepare for the start of university, you will need to do some essential tasks including arranging your accommodation, getting connected to your student email, and browsing optional courses for your personal timetable. For the complete list, please take a look here:  https://www.ed.ac.uk/students/new-students/ready-university .
• As an international student, you also need to complete your international check-in:  https://www.ed.ac.uk/student-administration/immigration/while-you-are-here/international-check-in
• Last but definitely not least, start exploring the amazing Edinburgh! Edinburgh is a safe and small city and easy to get around on foot or by bike. It’s full of green spaces; parks, squares, hills and gardens. There’s plenty of room to exercise, relax and study safely. For more information, please take a look here: Live in Edinburgh | The University of Edinburgh

For more information on how to register with a GP, please look here:   https://www.ed.ac.uk/residence-life/living-with-us/residence-guide

You can check here for updates   https://www.ed.ac.uk/student-administration/immigration/while-you-are-here/police-registration

For information on how to collect your BRP, please take a look here:   https://www.ed.ac.uk/student-administration/immigration/applying-for-visa/your-biometric-residence-permit-brp

Almost all banks are now allowing online applications for all students. You can use the proof of address letter under the myAccommodation Hub on myEd and your ID or passport to complete your application.

Please see link:   https://www.accom.ed.ac.uk/during-your-stay/finance/financial-difficulties/

• The first rent instalment is taken on the 1st of October (if paying in instalments). All changes can be done via this link  https://www.payments.ed.ac.uk/instalments . Your instalment plan can be viewed on myEd. Once you are logged in, go to Finance channel – Services - View Account. Scroll down slightly and you should see a tab that says "View instalment plan". Here you will see the amount and dates for payment.
• For more information on payment options and changing your payment method, please look here:  https://www.accom.ed.ac.uk/during-your-stay/finance/ .
• For information on advanced payments, please look here:  https://www.accom.ed.ac.uk/during-your-stay/finance/rent-payment-faqs/ .
• You can submit a payment here:  https://www.accom.ed.ac.uk/during-your-stay/finance/how-to-pay/

During your stay

If you are unhappy with your accommodation, please take a look here for more information on the transfer process:   https://www.ed.ac.uk/residence-life/living-with-us/residence-guide

Please choose your allocated accommodation site on Our Accommodation webpage, and check the Property Features, “view more” section for more information.   https://www.accom.ed.ac.uk/our-accommodation/   

Edinburgh is a bike-friendly city and we encourage our residents to commute by bike where possible. Most accommodation sites and academic campuses provide access to secure bike sheds.

In order to use the bike sheds, you will need to register your bike using the online form, https://bit.ly/2X6G85p .  You will receive confirmation that your bike has been registered shortly after completing the form.  If you have any questions please ask your site office.

For more information on Cycling and insurance, please take a look here:   https://www.ed.ac.uk/residence-life/living-with-us/residence-guide .

For information on the JMCC please look here:   https://www.accom.ed.ac.uk/during-your-stay/catering/ .

For information on TV licenses, please look here:   https://www.ed.ac.uk/residence-life/living-with-us/residence-guide .

Candles, over-door hangers, joss sticks, personal heaters, cookers, smoking and vaping are all prohibited in University accommodation. For information on plug adapters, fire and health & safety in your accommodation, please look here:   https://www.ed.ac.uk/residence-life/living-with-us/residence-guide .

For information on keys, please look here:   https://www.ed.ac.uk/residence-life/living-with-us/residence-guide .

• Be wary of clicking on links or web pages  especially  links in unsolicited emails or texts messages.
• Never give out login details in an email or over the telephone, no matter how genuine you think the request is.
• Be wary of personal information being giving out on social networking sites or elsewhere, (e.g., contact details, dates of birth or passport information).
• Be wary of unexpected calls, even if allegedly from governments, their departments or law enforcement agency. If in doubt just hang up and never give out personal or financial information.
• Be aware that telephone numbers can be disguised to look genuine.
• Never transfer funds from your bank account even if instructed to do so unless certain to whom they are destined.
• Call  Police Scotland  (101), the UoE  Security  or the  Advice Place  if you are unsure or require advice.

If you have more questions for the Community Support Team, they will be available 24/7. For urgent support contact   [email protected]  or (+44) 0131 667 1971 (option 9). For non-urgent enquiries, get in touch here:    https://www.accom.ed.ac.uk/get-in-touch/

• The Residence Life team supports students living in university accommodation. For information on our service, please look here: https://www.ed.ac.uk/residence-life .
• For a complete list of support resources and more information, please look here:  https://www.ed.ac.uk/students/health-wellbeing .

Parents, friends & supporters

For information on the support available to students as they transition to University, please take a look here:   https://www.ed.ac.uk/students/new-students/parents

• You can book online via The University of Edinburgh Hospitality & Events Collection

Related Links

• Fire, health & safety
• Good Citizen Guide
• Internet and computing
• Arrival information January Arrivals
• Arrival information September Arrivals
• Pre-sessional arrivals
• Accommodation Transfer Policy
• Moving Out Guide
• Moving out FAQs
• Oxygen Fitness Studios
• Residence life
• Security & Support
• Sustainability

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Why do we need a Sustainable Travel Policy? 

Policies in the workplace are a bit like snacks at a party:   

• they’re essential 
• they need refilled often 
• they attract people and can encourage them to stay.

I pay close attention to party snacks, and increasingly, to workplace policies. Beyond the dry roast titles and lightly salted text lies a document that is modestly trying to help you through your day; whether that’s booking leave, claiming back expenses, or booking travel.

Ah, travel. It’s been a while. If you used to travel for work – and expect to again soon – then there’s one new policy you’ll be interested in: a new  Sustainable Travel Policy due to go live in late 2021. Just like a big plate of hot pastries at a party, this one’s worth lingering on… let me introduce you: Sustainable Travel Policy.

What is the Sustainable Travel Policy?  

When implemented in late 2021, the new Sustainable Travel Policy will ensure that environmental impact will become a key factor in deciding how – or even if – we travel for work. In a nutshell, it asks travellers to choose a method of travel that is lower carbon as well as cost effective.  

Here are the key points:  

•   Greater emphasis on virtual meetings.  If you don’t need to travel, don’t. Use alternatives such as virtual collaboration tools. This hugely reduces the carbon emissions associated with your activity.  
• Make local travel lower carbon.  If travelling locally, use active travel (walking and cycling) or public transport (buses and trains) before considering a taxi. Active travel has other benefits too: taking a break from screens improves your wellbeing and productivity.  
• Don’t fly within mainland Britain.  If travelling nationally – for example, to Manchester, Bristol or London – use trains and coaches rather than a plane as flights are the most carbon intensive. It’s still fine to fly if you’re then taking a connecting flight elsewhere, if you’re travelling to the Scottish Isles, the Isle of Man, Northern Ireland or the Republic of Ireland, or for another valid reason, such as to ensure wellbeing for travellers with a disability or caring responsibilities.  
• Reduce your footprint when travelling internationally.  Some European destinations are easy to reach by train. Where flying is required, use economy (unless for health reasons or disability) as it reduces the carbon emissions of your seat .

The policy will also standardise the travel booking process, bringing together a number of existing systems – including authorisation, risk assessments and insurance – into a single online travel management tool.  

Finally – and very importantly – where emissions from travel cannot be removed, the University has committed to sequestering this carbon in order to reach our zero by 2040 target. We’re currently looking at the most appropriate ways of sequestering our carbon. Staff shouldn’t use third-party sequestration and offsetting services in the meantime: carbon sequestration at the University.

Why do we need it?  

The clue is in the name.   

In the years before the Covid-19 pandemic – during which travel pretty much stopped – our travel pattern was becoming financially and environmentally unsustainable, growing by up to 15 per cent annually between 2012 and 2019 . In 2018-19, we created more than 18,000 tonnes of carbon emissions (CO2e) and spent over £11 million on travel (excluding additional costs such as accommodation, visas, event fees and food): University Business Travel Report.

As well as a significant expense, travel is our third largest source of carbon emissions after electricity and gas. To meet the University’s net zero carbon by 2040 goal, we need to reduce the amount of travel we do, and also travel using lower-carbon methods of transport.  

This is called a climate conscious travel approach, where an organisation (or individual) considers the environmental, social and economic impacts of travelling, weighing these against the expected benefits of travelling.  

Professor Sandy Tudhope, University Lead on Climate Responsibility and Sustainability, explains:   “Our new Sustainable Travel Policy will help us travel responsibly whilst on our mission to make the world a better place. Although the experience of the pandemic is demonstrating the potential of online platforms in teaching, research and impact, it is also clear that some air travel is essential to support our work as a leading University, with international students, staff and partnerships.

“The Policy aims to help us make wise choices about our travel: avoiding it if suitable alternatives exist and minimising the carbon emissions of travel where it is essential. By providing data on carbon emissions and on options, and guidance on alternatives to travel, we seek to reduce our University’s overall emissions as much as practically possible. In this way we will help lead by example, including taking an important step towards meeting our commitment to achieve net zero carbon emissions by 2040.”

What do staff think about the new Sustainable Travel Policy?  

More than 1,000 staff were consulted on sustainable travel options since the beginning of 2020 via a consultation open to all staff, focus groups, town hall meetings and reviews by committees. This input helped shaped the Sustainable Travel Policy.  

Overall, staff strongly supported a move to a more climate-conscious approach to travel and 76 per cent of respondents to the consultation felt the proposals were “good” or “quite good”.  

On the whole, staff recognise that our approach to travel needs to change.  

James Smith, VP International says:   “As an academic who has spent more than 20 years working with communities in Africa I recognise the importance of travel: to build meaningful collaborations, to undertake grounded research, to generate impact.

“A climate-conscious approach to travel isn’t a barrier to this, rather its a set of tools to help us weigh up the benefits and costs of travel – environmental, social and economic. A collective, more intentional approach to travel can make a significant contribution to the University’s Zero by 2040 Climate Strategy.”  

Staff also recognise the multiple benefits that come with greater emphasis on virtual collaboration, such as improvements to accessibility and reduced equity issues.  

Sarah Cunningham-Burley, University Lead on Equality, Diversity and Inclusion says:   “The Sustainable Travel Policy can help support our efforts to reduce inequality. Alternatives to travel have flourished through necessity during the pandemic and this has, in some cases, led to greater inclusion – opening up access to conferences and meetings for example. With travel starting up again, the policy also clearly recognises that an individual may need to make alternative arrangements, for example because of caring responsibilities or access reasons.”  

Where can I find out more?  

More information will be released later in 2021 as we confirm how the policy will work in practice. In the meantime, visit the Sustainable Travel Policy webpages or contact the Department for Social Responsibility and Sustainability if you’d like to know more (or want to tell us your favourite party snack).  

Sustainable Travel Policy 2021  

[email protected]    

Photography: GettyImages

• Schools & departments

Conference & travel funding

Information for post graduate students on conference and travel funding.

PGR students who are not registered on one of the School's CDT programmes should initially seek funding to support travel to conferences / study events from their Research Institutes and/or research grants held by their supervisors and/or from some of the other sources summarised below. 

CDT students should contact their CDT Administrator and/or refer to their CDT Programme Handbook for guidance on spending their individual RTSG funding. 

Some conferences offer partial travel subsidy to students, these should always be applied for. These sources of funding (as well as students' personal funds) can be combined to fund a trip that is too expensive to be funded by the individual Institute.

Funding from Research Institutes

Travel grant requests made to Research Institutes will be considered favourably where the (non-CDT) PGR student is:            

• within their normal period of prescribed study (for full time PhD students this is three years, or 6 years for part time students).            
• presenting a first authored or co-authored paper at the conference/event.

All other requests will be considered on a case by case basis, taking into account travel grants previously awarded and available funds.

Where a student is presenting a refereed paper at a significant international meeting outside Europe, a larger grant may be available. The same source can fund other research expenses, for instance payments for experimental subjects.

In exceptional circumstances, and at the discretion of the Research Institutes, research students beyond the the prescribed period of study and MScR students can receive travel funding from their Institute.

Please contact the relevant Level Admin Office if you have an upcoming conference you would like to request funding for.

Level Admin

Students are expected to take advantage of all available cheap fares and other discounts.

For conference registration fees, only the early registration fee will be reimbursed. If there is a discount fee that requires membership in an organisation, and the membership fee is less than the difference, then this can be included in the cost of the trip if the student is not already a member. Page charges cannot be reimbursed, nor can conference banquets or other social events when they are not automatically included in the registration fee.

Where the trip is to present a paper or poster, it must indicate your affiliation as School of Informatics, University of Edinburgh. 

Application process

All travel grants need to be approved in advance of the proposed trip by the Director of Institute or CDT Director. 

