The core role of the Travel Office is to be the central point of contact for the traveller, the Travel Office will be on hand to confirm all the travel arrangements throughout the University both domestically and internationally. This includes Flights, Accommodation, Attendance at Conference/Forums/Workshops, UK Rail, International Rail, Transfers in a number of worldwide destinations, Tube tickets, and airport parking. Please note we do not deal with expense claims, please contact payroll for these enquiries.
VCET presented a paper on the possible implications of a no-deal Brexit and one of the issues and potential risks highlighted was travel outside of or return to the UK on business around 29th March 2019. Therefore until we have clarity on the Brexit situation there will be no international travel (including outside of Europe) booked in the immediate pre and post Brexit period.
Available Monday to Friday 9.00am to 5.00pm
Tel: 0161 295 6161
Twitter: @UoStraveloffice Follow us for news, important updates and interesting articles
Natalie Greenhalgh - Travel Manager
Lindsey Johnstone - Travel Assistant
Amy Craven - Travel Assistant
Rachel Howarth - Travel Assistant
Below is information on the basics of the system however we do operate an Introduction to Staff Travel Request Processes workshop twice a month. Bookable through Advantage under Staff Development Events. These are run by a member of the team and cover all the Travel Request processes and allows time for questions (please note we do not cover expense claims in these sessions)
ACCESS TO U4 UBW is gained through the Staff home page as per the below.
When the Unit 4 UBW Log in Screen appears change the drop down to ‘Windows Authentication’ this will log you straight in
Favourites– A number of pages on Agresso have a love heart in the top right hand corner. If you click on these the page will save in your favourites and be visible on the right hand menu every time you log into the system.
If you are off campus please use the following link: https://financials.salford.ac.uk/BusinessWorld
For your Travel Request to process successfully you will need to complete the set up of 'Your Personnel Information' this only needs completing once and will take around 20 minutes depending on how much information you need to complete.
When completing the Travel Request form it should only take a few minutes, you will need to enter the following information:
Select the most relevant option (these are shown based on how BSRs are categorised)
If travelling to multiple destinations please add your first destination into the request.
Select the start and end dates for your trip.
Enter the budget (Project) code for your trip
(If you are unsure please contact someone in the school/department or your finance office for advice).
Reason for Travel
Use the drop down list to select a reason for travel, you will need to start typing then select from the list
This is a budget request form therefore please enter estimated monetary value for each relevant expense. e.g. conference £100 (please include VAT if applicable) £150 trains, £10 Parking, £10 Lunch.
BSR (Benchmark Standard Rate) is only applicable for international trips and should be inputted as a quantity only. i.e. for a 5 day trip enter 5 in BSR 24 hours, the system will then convert this into the correct Monetary value seen by the approvers.
If you are not sure how much your trip will cost please contact the travel office who will provide a quote for you.
Add as much detail as possible in this box to assist the travel office in confirming all travel arrangements. This box is limited to 250 characters, if your info is above this, please email us
i.e. Attending a Free Workshop hosted by X Supplier in London Trains: Salford Crs 08:47 EUS 11:24, EUS 15:00 Sal Crs 17:34(off peak single online) No tube tickets needed.
Please state if you specifically need rates to be flexible as a number of cheaper rates will be non-refundable therefore if you need flexibility we can provide appropriate quotes
Send for approval
This will process the request and send it through to the line manager and project approver for approval. Please allow time prior to departure to be able to have your request approved.
The travel office is not able to confirm any travel arrangements without an approved request
Please note that all new requests and new emails received after 4pm will be actioned the next day.
Please remember if you are travelling to a Moderate - High Risk country you will be required to submit a Risk Assessment to your Line Manager. Travel is not permitted to high or extreme risk destinations. Please refer to the below documents for further information.
In addition, all travel must be properly planned and the Travel Security website (Drum Cussac) must be interrogated during the planning process and prior to travelling. This will enable Trip Planners to determine if it is safe to travel; any precautions that may be needed; and help with their risk assessment.
The first time you use the site you will need to fill in your details and set up a password. You will need your institutional email to do this. You can then access the site from anywhere.
The UK Government along with the National Terrorism Police have launch information regarding staying safe when face with a Terrorist situation, links to the Run, Hide, Tell campaign can be found here
Callmy Alert App - Assistance with traveller tracking in an emergency
The Callmy app allows us to communicate to all our colleagues and students securely in the event of an emergency, also if you enable location services, it means that if you are travelling abroad or in the UK, we can pinpoint your whereabouts using the Callmy app and get you quickly in cases of emergency.
The Callmy app is free to download from the App Store or Google Play and we are asking all colleagues and students to download it now and enable notifications and to encourage other staff and students to do the same. Staff will need to enter the password UoS1241when prompted.
