BOOKING TRAVEL FACTSHEET
         From 26th June 2018, UCL is launching a new travel management contract and online booking tool with Key
         Travel.  
         Key information is contained in this factsheet.  The full guidance notes explaining UCL’s travel booking and 
         payment process through Key Travel, can be found further on in this document.
         Link to booking tool: 
         www.ucl.ac.uk/keytravel-login 
         How to access:  
         Go to link above and log in using your UCL username and password.  The tool uses Single Sign-on 
         functionality for all UCL staff.  UCL registered students can access the tool via Single Sign-on to browse 
         travel, but cannot book; only staff can confirm bookings.  Please see FAQs in full guidance notes regarding 
         enquiry access for external visitors.
         Important contacts:
           Standard booking enquiries inc refunds, cancellations & complaints: ucl@keytravel.com or 0161 819 
            8844
           Group Travel enquiries:  groups@keytravel.com or 0161 819 8935
           Help with using the online booking tool or to report issues:  online@keytravel.com or 0207 843 9673
           Key Travel 24 Hour Emergency line:  +44 (0)20 7843 9602
            UCL Emergency Line:  +44 (0)207 679 3333 or securitycontrol@ucl.ac.uk
         Booking Options:
         There are 3 ways to book travel:
           Online – searched & booked via booking tool, using your departmental project, task & award codes 
            (PTA)
           Offline to online - services that require an agent, but can be uploaded to the booking tool for 
            confirmation using your departmental project, task & award codes (PTA).
            Offline - Services that require an agent and cannot be confirmed online.  These services require a UCL 
             Purchase Order to be given at booking or can be paid via debit/credit card.
         The various travel products and how to book are included in the table below:
         Online (PTA)           Offline to Online (PTA)                          Offline (PO or Debit/Credit Card)
            Flights               International car hire                          International Rail
            UK Rail               International taxis                             Conferences
            Hotels                Ferries                                         Groups and Events
            Eurostar              Complex travel, e.g. multi leg trips            Visas
                                                                                    Airport Parking & Transfers
         BOOKING TRAVEL FACTSHEET
                                                        