Please contact the Institute level admin office to find out more about how they’d like you to apply for travel funding, providing information about the proposed trip and an accurate estimate of costings.

If you are receiving funding for the trip from any other source (e.g. supervisor grant, the conference itself, the University) then this must be mentioned explicitly. 

Your level admin office may also ask that a statement of support from the supervisor should be attached to the application.

IGS PGR travel fund

If PGR students are unable to source sufficient funding through aforementioned sources, the IGS has a small & limited fund available to support top-up funding for PGR travel and conference costs. 

This is available to all PGR students, including CDT students who are beyond their funded period. 

To be awarded IGS travel money, there are specific criteria that must be met; refer to the IGS PGR travel fund webpage for more details. 

IGS Conference and Travel Fund

Booking travel and accommodation using Diversity Travel

Once travel risk assessments and funding has been awarded and approved by the appropriate approvers, PGR students should self service the booking of their travel and accommodation using the University's travel provider - Diversity Travel . 

Please refer to the detailed University and School guidance provided via the IGS Booking Travel webpage. 

Booking Travel

Paying for conferences registration fees

Where a conference registration fee needs to be paid, students should get approval from the appropriate budget holder before registering their attendance.  Ideally, the conference organiser should issue an invoice for payment by the School (Level Admin or CDT Finance Administrators can assist). 

In some instances, it may be appropriate that the registration fee be paid by the student directly and the expense reimbursed via an expense claim.  However, students should get approval from the relevant budget holder before incurring such an expense.  Expense claims that were not pre-approved by the budget holder may not be reimbursed. 

Please make sure when claiming for expenses that they are claimed within 3 months of the date of expenditure, or they may not be reimbursed.  Noting, however, that the financial year for the University runs from 1st August until 31st July the following year and all expenses must be claimed in the financial year in which  the spend was approved. 

Claiming for purchases in foreign currency

To get reimbursement for expenses paid in a foreign currency, you must include one of the following with your expense claim:  

• A copy of your credit card statement, showing the actual cost in GBP, if you paid by card. You may redact or black out all other transactions, but please ensure that the statement shows your name.
• Evidence of exchange rate applied to GBP exchanged for cash in a foreign currency, for the purpose of paying expenses during your trip (not a 'historic' exchange rate).
• Evidence of the exchange rate For expenses incurred in advance of the trip, a print-out of exchange rate on the date of the expense is required.

For expenses occurred during the trip, you can print out a single exchange rate from any date between your outward journey and return journey dates and use that rate to convert all of your foreign currency expenses incurred while away to GBP. We recommend looking up and printing out the exchange rates using the XE currency converter.

Please make sure when claiming for expenses that you claim within 3 months, or they may not be reimbursed.  Noting, however, that the financial year for the University runs from 1st August until 31st July the following year; all expenses must be claimed by the end of the financial year in which  the spend was approved. 

Useful links

Institute Level office contacts

CDT webpages

School Expenses

Claimants Checklist

EAUC Scotland publishes Business Travel Guide

[The guide] showcases best practice in strategies, reporting and reduction activities

• Inform institutions of the Scottish policy context, reporting obligations and background information on emissions. 
• Inspire with best practice case studies from Scotland and around the globe. 
• Leadership and Governance  
• Learning, Teaching and Research  
• Estates and Operations  
• Partnerships and Engagement   
• Monitoring and Evaluation  
• Signpost towards further resources. 

Spotlight on: The Business Travel Action Plan  

• Emerging – an institution starting out on its business travel net-zero journey. 
• Established – an institution that has all core initiatives in place and is beginning to ramp up its ambition and accelerate the pace of change. 
• Leading – an institution that has already seen significant reductions in emissions from its business travel initiatives and is working to remove final absolute emissions within its control. 
• Leadership and Governance
• Learning, Teaching and Research
• Estates and Operations
• Partnerships and Engagement
• Monitoring and Evaluation

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Delivered by EAUC

You can find our BUCS specific Transport & Accommodation policies here:

BUCS Teams Policy

BUCS Individuals Policy

GET IN TOUCH

Booking transport is not easy to coordinate at the best of times, therefore if you have any questions at all, or need any support, please e-mail [email protected]  or call the office on 0131 650 2346..

Planning your travel

The checklist below is designed to help with planning staff and student travel. The list is not exhaustive and should be considered alongside other University information and external resources. For offline access to the below information, please download Planning your Travel (PDF)

Check and secure your travel documents

• We recommend that you scan your passport and save a copy to OneDrive, your personal space in the cloud.
• Visa for destination country if required
• Any other documentation that is required for entry into the destination country
• If you plan to hire a car, remember your driving licence – depending on your country of destination, you may need a specific permit to drive in that country, including for UK nationals in Europe after 1 January 2021
• University travel insurance  details, including the AIG app.
• For local healthcare in most EU and EEA countries, an existing EHIC card which is valid at the time of travel, a new GHIC card (the UK government’s new healthcare scheme) or a new UK-issued EHIC card provides the cover you need, depending on the destination country. In certain cases, separate health cover may be required. Full details by country are outlined on the  UK government healthcare for UK nationals visiting the EU, EEA and Switzerland website .
• Emergency contact numbers

Ensure your health and safety

• Obtain all necessary vaccinations for your destination
• Check how to access healthcare in your destination country
• Discuss any pre-existing health conditions or medication with your GP
• Confirm that your medication is permitted in your destination country
• Confirm that you have a sufficient supply of medication for your trip
• Do not take more than you will need
• Consider keeping a copy of your prescription or doctor’s note
• Note that many medications may not be available in your destination country
• Understand any dietary restrictions at your destination.

