Business Travel and Accommodation 0112/BTS/T07 01/10/07-31/09/11

Transcription

1 Financial and Commercial Services Business Travel and Accommodation 0112/BTS/T07 01/10/07-31/09/11

2 Contents 1. Preferred Agents Agents Fees and Charges How to Book Air Travel Rail Travel Visas and Passports Group Travel UK & Overseas Hotels & Accommodation Travel Policy Travel Insurance Travel Overseas to high Risk Areas

3 1. Preferred Agents In order to meet our legal obligations and to ensure that the University receives best value, a University wide working group was brought together to identify the need and evaluate tenders for the provision of Business Travel Services. This contract has been awarded on a framework basis to four (4) companies: BSI Hotels & Accommodation Ian Allen Travel Co-op Travel Management Key Travel These companies have been selected because of their experience in providing a range of Business Travel & Accommodation Services including air fares, group travel, visas and passports, currency and rail travel. Some features of the awarded contract include: Consolidated Air Fares, alternative airlines, routing and fares to be advised as a matter of course. Tickets and travel documents to be delivered free to the booker or traveller Worldwide 24 hour emergency service to all travellers Worldwide hotel bookings with bill back (if required) Worldwide car hire (UK hire through our nominated provider JCT600) UK and Overseas Rail bookings Ferry bookings Passport and visa services Personal profile records for individual travellers Foreign currency and travellers cheques delivered within 48 hour period Conference and group travel Coach charter Airport Assistance UK & Overseas Hotel Accommodation, Conferencing and Events Key Travel Emergency contact no Out of Hours Only: Mon-Fri Sat Co-op Travel Management Emergency contact no UK & Rest of World: USA: Tel: Tel: Fax: Fax: purple@keytravel.co.uk Sales@co-operativetm.co.uk Online enquiries & discounted fare search 2

4 Ian Allen Travel BSI Emergency contact no out of hours Office Hours Mon Fri Emergency contact no UK & Rest of World: Tel: Tel: Fax: Fax: Online enquiries & discounted fare search Agents Fees and Charges Key Travel Co-op Travel Booking Made Via Office Online Office Online Flights Domestic European Long Haul Direct Sell/ Low Cost Special Fares Rail UK < 50 (1 st ticket)

5 > 50 (1 st ticket) 7.50 Continental 25 N/A Eurotunnel 25 N/A Eurostar 25 N/A Hotel Charges settled by Nil N/A 2 0 traveller Bill back Nil N/A International Non-commissionable N/A N/A 2 0 Car Hire Charges settled by Nil Nil 8 0 traveller Bill back Nil Nil Non-commissionable N/A N/A Ferry 25 N/A Passport & Visa 25 N/A Applications Meet & Greet 25 N/A Travellers Cheque 25 N/A 5 5 4

6 Refunds Flights 25 N/A Rail- UK 25 N/A Rail - Continental Coach Ticket Revalidation Ticket Re-issue 25 N/A Management Reports Nil Nil Nil Nil 24 hour Emergency Nil Nil Service Credit Card / Purchase 2% 2% Nil Nil Card charge Ticket Delivery Charges Same Day At cost N/A 1 FOC Next Day 1 delivery FOC N/A 1 delivery FOC then at cost then at cost Miscellaneous N/A 5

7 Ian Allen Travel BSI Booking Made Via Office Online Office Online Flights Domestic N/A N/A European N/A N/A Long Haul N/A N/A Direct Sell/ Low Cost N/A N/A Special Fares Rail UK N/A N/A Continental 15 N/A N/A N/A Eurotunnel 15 N/A N/A N/A Eurostar 15 N/A N/A N/A Coach UK Hotel Charges settled by Nil Nil traveller Bill back International 7.50 Non-commissionable 2 Nil 8% 8% 6

8 Car Hire Charges settled by 15 Nil N/A N/A traveller Bill back N/A Nil N/A N/A Non-commissionable N/A N/A N/A N/A Ferry 18 N/A N/A N/A Passport & Visa 20 N/A N/A N/A Applications Meet & Greet N/A N/A N/A N/A Travellers Cheque N/A N/A N/A N/A Refunds Flights 20 N/A N/A N/A Rail- UK N/A N/A N/A Rail - Continental Coach Ticket Revalidation Ticket Re-issue N/A N/A Management Reports Nil Nil Nil Nil 7