    Online Confirmation and payment process:
    There is a new process for booking and paying for travel that can be confirmed online without the need for 
    purchase orders.  
    Please ensure you have the budget holder’s permission and that you have read and understood the UCL 
    Policy on travel at UCL Expenses Policy before booking.
    Travel can be booked using your departmental budget/grant codes, i.e. UCL Org/Dept Code, Project, Task 
    & Award.  If you are unsure of your UCL departmental codes, please liaise with the Finance Officer in your 
    department before booking. 
    Full details can be found in the guide below.
    UCL Travel Insurance:  
    UCL has a Business Travel insurance policy, for further information, please visit the Insurance Webpage: 
    https://www.ucl.ac.uk/finance/insurance/travel
    UCL Off-site Working:  
    UCL requires the following steps to be followed for all off-site work.  Please visit the off-site working 
    webpage to complete your risk assessments and checklists prior to travelling: http://www.ucl.ac.uk/ 
    estates/safetynet/guidance/off_site/index.htm
    Travel Vaccines & Health Advice:
    The Occupational Health Service (OHS) is able to advise staff on all aspects of work related travel health. 
    Please see OH Travel Advice
    UCL Sustainable Travel
    Please visit the UCL Sustainable Travel Webpage for details on UCL's Green Travel Plan.
    BOOKERS GUIDE
    This guide explains UCL’s travel booking and payment process for bookings made through Key Travel, 
    UCL’s preferred travel management partner. 
    Introduction
    UCL have appointed Key Travel to support all types of travel requirements for staff and visitiors for the 
    University, including international and domestic rail, hotels and flights.  
    Travel arrangements should be based on availability, practicality and cost (lowest logical travel fare). The 
    most cost efficient manner which meets the business needs should be used, whilst considering safety and 
    environmental impacts.
    Key Travel provide an online booking facility, accessible via UCL’s intranet Travel Webpage. This online 
    service is suitable for travel requirements such as flights, hotels, UK Rail & Eurostar. Key Travel also 
    provide a dedicated telephone and email booking facility. The offline service is suited to more complex 
    travel requirements and itineraries, such as multi-stop inter-continental travel, international rail bookings, 
    group bookings and travel to high risk areas of the world.  The Key Travel service (either online bookings or
    offline bookings) can be used to book University travel arrangements for yourself, other members of staff, 
    external contractors, visitors or students.  
    It is UCL policy to confirm all bookings online where available. If a service cannot be confirmed online, a 
    purchase order or credit card will be accepted. 
    UCL policy is that travel can be booked using your departmental budget/grant codes, i.e. UCL Org/Dept 
    Code, Project, Task & Award (Expenditure Type will be allocated depending on type of booking).  These 
    codes will then be charged when the monthly consolidated invoice is received. If you are unsure of your 
     UCL departmental codes, please liaise with the Finance Officer in your department before booking.       Please 
    review UCL Expenses Policy  to see travel & expenses limits and allowances.
    UCL Travel Insurance:
    UCL has a Business Travel insurance policy which will insure UCL employees, students, and persons 
    assisting UCL with its business, who are normally resident in the UK. All business trips should be registered
    via the "TravelCert" system. For details on UCL's Business Travel Insurance policy and guidance on how to
    register your trip, please visit the Insurance Webpage: https://www.ucl.ac.uk/finance/insurance/travel
    UCL Off-site Working:  
    UCL requires the following steps to be followed for all off-site work:
    1) Itinerary - record the itinerary i.e. who, where, what, when of the off-site work you are about to undertake.
    2) Risk Assessment - assess the risks associated with the off-site work and record the significant findings. 
    3) Checklists - these cover a variety of subjects relevant to the off-site work to be undertaken e.g. travel, fire
    safety, pre-visit checks etc.
    Please visit the off-site working webpage to complete your risk assessments and checklists prior to 
    travelling: http://www.ucl.ac.uk/ estates/safetynet/guidance/off_site/index.htm
    UCL Sustainable Travel
    Please visit the UCL Sustainable Travel Webpage for details on UCL's Green Travel Plan.
                                                                              
        About Key Travel
        Key Travel was established in 1980 and works solely in the academic and charity/NGO sectors. They 
        provide a full travel management service including air, hotels and rail to over 60 universities and leading
        charity organisations and bring with them a wealth of experience in the sector. 
        Key Travel’s expertise will help us to simplify the way we book travel and give us access to specialist 
        content in the market. Key Travel also have a dedicated reservation team, the ‘UCL’ team who are 
        specialists in complex travel and will be working solely for our University. 
        Key Travel’s 24 hour emergency service will be available to all travellers ensuring everyone is supported on
        route. 
        Key Travel Contact Details
        Team                                         Telephone                    Email
        UCL team                                     0161 819 8844                ucl@keytravel.com
        24 Hour Emergency contact                    +44(0)207 843 9602           n/a
        Visas & Passports                            0207 843 9678                visa@keytravel.com
        Online Booking Technical Support             0207 843 9673                online@keytravel.com
        Group Bookings (10+ travellers)              0161 819 8935                groups@keytravel.com
        Finance Department (copy invoice requests)   0161 819 8945                finance@keytravel.com
        Refunds, Cancellations and Complaints        0161 819 8844                ucl@keytravel.com
         
        Introduction to the UCL Team
        Key Travel have dedicated the ‘UCL’ team to support any queries you have going forward. Please meet the 
        members of the team: 
        Dedicated                                                                              UCL team, left 
        to right:                                                                              Ernesto Mateo 
        (UCL Team                                                                              Manager), 
        Carole-                                                                                Anne 
        Rogerson                                                                               (Head of 
        Academic                                                                               Travel), Anzela
                                                                                               Nedaskovka, 
        Hamida                                                                                 Fatmah, Mike 
        Mahony                                                                                 and Richard 
        Wallace (Assistant Team Manager)
        If you would like to discuss the Key Travel service, please contact one of the team below:
        Contact            Title                            Email                          Telephone 
        Ernesto Mateo      UCL Team Manager                 emateo@keytravel.com           0161 819 8844