Plan for your destination

• Discuss any concerns with your supervisor or the Global Office
• You may also wish to discuss any concerns with Sukhi Bains , the University’s Head of Equality and Diversity, and/or Student Services
• Read FCDO Travel Advice , including information on safety and security, local laws and customs, and natural disasters
• Travellers may also wish to register online to access advice and services available from AIG as part of the University’s travel insurance package
• Read the University guidance for  securing your technology whilst travelling
• Address any risks and mitigations in your risk assessment if required
• Plan your arrival, including any airport transfers required, and your accommodation
• Check consular assistance available in the destination country
• Check whether you need an adapter
• Familiarise yourself with the local currency, exchange rate and methods of exchange
• Advise your bank of your travel
• Contact your mobile phone provider to determine options for service internationally

Follow University procedures

Ensure you:

• Obtain approval from your School or Unit 
• Complete a travel submission and if applicable a risk assessment using the Travel Registration Tool
• Follow any other procedures required for your travel e.g. postgraduate application for fieldwork; ethical approval

Additional information for Global Office supported Study Abroad and Work Placement programmes

• Attend the compulsory Pre-departure Briefing hosted by the Global Office
• Attend St Andrews Abroad and/or School Pre-departure sessions
• Complete your host institution’s application, if required
• Read the information available on the Global Office – Outbound webpages.
• Complete and return your Pre-departure Agreement before you go
• Complete other documentation specific to your placement as outlined on MySaint and the study abroad and work placement documentation page before, during and after your placement
• Ensure your term time address is updated on arrival at your host destination
• Keep in touch with the Global Office and your Study Abroad Co-ordinator throughout your placement, and notify the University if you have any issues or concerns while away
• Ensure that you check your St Andrews email account at least twice per week and respond to any requests from the Global Office in a timely fashion 
• Ensure you have read the study abroad  terms and conditions and the  privacy notice for information on how we share data with partner institutions.

Key University contacts

Emergency assistance whilst travelling.

If you have a medical emergency or face an imminent threat to your safety, please contact the AIG 24/7 Emergency Helpline directly on +44 (0) 1273 401950.

In addition, if you require urgent University assistance, please contact the University Security and Response Team who will direct your call appropriately.

University Security and Response Team: +44 (0) 1334 468999

Diversity Travel Celebrates Landmark University of Edinburgh Client Win

Diversity Travel has welcomed The University of Edinburgh to its growing client portfolio - in a landmark, multi-million pound deal that incorporates business travel and study trips.

Their biggest client win to date, the new deal will see Diversity Travel arrange study trips as required amongst the university’s 45,000 students, as well as the booking and management of travel for its 15,500 academic and professional services staff.

This comes after the business, which has offices in London, Manchester and Washington, added £15million of new clients from across the charity, academic, and non-profit sectors in the last three months of 2021 alone.

And the win also marks a significant milestone for the expert travel provider’s dedicated Study Trips division, which was launched just last year following the collapse of STA Travel.

Diversity Travel’s Managing Director, Christopher Airey, says: “We’re absolutely delighted to be enlisted by an institution as prestigious as The University of Edinburgh to provide travel services for both their staff and students.

“After the hard hit the travel sector has taken over the past two years, it really is a testament to the work and dedication of our team to win our biggest ever client at this time.

“It is also a great win for our new Study Trips division, which we are very driven and committed to expanding in order to become the preferred partner for academic travel within the UK - and winning this incredible client is another step in that direction.

“Our goal now is to onboard more universities into our client portfolio over the coming months to help staff start to network with their peers again, and to get students back to travelling to enrich their learning experience. And we’ll do this whilst we continue to work closely with our customers to minimise their environmental impact as well as help them manage their duty of care.

“As the world continues to open up further following the challenges of recent times, our team of experts will be on hand 24/7 to ensure they receive the stand-out service that has made us the go-to travel provider for the charity, academic and non-profit sectors.”

Gordon Whittaker, Head Of Category, Professional & Campus Services Procurement at The University of Edinburgh, says: “Sustainability is among our top priorities when it comes to appointing a travel provider for university staff and students.

“Through the tender process Diversity Travel demonstrated their quality and how seriously they take their commitment to minimising the environmental impact of travel.   We look forward to working with Diversity Travel as our Strategic Travel partner.”  

For more information, contact Jamie Anderson, Marketing & Communications Director [email protected]  

• Schools & departments

University Shuttle Bus

We provide a free shuttle service for students and staff who need to travel rapidly between Central Area and King's Buildings to meet their academic timetable.

For commuting to and from home please use alternatives such as walking, cycling or public bus services.

Timetable 2023-24

The  shuttle bus will operate Monday - Friday during semester time only:

• Welcome Week: Monday 11th September - Friday 15th September 
• Monday 18th September - Thursday 21st December 
• Monday 15th January - Friday 5th April
• Monday 22nd April - Friday 24th May 

The bus picks up and drops off in Central Area and King's Buildings only.

The service is for students and staff, a University student or staff card must be produced to the driver when boarding. Access will be denied if a valid University card cannot be provided.  

Bristo Square to King's Buildings timetable 

King's buildings to bristo square timetable , pick up points.

• Central Area: Bristo Square bus stop next to the Potterrow Student Centre
• King's Buildings: The bus stop beside Murchison House 

Drop off points

• Central Area: The bus stop on Chapel Street, Opposite the Pear Tree Pub.
• Central Area: The bus stop next to the Student Centre at Bristo Square.
• King's Buildings: The bus stop beside Murchison House.

Priority Permits

The Shuttle Service is provided for students and staff who need to travel rapidly between Central Area and King's Buildings to meet their academic timetable.

The shuttle service is very busy at the start and end of the day, and at lunchtimes. There is no guarantee that the service will be able to pick up all waiting passengers.

Staff may board the service ahead of students by showing their staff card. Students who are required to make essential study related journeys between the Central Area and King's Buildings within a tight deadline may apply for a priority permit. This entitles permit holders priority over and above other students.

The first 10 seats of the shuttle bus must be left free for staff and priority permit holders until departure. A Priority Permit application form should be completed and authorised by your Personal Tutor.

Apply for a Priority Permit  

King's Buildings shuttle bus route

The map below shows the King's Buildings shuttle bus route.

This article was published on 2024-02-13

• Schools & departments

Travel insurance

It is recommended that anyone travelling on behalf of the University (to conferences, meetings, field trips, placements etc) arranges travel insurance.

It’s not automatic and can be applied for using the online application.

Benefits of University Insurance

The main benefits of the policy are;

• £25m - Medical expenses (including evacuation and repatriation)
• £10,000 - Flight Cancellation/Curtailment
• £10,000 – Personal Baggage (including laptops, up to £1000)
• £5000 – Loss of money/credit cards

Other considerations;

Employee personal travel insurance is unlikely to provide cover if the air fares are paid by the University (the policy holder must be the person incurring the cost).

If the trip is within the UK and involves an overnight stay and/or travel by air, then it’s worth taking out travel insurance for this trip.

The University travel policy has no pre existing medical exclusions, provided that the person traveling is fit and able to do so, is not travelling against the advice of their GP, is not travelling to seek medical addition and has sufficient supplies of any medication for the duration of the journey.

Some places are more hazardous than others so the Foreign & Commonwealth Travel website should be checked and if necessary, a travel risk assessment completed.

Online insurance application

Please use the online Insurance form to apply quickly and easily.

Online application form

Emergency assistance provider for University staff and students during travel on University business:

Healix - +44 (0)1483 265696

You can also download the App – Healix Travel Oracle App – available from the App Store or Google App.  Policy number (SZ29225182) is required to register.

Further guidance

University insurance policy, procedures and claim forms can be found on the Insurance Office SharePoint site.

Insurance Office SharePoint site

Risk assessment

The University Insurers may require to see a copy of your authorised risk assessment form before insurance is confirmed – the Insurance Office will contact you directly if this is the case.

Related Links

Gov.uk travel advice

Staff expenses travel and working overseas policy

Updated on 6 March 2024

Introduction

In order to best promote the University and attract applicants from diverse backgrounds, staff members are often required to travel throughout the United Kingdom and overseas, and this policy seeks to clarify procedures for staff whilst ensuring that all arrangements are managed in a manner which:

• safeguards the welfare and safety of our staff travelling on University business
• represents the best value for the use of University funds
• supports the achievement of operational targets, and those defined by the University Executive Group (UEG)
• where possible support the achievement of the University's sustainability targets

Intended audience

This policy applies to all staff (including those on temporary contracts), students and other external claimants (including external examiners) at the University of Dundee. This policy supersedes all previous documents relating to travel and travel-related expenditure and applies to all travel and expenses incurred on University business.

Application of this policy

This policy applies irrespective whether the source of funding is from the University's core activities or from funding provided by third parties, including research funding.

Related policies

This policy should be read in conjunction with all relevant internal policies and procedures including the University's finance, health and safety and sustainability procedures, as well as appropriate legislation and good practice procedures and guidelines.

Two policies of particular relevance are:

• Travelling on University Work Overseas
• Travelling on University Work within the UK

Key principles

The following key principles are embedded in the application of this policy:

The University will only reimburse the actual cost of expenses wholly, exclusively and necessarily incurred by staff in the performance of the duties of their employment.

Staff must endeavour to achieve value for money without impairing the efficiency of the University. They must also ensure that effective management and financial controls are in place, and that expenditure incurred is reasonable and within budget.

Every member of staff is personally responsible for the submission of their own expense claims in line with the policies of the University.

Expenses claims should be submitted no later than three months of the date of return to the University.   There must be no local customisation of the policy to create separate School or Directorate arrangements. The policy applies equally to all parts of the University and all of its staff.

All staff travel journeys and expense claims must comply with this policy unless fully reimbursed by an external funder, where the funder's policy allows staff to claim for a higher level of travel/subsistence in carrying out the project/business requirement. For the avoidance of doubt, Research Council funding normally requires staff to adhere to the University's policy.

Expense claims can only be used to claim reasonable travel expenses, subsistence and other relevant costs as outlined in this policy. Expenses claims must be used to reimburse incidental personal expenditure (personal costs incurred whilst on University business) not general business expenditure. Potentially hazardous materials and equipment must never be purchased by individuals and claimed on expenses. Staff must book train tickets, hotel accommodation, and flights through the University's approved travel provider (currently Key Travel) where possible.

Expense claims must not include the purchase of equipment, goods or services, which must be made through the University's procurement procedures .

Effective date

This policy was approved by the Finance & Policy Committee on 5 February 2019 and by the Court on 26 February 2019 and is effective from 26 February 2019.

Review dates

The policy will be reviewed on an annual basis to ensure that it remains aligned with University strategic priorities and the relevant external requirements such as those of HMRC.

Failure to comply

Any staff member who fails to comply with this policy may be subject to disciplinary action under the University’s Disciplinary Procedures and potentially to criminal proceedings in cases of fraud or theft.

Welfare and safety

Duty of care.

The University owes a duty of care to its staff for all the activities they carry out in the execution of their duties, including those conducted out-with their normal workplace, or overseas, as defined by the Health and Safety at Work Act 1974. Staff and their respective line managers will strive at all times to minimise, and where appropriate manage risk, to ensure the health, safety and security of staff travelling on University business.

Risk assessment

A risk assessment must be completed by the traveller for all overseas travel and a decision taken on whether the work and travel is low, medium or high risk.

If the risk has been assessed as a low risk then fulfilling the requirements of a generic working overseas risk assessment is sufficient. Frequent repeated travel to the same area to undertake the same low-risk activities may simply require a review of an existing risk assessment and confirmation that the risk remains unchanged.

If working overseas for longer periods or for higher risk work then a more detailed and specific risk assessment is required. The risk assessment form will be discussed and completed pre-departure with the line manager or senior manager. Guidance is available at:

• Travelling on University work overseas - Safety policy arrangements

Foreign travel against the advice of Foreign and Commonwealth Office

Travel to countries or regions where the Foreign and Commonwealth Office advises against all travel will not be authorised. Where the advice is against all but essential travel, the University (in this case the University Executive Group) would need to consider the risk involved versus the merits of the visit.

• Further advice and guidance

Fitness to travel

Staff should ensure they are fit and healthy to meet the requirements of their period of travel and are required to:

• contact a medical practice if they are travelling outside of the UK for appropriate advice and any requisite immunisations; the University will meet the cost of any immunisations required for business travel
• contact the University’s Occupational Health Department if they have any concerns about their health or fitness for travel

Duration of travel

In the interests of staff efficiency and health, overseas travel for business should not normally exceed three weeks in duration.

Keeping in touch

An agreed reporting system must be in place between the member of staff travelling and an identified contact person at the University during periods of travel (e.g. line manager or an appropriate administrator/PA). Contact must be made with the nominated person on arrival, before departure, and as frequently as agreed over the period. The nominated person must alert senior colleagues if they have any concerns or if the contact has not been made as arranged, so that appropriate action can be taken.

Emergency contact

An Emergency contact form (University login required) must be completed before the trip. For staff travelling frequently, it is not necessary for a new form to be completed for every trip. However, the member of staff should review this on a regular basis to ensure that it remains up to date. If an accident, injury or emergency situation occurs, staff must contact their line manager or nominated person as soon as possible, who in turn can offer advice, guidance and support and/or notify family, friends or colleagues as is appropriate. A University accident form (University login required) will then need to be completed on return to the office.

Illness whilst travelling on University business

If a member of staff is unwell and unable to work as planned, the line manager or nominated person should be advised as soon as possible so that the sickness absence is recorded appropriately and support and advice (i.e. from Occupational Health) can be provided where required.

