Booking Travel and Travel Insurance
1. For Students in receipt of full funding for travel
Students who are in receipt of full funding at the time of booking (e.g. from the School of English, Graduate School Travel Prizes, research training travel awards e.g. RTSG funding from a Research Council) may have their travel booked and paid for through the School of English using the project code provided at the time of funding confirmation. This will ensure that the trip is automatically covered by University travel insurance. Students who choose to book their travel independently must ensure that they also purchase travel insurance.
This is especially important in terms of international flights.
Please note that if you are extending your stay for personal reasons by more than two days the total time spent not travelling on University business should not be more than a third of the total time spent abroad. For any period longer than this please seek advice from Commercial Services before travelling.
To book a flight using the awarded funding, please forward the award confirmation email to Simon.firstname.lastname@example.org along with the specific details of the flight you need booked. Please bear in mind that costs may vary between online providers and the system that the University uses to book the flights. Costs may also vary depending on length of time between obtaining an original quote and the time of booking.
Please allow at least 3 working days for your request to be processed. We will do our best to book that particular flight but if unavailable or if there has been a dramatic change in price, we will let you know of alternative flights that may meet your needs. If your request is particularly time-sensitive and urgent, please tag the email with high importance and state the urgency in the email. Please note that Simon Hopkins does not work on Fridays, so you must give as much advance notice as possible to accommodate periods of annual leave, University closure over Christmas and Easter etc.
When the flight is booked, you will receive an email confirming the travel itinerary with the flight details. Please note that this is not the ticket. You will need to go to the airline’s website and log-in using the information provided in the email itinerary to check-in and add passport information and flight preferences.
If your funding also covers accommodation and you are planning to stay in a hotel, you may wish to book this direct and claim your accommodation expenses when you return from your trip. Please let Simon Hopkins know what you intend to do and make sure that you complete an expense claim form.
Flights for fully funded travel must be booked through Simon Hopkins in order for the travel to be covered by University travel insurance.
If you are travelling by train outside the UK, please forward your funding award notification email to Simon Hopkins with the details of the train tickets you want to book.
If you are travelling by train within the UK, you may book these tickets yourself and claim back using the expense claim form.
Please note that if we book the train travel for you, the tickets will need to be collected at the station and you must have the confirmation code from the email with you to collect them.
For all other expenses you incur directly for the trip that are covered by the funding, please complete a standard expense claim form and submit it along with the receipts to Simon Hopkins with 'EXPENSES' in the subject title. Any forms submitted that are incomplete (including but not limited to missing receipts) will not be processed.
2. For Students in receipt of partial funding for travel
For all expenses you incur directly for a trip that is partially covered by funding, please complete a standard expense claim form and submit it along with the receipts to Simon Hopkins with 'EXPENSES' in the subject title. Any forms submitted that are incomplete (including but not limited to missing receipts) will not be processed.
3. Travel Insurance
Please note, the University Travel Insurance will only cover staff and student travel booked in accordance with the University Travel Policy. It does not cover travel against FCO advice. If you are travelling to a country against the advice of the FCO, a full risk assessment and travel itinerary must be provided to Procurement-Insurance. For more information, please visit the Business Travel Insurance page.
Make sure to keep both a hardcopy and electronic copy of the Travel Policy Information and the Chubb Assistance ECard with you while travelling.
- The insurance policy will not extend to others where the travel is booked on behalf of a third party.
- This policy works with the Chubb Assistance ECard and all contact for emergency assistance should be made directly to Chubb Assistance.
- The University Travel Insurance Policy is automatic for short travel up to 3 months - for longer periods of travel, Simon Hopkins will need to notify UoN Procurement to request an extension on the coverage. Please keep this in mind and allow a little extra time for the booking.
If your travel is fully funded and you have opted to book your own flights, you will not be covered by University travel insurance and will be responsible for purchasing your own travel insurance.
University travel insurance will not cover students whose travel is partially funded (e.g. from the School of English, Graduate School Travel Prizes, research training travel awards e.g. RTSG funding from a Research Council) or self funded. Students must purchase their own travel insurance.
Travel Insurance Policy
Chubb Assistance eCard
4. Extended Trips
On rare occasions if the trip is particularly lengthy and the expenditure is expected to be high and largely cannot be prepaid, a travel allowance cash advance may be necessary. This option should be a last resort and is subject to the University's and funder's (if externally funded) terms and conditions. Expenditure of the cash advance must be tracked very carefully and reconciled along with the receipts within two months of returning. Any funds not reconciled will be required to be returned.
Please read the PG Travel Allowance guidance notes below (1) carefully and submit the completed PSTA (2) to the School Operations and Research Office (Trent A90).
- Postgraduate Travel Allowance Cash Advance Guidance Notes
- Postgraduate Student Travel Allowance Request Form (PSTA)
- Postgraduate Travel Allowance Reconciliation Form (PTAR) - note: if the expenditure is lengthy, please summarise by expenditure type on front sheet (ie accommodation, subsistence, travel fares, etc) and attach a list of expenditure on a separate sheet with the details and receipts. Mark each line of expenditure (with a number for example) and write the number on the corresponding receipt.
5. Travel Risk Assessment
It is the responsibility of the student (identified as the 'Trip Organiser' in this policy) to undertake a School of English Travel Risk Assessment Form when travelling on University business to countries/regions including those that are not known to present a risk to travellers (e.g. EU, North America etc.) This also includes visits where the work does not involve hazardous materials/operations and where there are no high risk leisure activities. These guidance notes are not appropriate for activities/trips to remote/high risk destinations where a full risk assessment must be undertaken and may need to be submitted to the Safety Office for review by the University’s Expedition Peer Review Panel (EPRP.)
- The Trip Organiser (student) should undertake a risk assessment before the trip takes place
- They should ensure that all safety precautions and control measures identified as required by the risk assessment are implemented and observed for the duration of the trip
- Where fully funded by the School, research council etc., all organised travel MUST be booked through Simon Hopkins to ensure all liability risks are minimised and travellers are covered by University insurance
- Authorisation by the School for student travel will not be given until a full risk assessment has been undertaken
- As part of the risk assessment, students must check that it is safe to travel by going to the Foreign & Commonwealth Office (FCO) website: