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Alliance Manchester Business School

Travel Hub

Sustainable Travel, Approval and Risk (STAR) 

All academic and PS travel booked via the divisions, research centres or Executive Education will be requested via an automated MS Form and once completed will enable the traveller to ‘submit’ directly to the relevant administrative support team for approval. The process enables travel, spend and risk to be approved in one place, at the same time. 

The approval process begins with the STAR Flowchart which guides travellers through the process from considering if they need to travel, and how to apply for funds to support sustainable travel, right through to approval/rejection. 

Within the flowchart is a link to the STAR Form. Travellers will be required to add all the information that was previously requested on the TAF (reasons for travel, costs, charge codes etc.) and also have the ability to have travel risk approved at the same time. We have taken advice from both the School’s Health & Safety Advisor and from the University Travel team and landed on a simplified method of approval where UK travel and Overseas low risk travel, will no longer require the traveller to complete the risk assessment in detail, but simply to confirm they have read and understood the document and the traveller will not be able to move forward in the form without acknowledgement. 

This explanatory video has been recorded to explain how to complete the form. 

The process for high-risk countries will not change and the traveller will be required to complete and submit an Overseas travel (inc. high risk destinations) risk assessment, via the STAR form, which will then be submitted to the Head of School for approval as per the School guidelines. 

This process will allow Alliance MBS to: 

  • Come in line with the revised Travel Policy by having all business and field work travel pre-approved by the relevant Line Manager.
  • Display a conscious effort to reduce our emissions in line with the Environmental Sustainability Strategy
  • Reduce the paperwork around travel risk assessment (for both the traveller and approver)
  • Enable all divisions/departments to follow the same process. 

Key Travel have been consulted and will be looking to make train/boat the first option for travel wherever possible. 

Please contact your immediate PS administrator with feedback or queries. 

Business Travel, Fieldwork and Risk Assessments 

Please follow guidance within the Travel Risk Assessment flowchart to prepare your risk assessment. 

If you require further advice and assistance on the preparation of travel risk assessments, please contact your divisional administrator or email ambs-health-and-safety@manchester.ac.uk 

TLCO210 Management of Health and Safety in Fieldwork 
This course is aimed at colleagues who will be accountable for the H&S of staff, students and other participants involved in off-campus activities. This could include Principal Investigators, Fieldwork Leaders or PGR Supervisors. The course provides an understanding of systematic management and planning to fieldwork activities.

This can be applied for all travel, UK and overseas. 

Key Travel – How to book and Contact information

How to book: http://www.finance.manchester.ac.uk/buyingexpenses/buyinggoodsandservices/bookingtravel/ 

Key Travel opening hours: 

Monday - Friday: 08:45am - 5:30pm (GMT) 
Saturday: 09:00am - 1:00pm (GMT)  
Excluding bank holidays 

Contact Information: 

Emergency Contact - 0161 819 9797 

For urgent assistance out of hours you can also use – 

SMS message: +44 7860019411 

WhatsApp message: +44 207 843 9602 

For more contact information and guidance please visit: Key Travel Overview | Directorate of Finance | StaffNet | The University of Manchester  

To access the Key travel login page, click here: https://www.keytravel.com/uk/log-in?RedirectTo=https://www.keytravel.com/uk/my-travel/booking-online 

If you know your account code, you can use My Manchester to find out the account code owner and a list of people who can sign off against the code. 

Essential Travel Information for overseas car hire 

All staff undertaking business travel are expected to: 

  • Consult the FCO and AIG websites and to study the risk profiles of the particular country being visited, to ensure that their specific risk assessment adequately addresses the risks highlighted.
  • Consult the requirements of the University Arrangements Chapter 24 on fieldwork/travel are being followed.
  • Overseas Car Hire - The University’s motor insurance does not cover vehicles hired abroad.  Please ensure they purchase Fully Comprehensive Car Insurance from the hire company for overseas travel. Staff may be liable to pay the excess should an accident occur where third party insurance only is in place. The cover offered by the hire company should be checked carefully as it may be third party cover only, with the option to upgrade to fully comprehensive cover. (Insurance Office FAQs)
  • Hire a suitable vehicle, for city driving or remote more rugged terrain, and to accommodate the number of passengers with luggage comfortably.
  • When travelling in remote locations in a group, consider if two vehicles are required to allow for breakdown, accident.
  • Importance of ensuring adequate telephone signal.
  • Check that your mobile phone provider operates in the country being visited, and a signal is available. If not, a prepaid SIM may need to be purchased to allow you to keep in touch with UoM colleagues.
  • Have sufficient training in assessing risks that includes the importance and use of making dynamic assessments as circumstances change. 

FAQs 

Am I insured for Business Travel? 

Members of staff who travel on University business and students who are required to travel for course-related work will be insured under the University travel insurance. More information can be found here.