Travel checklist

A travel checklist is available for staff to assist with the preparation of the visit overseas and to ensure the necessary travel, health and insurance arrangements are in place in time, pre-departure.

Travel by rail

Authorisation.

Staff travelling on University business must obtain authorisation to travel from the budget holder in advance of making any bookings or taking a journey.

Approved travel provider

All rail travel must be arranged through the approved University travel provider (currently Key Travel). Rail travel should only be claimed on expenses in an emergency situation where it was not possible to book ahead.

Ticket type

Staff should ensure bookings are made as early as possible in order to benefit from the best price available. Staff should normally travel standard class. First-class travel may be used only under the following circumstances:

• First-class is available at a standard class fare on the same journey.
• A member of staff has a specific medical condition that requires different travel requirements and this has been recommended by the University’s Occupational Health Department.
• Other exceptional circumstances authorised in advance by the Director of Finance.

Sleeper service

Where staff are required to take a sleeper service in the execution of their duties they should upgrade to sole occupancy of the cabin.

Travel by air

Authorisation to travel.

Staff travelling on University business (within the UK and overseas) must obtain authorisation to travel from the budget holder in advance of making any bookings or taking a journey.

All air travel must be arranged through the approved University travel provider (currently Key Travel). Bookings should be made as early as possible in order to benefit from the best price available and to ensure that value for money is achieved. Air travel should only be claimed on expenses in an emergency situation where it was not possible to book ahead.

Staff should travel economy class, with premium economy or economy plus (or equivalent) classes only available under the following circumstances:

• A premium economy or equivalent class of seat is available at an economy class fare.
• A flight is over five hours in duration.
• If a member of staff has a specific medical condition that requires different flight travel and this has been recommended by the University’s Occupational Health Department
• Business-class tickets require authorization from the Director of Finance, which will only be given in exceptional circumstances. First-class air travel will not be approved.

Travel documents

All staff must ensure they are in possession of a current passport, health insurance policy note and all necessary documentation / visas to enter the destination country and re-enter the UK, if applicable, prior to flying. Staff are responsible for ensuring the validity of their travel documentation.

Passport costs will not normally be reimbursed but travel visa costs may be claimed. Where staff are required to travel overseas regularly to fulfil their work obligations, the University will, however, meet the costs associated with the issue/renewal of passports and if required, will purchase a second passport for each staff member required to travel outside of the UK regularly (more than 4 trips a year). Any purchase would have to be approved by the line manager or equivalent budget holder.

Frequent flyer programmes

Staff may collect frequent flyer miles on business trips. However, they can not specify a particular carrier in order to gain Air Miles or other loyalty points. Participation in these programmes must not result in any incremental cost to the University and the University will not be responsible for any tax liability, which may result from the use of these benefits.

For staff who are required to spend a significant amount of time overseas (3-4 months) and undertake multiple trips, the University may approve for business use the purchase of one piece of luggage (i.e. suitcase) up to a maximum value of £200. This would only be when considered an essential item to undertake the duties associated with the post and would normally only be applicable to External Relations staff. Any purchase would have to be approved by the line manager or equivalent budget holder. Should this item be damaged during business travel it can be replaced.

Baggage allowance

Staff should follow airline guidance in terms of standard baggage allowance on all flights. Where staff require additional baggage allowance due to the necessity of taking items for business reasons, staff should advise the University’s travel provider at the time of booking. If excess or additional luggage charge is applied due to personal items the staff member will be liable in full for the excess baggage charge.

Use of airport lounges

Staff may only pay to access airport lounges where a stopover or delay results in the period of time spent in an airport exceeding three hours. Receipts must be submitted for reimbursement.

Travel by vehicle

Use of public transport.

For travel in the UK, where practicable, public transport should be used where this provides the best value for money.

Where public transport is not practicable, travel can be by privately owned car, University pool car, self-drive car hire or taxi. Justification must be included on the claim.

Driver declaration form

The University is responsible for ensuring that at all times it has adequate risk controls in place across all aspects of its business. The University has a process in place to ensure it can manage and monitor that all staff are driving legally and are adequately insured.

To capture this information all staff wishing to seek approval to drive University-owned, hired,   leased or personal vehicles are required to complete the online Driver Declaration Form. All drivers are required to renew their declaration annually.

If there is any material change to a person’s driving licence validity or their insurance cover then they should cease to drive on University business and re-submit the online driver’s declaration form.

Overseas car hire

For all car hire whilst overseas staff must book comprehensive insurance including personal liability with the car hire provider as the University’s Vehicle Insurance Policy applies only in the UK.

Reasonable expenses

Reasonable expenses incurred on parking, tolls, congestion charges etc. may be claimed. Receipts or other documentary evidence should be attached to the claim form.

Fines and penalties

The University will not meet any costs or responsibility associated with fines or penalties.

Privately owned vehicles

Where travel is by privately owned vehicle, the University will reimburse for business mileage in accordance with the standard rates published on the website Only mileage relating to University business journeys can be reclaimed through expenses. Where business mileage is being claimed the start point, destination and number of miles must be included on the expenses claim. A receipt is not required for a mileage claim.

The University will not accept claims of any type, for home to work travel.

Where the business related journey does not start from the normal place of work, then the mileage to be claimed is the lesser of the journey undertaken or that from the normal place of work to the destination. For personal vehicles, staff must record their cumulative business mileage (within each financial year) on their claim forms to ensure that business mileage incurred is reimbursed at the correct rate.

Use of personal vehicles

Staff who wish approval to drive their personal vehicles for the purposes of University business are responsible for the vehicle at all times and must:

• ensure their vehicle is legally roadworthy and maintained in line with the manufacturer’s guidelines and has a current MOT
• be insured to drive a personal vehicle for business purposes; any associated cost is the responsibility of the vehicle owner

The University does not accept responsibility for costs associated with making the vehicle roadworthy or for the costs associated with insuring a personal vehicle.

University pool car

The University has a number of vehicles which are available for staff to use on University business provided they have completed the Drivers Declaration form.

Those wishing to use a University vehicle should contact the Estates Department.

Staff will only be reimbursed for any fuel they have purchased whilst using the vehicle. Fuel receipts must be submitted with expense claim. The mileage rates referred to above are not applicable.

Self-drive hire car

Road journeys.

For road journeys, staff should consider using a hire car rather than their own private vehicle as this could be the most cost-effective option to the University. (Details on how to book vehicle hire can be obtained from Procurement team). In such instances, the relative costs must be assessed and the best value for money option selected.