When we send you a message, we’ll sometimes ask you to respond, but in most cases we’ll simply send a short message such as “the University is closed due to snow” which will pop up on your phone as a visual and audible alert.
If you have any queries, please do not hesitate to contact Head of Security, Trevor Jones or call 55264
In the event of an emergency whilst travelling, call Global Response for advice and assistance. This service is operated by a team of multi-lingual coordinators at Global Response in the UK, who can be contacted 24 hours a day, 365 days a year.
We recognise applying for visas can often be a complex and time-consuming process and therefore we have partnered with The Travel Visa Company who are able to offer a full visa processing service and advice for our travellers. If you require Visa assistance please contact Vicky at the Travel Visa Company on:
Tel: 01270 250 590 or Email: Vicky@thetravelvisacompany.co.uk
The visa company will require you to provide your Travel Request number as part of the application and they will contact the Travel Office for payment once it is required meaning travellers do not require to pay for this service upfront.
For entry to any country outside the EU you will require to have 6 months validity on your passport from the date of your return. Within the EU you require to have 3 months validity on your passport from the date of your return.
If you are a UK passport holder some countries also require for you to obtain a visa, please find below some advice on a few of our key destinations, further advice on countries throughout the world can be on the Foreign Office Advice website:
USA - An ESTA Visa Wavier is required, the current charge is $14USD and is valid for two years, if you have visited certain middle eastern countries in the last 5 years or hold a passport issued by certain countries you may not be able to apply for a visa wavier and may require a full visa please refer to the website for more details
Canada - An ESTA Visa Wavier is required for all UK Passport Holders, the current charge is $7CAD
Sri Lanka - An ESTA Visa Wavier is required for all UK Passport Holders, The current charge is $40USD
Bahrain - A visa is required for all UK Passport holders, however this can be obtain upon arrival
United Arab Emirates - A visa is required for entry for all UK Passport holders, however this is issued upon entry.
China - A visa is required for all UK passport holders to China, a Visa processing centre is located in Manchester and further information can be found here, If you would prefer you can apply for this visa through The Travel Visa Company. PLEASE NOTE: The Chinese embassy are no longer accepting hand written visa applications and these must be now typed prior to submission.
India - A visa is required for all UK passport holders to India, you maybe able to apply for an e-business visa, you are able to apply for this style of visa if you are attending business meetings or participation in an exhibition or trade fair or alternatively please refer to The Travel Visa Company for further information.
Nigeria - A visa is required for all UK passport holders to Nigeria and must be obtained prior to arrival please visit the High Commission website for further information or contact the Travel Visa Company for further information.
Uganda - An e-visa is required for all UK passport holders and can be applied for online further information can be found here.
Shengen Visas - A Shengen Visa is required for non-UK passport holders to enter a number of European countries if you require a Shengen visa or would like advise regarding this type of visa please contact The Travel Visa Company regarding this type of Visa.
In this section you are able to track all your current tasks. If you click on the Map button this will show to the progress of your request.
Rejected you will have a task to action
Please chase approver – it is the travellers responsibility to have their travel request approved
Can be viewed by all members of travel team and a member of the team will be in contact once the task has been assigned to action.
When you receive a task email to action:
Click on the link which will take you through to the main page of Agresso
The tasks function is located on the top navy toolbar as a Tick
Click on the tick and a list of your tasks will appear
Click on the wording of your required task to open the task
Under the workflow log section it will state the reason why the task has been rejected and the action which is required
Once actioned click task complete
Business Trip that is fully pre-paid by an external partner
All trips are required to be inputted into the Agresso system so we can ensure the trip is covered by the Universities travel insurance
This type of trip will not go through all the same approvals as it is externally funded.
When the travel office receive the request they will review the destination of the trip to make sure it is not extreme risk and therefore not covered by the insurance and they will send the traveller the travel insurance certificate and summary of coverage.
Business Trip that is partially funded by an external partner
If a business partner is only paying for part of the trip i.e. you are claiming subsistence and taxi costs through the University or they are paying for flight and the University is paying for the accommodation you need to follow the before steps
This trip will go through the normal two stage approval process of line manager and project approver and then through to the travel office.
The travel office will quote and book the required elements and send the confirmations.
If it is just subsistence costs they will complete the task so it will show on your expense claim list for your return
If you are claiming BSR’s and have sent your flight itinerary they will send you an Approved Trip summary showing the BSR’s available based on the flight times confirmed. The full trip will be covered by the University’s Travel Insurance
Please refer to the Academic Support section of the finance website http://www.salford.ac.uk/finance/academic-support for information on the correct forms to submit. Please submit all forms to your Finance Officer who will liaise with the Travel Office regarding your travel arrangements.