9 24 hour Emergency Nil Nil Nil Nil Service UoB Purchase Card Charge 5 5 Only If BSI Card Used Ticket Delivery Charges Same Day At cost N/A N/A N/A Next Day At cost N/A N/A N/A 3. How to Book Contact your preferred agent directly or go online to obtain timetables, availability and prices of the travel service you require. Schedule flights can be held for up to three days to enable you to confirm requirements and raise a purchase order. An official purchase order must be raised for all travel bookings. Purchase orders can either show the net/all inclusive fare, which includes all costs, fees, rebates and taxes, or an order line for each of the charges and rebates separately. If you are raising an order for a number of items these should all be shown separately as per the example below. It is important that the detail entered on the order is sufficient for the travel agent to process the order. TF Train ticket Passenger Prof A.N.Other Bradford-London-Bradford out return Apex fare TB Air ticket Passenger name Prof A.N.Other Departure Heathrow-Singapore-Heathrow Class economy TZ Visa for Prof A.N.Other for Singapore TA Hotel accommodation Prof A.N.Other Hilton Singapore 3 nights from

10 Any amendments to orders should be advised to the travel agent by telephone and a new order number given. The new order should be sent stating clearly the order number which it supersedes. Airlines have recently bought in ticketing time limits to overcome flight and multiple seat over-bookings. This has resulted in tickets having to be re-issued 42 days prior to departure. If bookings are made less than 42 days before travel the ticketing requirements of the airlines are that tickets are issued 3-7 days. The agents will not issue tickets without a formal purchase order. The travel agents will invoice you upon issue of the tickets, invoices should be authorised upon ticket receipt and passed through to Finance for payment. Any changes made to air tickets will probably incur a charge. If a planned journey is cancelled and the air or rail ticket is no longer required, the ticket must be returned back to the agent within 7 days so that a credit note can be issued. 4. Air Travel The Agents offer competitive air fares with the major airlines as well as the no fills companies. They are able to compare published airfares with consolidated and other low cost fares, many of which are not available on the high street. When making air travel enquiries try no to be too specific, tell the agent where you want to travel and ask them to give you alternatives. Give the agent alternative dates if convenient (a day either side could perhaps enable you to obtain a cheaper fare). Check the fare restrictions, a cheap fare may appear attractive but will often have a catch somewhere. If you travel frequently contact the agents to provide them with your preferences, they can compile a profile for you so that the next time you book you do not have to repeat all the information; or, if you will be able to create your own profile by logging onto their respective websites. When travelling abroad, photocopy your passport and keep it separate from the original. If it is lost or stolen it will be easier and quicker to obtain a replacement. The agents are able to book flights on low cost carriers, at present the University does not allow internet ordering and it will be necessary to pay a booking fee for these flights. 5. Rail Travel Same day tickets can be purchased from Co-op Travel if the order is placed before 11.00am. Delivery of the tickets can be only be made to the School main reception. Key Travels operator is Trainline who issue tickets via first class post and 3 days is recommended for receipt. Co-op and Ian Allen can arrange a guaranteed next day delivery for a small fee. 6. Visas and Passports The Agents can provide a passport and visa service to overseas travellers. Please discuss with them your requirements. Make sure you allow enough time for the processing of passport and visa applications prior to your departure. 9

11 7. Group Travel The Agents can provide a services for the provision of group travel bookings for staff or students going on field trips. 8. UK & Overseas Hotels & Accommodation BSI have access to special rate to a wide range of hotel groups and can make bookings for you. On overseas hotel bookings the agent can provide a bill-back facility so that travellers only need to pay for their incidental expenses on departure. It should not be necessary to make reservations direct with any overseas hotel. Itemised receipts must be obtained to support reimbursement by means of an Expense Claim Form (TEX) in accordance with the University s Financial Regulations. All local and UK hotels can be booked through BSI our contracted third party booking agent, via direct online registration, or telephone. The service means no direct payments as all charges, excluding incidentals, will be invoiced direct to the university. See Buyers Guide for further information. 9. Travel Policy Travel by employees is an essential element in meeting the University's overall objectives. It accounts for a significant proportion of the University's running costs and we are required to ensure that this money is disbursed in accordance with a policy and procedures aimed at fairness and good value for money. We also need to demonstrate to the Inland Revenue that adequate controls are in place to ensure compliance with their rules and requirements for tax dispensations. The University's Travel Policy & Procedures apply to all employees using University and other official funds for travel expenses, and other expenses associated with travel. Travellers are reminded that ALL overseas travel must be authorised prior to booking any travel arrangements and where applicable a Risk Assessment form must be completed for travel to high risk countries. 10. Travel Insurance All travellers must have valid travel insurance. Information about travel insurance is available on the Finance website by contacting Maxine Brown on 3061 or Sandra Filby on Travel Overseas to high Risk Areas Staff who are required to travel to high risk areas, as deemed by the Government Foreign & Commonwealth Office (FCO) must complete a University risk assessment form For further information on which countries are deemed high risk go to 10