Class of hire car

The class of hire car depends on the number of people travelling and the period of hire.

Nominated vehicle hire firm

The University’s nominated vehicle hire firm (currently Arnold Clark) must be used for all UK vehicle hire. Vehicles can be booked directly (contact Procurement team for contact details) or via the University's appointed Travel Partner. Concessionary hire rates have been obtained and motor insurance is covered under the University’s insurance policy.

Staff who hire a car may reclaim the cost of fuel. The expenses claim for fuel must be accompanied with VAT receipts. The mileage rates referred to above are not applicable.

Damage to hire vehicle

If there is any damage sustained to a vehicle on University business within the UK, full details of damage must be reported to [email protected] who will liaise with the University`s insurers.

Travel by taxi

In pursuit of the University’s sustainability targets, before planning travel by motor vehicle, consideration must be given to public transport alternatives. However, staff at various times may be required to utilise taxis during the execution of their duties.

Taxi journeys within Dundee

For taxi journeys within Dundee where a bus is not practicable, the University has appointed an approved taxi provider who can be used for internal journeys within Dundee and airport pick-up and drop-off journeys. (Tele Taxis can be contacted on 01382 825825).

Use of taxis overseas

In certain locations and countries, the use of taxis may be the only safe or convenient form of transport. Only licensed taxis should be used, as advised by local contacts. All staff should obtain receipts for every journey. The receipts should show the destination and departure point, date and time of travel.

Accommodation

Uk and overseas hotel accommodation.

All hotel accommodation must be booked, and pre-paid, through the University’s approved travel provider (currently Key Travel). Exceptionally, where there are ‘bundle’ packages available, e.g. for recruitment fairs, conference packages, accommodation arranged by overseas partners, etc, such arrangements will be allowed. Hotel accommodation should only be claimed on expenses in an emergency situation where it was not possible to book ahead.

Hotels or accommodation must be safe, and represent good value for money. If staff select hotels or accommodation providers with whom they wish to collect loyalty points the costs must comply with those set out in Section 10.2.6 and must not result in any incremental cost being borne by the University.

Where possible for higher risk overseas travel, advice should be sought from the British Council, agents or other trusted representative on which hotel to stay in. If a hotel is likely to exceed the recommended rates then prior authorisation must be obtained from the staff member’s line manager or equivalent budget holder.

Discretionary payments

Reimbursement for all other charges incurred are subject to normal finance procedures.

Internet and WIFI charges will be reimbursed where access is required for business purposes.

Pay for view TV will not be reimbursed.

Room snacks and mini bar purchases will not be reimbursed unless part of the daily subsistence allowance (soft drinks only).

Discretionary payments/tips to service staff will only be reimbursed where they are logged and added to receipts submitted following return from a business trip subject to the University expenses policy.

The agreed maximum rates (inclusive of VAT and/or other local taxes) for accommodation bookings are as follows:

In exceptional circumstances where a higher rate is paid, staff should retain evidence that there were not valid cheaper alternatives.

Staff may choose to stay with family or friends whilst on business in the UK or overseas. As the saving is of benefit to the University, it is appropriate for the staff member to purchase a meal up to the value of £25 per night in lieu of the hospitality provided. A receipt for the meal purchased is required for reimbursement.

Subsistence

Overnight stays.

Where there is an overnight stay staff members are entitled to claim reasonable expenses for personal subsistence:

• In the UK a maximum daily allowance of £40 per person per day to cover all meals and refreshments.
• In Europe and overseas a maximum daily allowance of £50 per person per day to cover all meals and refreshments.

These amounts are not round sum allowances. Receipts must be submitted for reimbursement. If subsistence is likely to exceed the authorised rates then permission must be obtained from the member of staff’s line manager or equivalent budget holder and in advance where possible.

Use of University purchase cards

Where staff have a University Purchase card, this should be used for all purchases in the first instance, adhering to University policy and procurement guidelines as to their appropriate use at all times, including in the submission of receipts following a trip.

An advance of up to a maximum of 50 % of the allowed subsistence rate for the trip can be requested. Advances are paid direct into the employee’s bank account and are only payable in GBP. Any requests should be made not less than 2 weeks prior to a trip.

See Finance Directorate .

Purchase of alcohol

The University will not support through financial reimbursement the consumption of alcohol. All such expenditure is deemed to be personal in nature and cannot be reclaimed from University funds or included in a subsistence claim. This includes alcohol purchased in restaurants, bars and shops.

It is important in this context to note the distinction between subsistence and hospitality. Subsistence relates to personal business travel. Hospitality is where University colleagues, for genuine business reasons, are required to entertain customers, suppliers or other third parties in the course of performing their duties. The Policy relating to Hospitality and Entertaining is covered in Section 12.

Hospitality, gifts & entertaining

Hospitality.

Hospitality is defined in the University’s Financial Regulations as:

“Any food, drink, accommodation or entertainment which has been provided either without charge or at a heavily discounted rate.”

Gifts are defined in the University`s Financial Regulations as:

“any item or service given or received for which no payment has been made in return or where the item or service has been accepted or provided at a level clearly below an appropriate market value.”

Gifts and Hospitality Policy

For further guidance on what is/not permissible, read the University's ‘Gifts and Hospitality' Policy

Entertaining

Acceptable entertainment is deemed as:

• expenditure incurred from occasions arising to discuss a particular business project with external people not directly connected to the University
• expenditure incurred where the purpose is to maintain an existing business connection or to form a new one with external people not directly connected to the University

Claiming business entertainment expenses

When more than one employee is present, the most senior employee should submit an expenses claim for the event on behalf of the whole group.

Prior to the entertainment being offered, the relevant Dean or Director must agree in advance if the amount in total is over £200 or £50 a head. All costs incurred must be reasonable and consistent with the basis for the entertainment being offered.

• A ratio of no more than 4 employees to 1 guest is acceptable.
• All entertainment must be supported with written evidence of payment. Receipts must be presented with all claims and all costs relating to the entertainment such as taxis, etc. must be coded on the expense form as entertainment.
• The names of all attendees, and the names of their employers, must be presented with the expenses claim.
• Alcohol is only permitted when entertaining external guests with a defined business outcome.
• The drinks bill should reflect reasonable consumption given it is a business meeting.

The University reserves the right to reject or restrict claims regarded by it as being unreasonable.

Telephone use

Telephone use and frequent travel.

