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Finance Department

Travel Office

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.

Travel Office Contact Details:

Available Monday to Friday 9.00am to 5.00pm


Tel: 0161 295 6161

Twitter: @UoStraveloffice Follow us for news, important updates and interesting articles  

The Team:

Lorna Brooke - Travel Manager

Lindsey Johnstone - Travel Assistant

Amy Craven - Travel Assistant

Rachel Howarth - Travel Assistant

Travel Requests - Accessing the System: 

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:

Your Personnel Information:

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.

Inputting a Request:

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.

First/Last Day

Select the start and end dates for your trip.

Project Code

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

Estimated Expenses

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.

Additional Information

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.

Travel Policy and Important Documents:

Staff Travel and Expenses Policy April 2019

Is your business travel essential

How to Confirm Business Trip Arrangements

How to enter a substitute in Agresso

Travel Request FAQ's

Travel Expenses FAQ's

Risk Management:

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.

Travel and Fieldwork Policy

Travel and Fieldwork Code of Practice

Risk Assessment

An Introduction to Risk Management for your Business Trip

Foreign Office Advice  

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

Travel Insurance:

Travel Insurance Certificate 18/19

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.


NHS Country-by Country Health guide
EHIC Card Online Application
Travel Health Pro

Mobile Device Information:

Using your Mobile Device Aboard

Visa Information:

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:

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. 

Ghana - A visa is required for all UK passport holders to Ghana please visit the High Commissions website 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.

Tracking you request:

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


Awaiting approval

Please chase approver – it is the travellers responsibility to have their travel request approved

Travel Office

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.

How to Action a Task:

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

External Visitors:

Requesting Travel for an External Visitor

Externally Funded Travel:

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

  1. Input the trip into the Travel Request form on Agresso as normal
  2. Reason for Travel – Select ‘Externally Funded’
  3. Project Code – A valid code is required. However as no money is being taken this can be a general code the system just needs it to be valid.  
  4. Budget – Leave all elements £0  
  5. Send for approval

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

  1. Input the trip into the Travel Request form on Agresso as normal
  2. Reason for Travel – Select the most appropriate (do not use Externally Funded as this only works for trip with no budget requirements)
  3. Project Code – Enter the project code required to pay for the elements the University will cover  
  4. Budget – Enter Approximate budget for the elements being paid by the University. If the University is covering BSR’s please remember to add in quantity i.e. 4 nights away enter 4. If you are claiming BSR’s send the travel office your flight itinerary so we can adjust the system to match you arrival and departure time and generate accurate BSR’s for the trip
  5. Additional Information – Add a comment to which elements are being covered externally and which need to be book by the travel office so it is clear when received by the travel office
  6. Send of Approval
  7. 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

Student Travel:

Please refer to the Academic Support section of the finance website 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.

Useful Links:

London Tube Map
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