Overview of Travel reservations
The university has implemented a travel management policy in order to support the travel needs of staff and students. The policy makes provision for travel reservations both in the United Kingdom and overseas. Another key element of the policy is to ensure the health and safety of all staff and students who undertake travel on behalf of the university in accordance with our duty of care.
When planning travel reservations the following guidance is to be followed:
- Discuss your travel requirements with your supervisor as they will be responsible for the funds that will support your travel requests.
- Your supervisor will review your request and will confirm whether approval has been granted. They will then confirm the account code details that will need to be confirmed in your travel request.
- You will need to complete a number of forms for both international and national travel. More details can be found in the travel section here.
Travel Policy
All students are required to complete a Request to travel form to any International travel. In addition you will need to complete an Internatial Travel Risk Assessment (Green, Amber, Red). Once completed these forms need to be sent to fse-exec@swansea.ac.uk for approval from the Faculty.
Once the forms have been approved you will need to liaise with fseorders@swansea.ac.uk to organise your travel reservations.
National Travel
All students are required to complete a Risk Assessment prior to any National travel. Once completed this form needs to be sent to fse-exec@swansea.ac.uk for approval from the Faculty.
Once the form has been approved you will need to liaise with fseorders@swansea.ac.uk to organise your travel reservations
It is essential that these forms are completed prior to travel so that you are covered by the University Insurance Policy, therefore please do not leave it to the last minute to submit forms for approval to travel, ideally you should submit this information at least one month before travel if possible.
International Travel Risk Assessment Guidance
Training
Compulsory Online Training for all Travellers
It is important that all staff travelling on University business complete the compulsory Basic Travel Security Awareness Drum Cussac eLearning module (this eLearning session takes ca 25 minutes), and the training certificate for this course should be attached to the Request to travel form.
New categories of travel
There are now three categories of travel - Green, Amber and Red - based on Drum Cussac country risk ratings, as outlined on the University’s Health & Safety Intranet Site. Please see below.
PROCESS FOR LEAD TRAVELLER CONTINUED:
In every case, staff (Lead Traveller) should email their completed and signed Request to travel form (formerly, the Request to Travel Overseas Form) and the relevant International Travel Risk Assessment Form to their Line Manager.
International Travel Risk Assessment Forms:
- Green /Amber Risk Forms: Line Manager will review these documents and, if approved, sign these (with signature and typed name and email the signed version to the Traveller, cc'ing the appropriate Head of Department and FSE-Exec@swansea.ac.uk (This is vital, so that all travel is tracked at faculty level)
- Red Risk Forms: Any risk of 3.5+ and all below 4.0: Line Manager will review these documents and, if approved, sign these and email the signed versions to the Head of School. If Head of School approves*, HoS to sign (with signature and typed name) and email the signed version to the Traveller, cc'ing the appropriate Head of Department and FSE-Exec@swansea.ac.uk (*HoS can consult Faculty Advisory Panel, if required)
- Red Risk Forms: Any risk of 4.0+: Line Manager will review these documents and, if approved, sign and email the signed versions to FSE-Exec@swansea.ac.uk for consideration by the Faculty Review Panel. Review Panel to respond to Head of School with guidance, cc'ing FSE-Exec. If HoS approves, HoS to sign (with signature and typed name) and email the signed versions to FSE-Exec for onward transmission to the PVC/ED for signature. If approved, FSE-Exec will email the signed forms to the Traveller, cc'ing the Line Manager, Head of Department and Head of School.
NB: Please submit your request at least 2 weeks* in advance of your travel for Green/Amber travel, and as early as possible for Red travel - otherwise your application may not be reviewed in time for you to book your travel / you may not gain approval to travel / your travel may not be covered by the University's Insurance Policy. (*It is recommended that travel is booked at the earliest opportunity as many vaccinations have an 8 week lead time).
Contact
Travel reservations – fseorders@swansea.ac.uk