Frequently travelling staff may be provided with a mobile telephone for business use, whether in the UK or overseas. In order to benefit from the best rates available, staff travelling overseas must arrange through UoD IT, for an appropriate call and data package to be added to their handset in advance of travelling overseas. This package should not exceed one month.

University mobile phones

Staff with a University mobile phone are permitted to use their phone to make one personal call on arrival at their destination and one further call. The duration of these calls should be kept to a minimum. Where possible staff are encouraged to use free, web-based communication tools, such as FaceTime and Skype for personal communications.

Privately owned mobile phones

Business calls on privately owned mobile/smartphones are claimable, but not any part or proportion of the ‘phone rental cost. Call details must be documented and submitted with expense claims. Phone cards and top ups are not reimbursed by the University.

Payments to academic staff for overseas work

The University has agreed that academic staff engaged in overseas activity which is identified to align with specific strategic objectives and priorities (and they have not been recruited specifically to undertake this activity) will be recompensed for this work. This will include ADIs and Academic Regional Leads.

Per diem payments

In accordance with this, a per diem payment will be paid to academics (other than University Executive Group and Deans) undertaking:

• overseas teaching
• approved overseas Open Recruitment activity; activity will be approved by the Dean of School
• approved Educational Partnership activity; activity will be approved by the Dean of School

The policy of paying per diem payments to academic staff will be reviewed by University Executive Group (UEG) on an annual basis to ensure that the policy remains aligned with University strategic priorities.

Per diem rates for 2018/19:

• £100 per diem (working day) for all overseas teaching.
• £100 per diem (working day) for new teaching contracts/projects.

For approved Open Recruitment and Educational Partnership activities

• £100 per diem (working day) for activity agreed by Dean of School.

A ‘working day’ can include weekends and travel time if this is spent working on recruitment activities overseas.

Existing arrangements will be maintained for Dasman and Cairo activity and reviewed by the Schools and UEG at point of contract renewal.

New staff who are recruited specifically to work on overseas projects and whose contracts reflect overseas activity and travel as an essential requirement for the role, will not be eligible for per diem rates.   Per diem payments do not apply for overseas conferences and research or other personal development type activity and there are no payments for broader partnership or business development activity.

Staff will qualify for daily subsistence rates, subject to the submission of the appropriate receipts, in addition to per diem rates.

Payments to professional services staff for overseas work

Professional Services staff who are recruited specifically to work on overseas projects and whose contracts reflect overseas activity and travel as an essential requirement for the role, will not be eligible for per diem rates.

Professional Services staff who are required to travel overseas to support the activities of Academic Staff as detailed above, and for whom overseas travel is an additional activity, will be eligible for per diem rates. This will include School Managers and School Operational Managers.

Directors will not be eligible for per diem rates.

The University will however maintain any arrangements currently in place for any Professional Services staff who have been involved in work supporting current academic activities overseas and who have been covered by the existing arrangements and payments in place. These arrangements will be subject to review as detailed in 'Payments to academic staff for overseas work' .

Rest days, time off in lieu and annual leave

Staff may, with the approval of their line manager, take a “rest day” when arriving via economy class in-country depending on the length of their journey, time zone changes, and time of arrival to ensure duty of care.

It is recognised that staff will often be required to work during weekends and evenings during the execution of their duties on business trips, and whilst overseas are not at leisure. The contractual position for staff Grade 7 and above is that ‘Time Off in lieu’ (TOIL) does not apply and the hours of work are ‘the hours required to fulfil the duties of the post’.

• In certain circumstances, however, TOIL may be approved for professional services staff when on business trips overseas:
• A weekend or part of a weekend is worked during the trip. TOIL will accrue for the additional hours worked
• A part-time member of staff works full-time hours during a trip. In these circumstances, the member of staff will accrue TOIL or if agreed, payment for the additional hours worked.
• If one day TOIL is accrued this will often be taken as a ‘rest day’ on return from a trip; if additional TOIL is accrued this will normally be taken within one month of returning to the University. Exceptions to this can only be made at the discretion of the staff’s line manager.

Academic staff and overseas teaching

For academic staff, it is recognised that overseas teaching may be conducted in a highly concentrated way and a significant portion of an annual teaching load can potentially be completed in a more compressed time frame. Recompense for the inconvenience associated with overseas teaching is in the form of the agreed per diem rate and TOIL will not apply. For any professional services staff who currently receive a per diem rate (due to the circumstance stated in 15.2), the same principles will apply and TOIL will not apply.

Annual leave whilst overseas

Staff are permitted to take annual leave whilst overseas subject to the approval of their line manager, provided the University does not incur additional expense in their doing so. Staff shall be wholly liable for meeting any additional costs incurred due to annual leave taken whilst overseas and should note that they must arrange alternative personal insurance cover for the period of annual leave within the trip.

Joint travel arrangements

Joint travel arrangements with a spouse, partner, or child may be made through the University’s travel partner but only the cost relating to the employee’s travel for business purposes will be paid by University. Any private element needs to be negotiated and settled directly in advance with the University`s travel partner, Key Travel.

University travel insurance

If the University is paying for travel for staff or students then for the University’s travel insurance policy to apply, travel  must  be booked through the University’s travel providers (Key Travel or DP&L).

In place of a travel insurance cover note, travellers will require access to the University's Insurance webpage which contains details and information about the University’s business travel insurance. Included on this webpage are three documents (found at the bottom of the page) which you should read carefully and keep at hand in case you require these.

University insurance provider

The University’s current insurance provider is:

U.M. Association Limited (UMAL)  Policy No: UMAL/193

In the event of an emergency

In the event of an emergency whilst on University business, before seeking any medical advice or treatment , you must telephone the International Medical Group (IMG) on +44 (0) 203 859 1492 

Please contact IMG before incurring any substantial medical expenses or being admitted as an inpatient at any hospital, clinic or nursing home. Do not arrange repatriation without the prior approval of IMG. 

This service is operated by a team of multi-lingual coordinators in the UK, who can be contacted 24 hours a day, 365 days a year. They will assist you with your requirements and decide on the most appropriate course of action to help you through an emergency.

Loss of personal effects

• a theft or robbery: the local police should be contacted and informed as soon as possible and a Police Report obtained with a crime reference number. Any other evidence or documents should be retained to support any claim for loss.
• any other losses: documents (including receipts) should be retained to support any claim for loss.
• Read information regarding relocation expenses for new members of staff moving to Dundee