Please note that the University assumes no obligation to reimburse expense claims that are not compliant with these instructions. Making Business Travel Arrangements Each department has different structures in place for organising and booking travel which should be used e.g. some departments have administrators booking all travel, whilst others allow staff to book their own travel. Alternatives to Travel The University is committed to reducing its overall impact on the environment and has set challenging but achievable carbon reduction targets. Travel is a substantial cost to the University and it accounts for a significant proportion of the University’s Scope 3 carbon emissions. All travellers are therefore required to consider the alternatives to travel first, to both reduce cost and to help meet emissions targets: Always ensure the trip is business critical. There needs to be a compelling reason to travel this may be an overwhelming academic or operational need or a legal, reputational or financial risk to the University if the journey is not undertaken. Consider use of the University’s Skype for Business, Could the meeting be effectively held in any other way which will result in reduced cost or environmental impact, e.g. telephone / video / web conferencing/go-to Meeting etc. If travelling to the same meeting as colleagues, consideration should be given to car-sharing or train / bus travel. Pre-trip approval The University has a duty of care for its staff and students under the Health and Safety at Work Regulations and must ensure that it has appropriate processes in place to manage any reasonably foreseeable risks This duty extends to staff and students travelling in connection with the business of the University of Bradford, It is mandatory that travellers must notify the University prior to booking any overseas travel by: - completing the Servicenow Travel Funding & Insurance Approval request with at least 30 days’ notice, prior to their travel date (see section 2.3 below). Students completing the downloadable copy of the – form AND Journeys will only be approved if they are business critical as part of the University’s measures to control cost. Travel insurance and risk management
Please note that the University assumes no obligation to reimburse expense claims that are not compliant with these instructions. Making Business Travel Arrangements Each department has different structures in place for organising and booking travel which should be used e.g. some departments have administrators booking all travel, whilst others allow staff to book their own travel. Alternatives to Travel The University is committed to reducing its overall impact on the environment and has set challenging but achievable carbon reduction targets. Travel is a substantial cost to the University and it accounts for a significant proportion of the University’s Scope 3 carbon emissions. All travellers are therefore required to consider the alternatives to travel first, to both reduce cost and to help meet emissions targets: Always ensure the trip is business critical. There needs to be a compelling reason to travel this may be an overwhelming academic or operational need or a legal, reputational or financial risk to the University if the journey is not undertaken. Consider use of the University’s Skype for Business, Could the meeting be effectively held in any other way which will result in reduced cost or environmental impact, e.g. telephone / video / web conferencing/go-to Meeting etc. If travelling to the same meeting as colleagues, consideration should be given to car-sharing or train / bus travel. Pre-trip approval The University has a duty of care for its staff and students under the Health and Safety at Work Regulations and must ensure that it has appropriate processes in place to manage any reasonably foreseeable risks This duty extends to staff and students travelling in connection with the business of the University of Bradford, It is mandatory that travellers must notify the University prior to booking any overseas travel by: - completing the Servicenow Travel Funding & Insurance Approval request with at least 30 days’ notice, prior to their travel date (see section 2.3 below). Students – completing the downloadable copy of the form AND Journeys will only be approved if they are business critical as part of the University’s measures to control cost. Travel insurance and risk management
Travel-and-Expenses-Policy-April-2018.docx