Overseas travel
Procedures for staff going overseas on University business
STEP 1: Obtain authorisation for your trip
Without exception, any member of staff wishing to travel overseas must have their trip formally approved in principle by their Head of Department and/or Line Manager. This is by means of authorised FIN1 (Staff Expenses Claim Form: General). If the trip is being financed by an external organisation and therefore does not require a FIN1, authorisation from the Head of Department and/or Line Manager must still be sought.
STEP 2: Complete the Travel Overseas Form
All members of staff travelling overseas MUST complete the Travel Overseas Form as early as possible (preferably 8 weeks prior to travel).
If your trip is arranged at short notice, you must still complete the Travel Overseas Form. In this event, please also contact Anita Randell (Insurance Officer, ext. 3308) as a matter of urgency to ensure that you have completed all the obligatory requirements for your trip and to determine requirements for risk assessment.
STEP 3: Read and accept the Occupational Health information for overseas travellers
You MUST read and accept the Occupational Health information for overseas travellers.
STEP 4: Complete a Risk Assessment for your trip
The risks of the country being visited should be considered for all trips and a copy of your itinerary, contact phone number and accommodation details logged with your department. We strongly recommend that you visit the Red24 website for country (and city) specific advice as well as general travel security tips (the ACE access code is 7797, then click on 'Travel assistance website').
Higher risk destinations will require a full risk assessment to be completed and submitted. Please visit the risk assessment webpage to download the forms and for full advice on completing and submitting your assessment.
STEP 5: Ensure that you have all the necessary documents for visa applications
Many visa application forms request the dates of travel, port of entry and flight details so it is advisable to research flights and hotels before you apply for the visa. You must take into account the time required for processing the visa.
If you require advice on applying for visas, country information or general travel advice, please contact Kim Hadley (International Office ext. 5110).
STEP 6: Book your travel and accommodation
Please ensure that your trip has been approved before making your bookings. Please remember that you will require approval from the University Secretary if you have completed a risk assessment to travel to a higher risk destination.
Please contact Kim Hadley (International Office, ext.5110) for travel agent or hotel recommendations.
Please read the advice on the following pages to ensure you have everything you need for your trip: