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Travel

Everything you ever wanted to know about the Universitys travel policy, but were too afraid to ask.

new Travel policy

As of August 1st 2022, The University’s travel policy aims to reduce environmental impact, ensure value for money, and keep travel safe and sustainable.


Booking Travel

Preferred supplier: Key Travel


Use Key Travel for:
✅ UK rail  ✅ Eurostar  ✅ Flights  ✅ Hotels & accommodation

Why use Key Travel

  • Academic fares (average 30% cheaper)

  • 24/7 emergency support

  • Online & agent booking options

  • Sustainability and carbon reporting

  • No personal payment or reimbursement needed

How to book

  1. Request a quote:
    📞 0161 819 9763 | ✉️ oxford@keytravel.com

  2. Obtain a purchase order:
    ➤ Email finance@phc.ox.ac.uk
    or create a requisition in Oracle iProcurement.

  3. Confirm your booking via the Key Travel Portal (access on request).

Emergency Support (24/7): +44 (0) 207 843 9602
🔗 Key Travel Online Portal

Key Travel Rules

  • No domestic flights – use rail for journeys under 7 hours.
    Exceptions: Northern Ireland, Channel Islands, Isle of Man, Shetlands, Outer Hebrides.

  • Use Eurostar for Paris and Brussels.

  • First class flights are not permitted.

  • Premium or business class requires pre-approval from Nicola Small (keep evidence).

  • Flight levy applies to all University-funded flights to support our Sustainability Strategy.

  • Travel should always be minimised and as sustainable as possible.

🔗 Full Travel Policy (SSO required)

Travel Insurance

The University provides travel insurance for staff, students and volunteers on approved business travel.

  • Apply via the Travel Insurance System (SSO)

  • Complete a risk assessment for overseas/fieldwork travel.

  • Online training available in CoSy – search “Travel insurance”.

Even if not applying for insurance, you can register your travel details for crisis support.


Accommodation

  • Reasonable rates:

  • £150/night in major UK cities

  • £100/night elsewhere

  • Overseas: HMRC benchmark rates apply

  • Airbnb: discouraged but reimbursable with departmental approval; must represent good value and appropriate use.


Key Contacts