Travel and Conference Arrangements
All travel should be booked through the University Travel Hub via Selective Travel.
Please note that travel cannot be purchased using our purchasing cards.
Visas
Travellers are responsible for acquiring their own visas. This can be organised through the University Travel Hub via Selective Travel.
Travel insurance
For members of staff & PGR students on University related business
It is the responsibility of the traveller to ensure that they are covered by the University travel insurance for the duration of their trip. Please note, personal holidays are not covered.
The travel insurance online form can be managed by logging in using your GUID via the following link - http://www.gla.ac.uk/services/finance/staffsections/insuranceandrisk/forms/travelinsuranceform/
Car hire
For car hire, please follow the process outlined on the University Travel Hub.
Coach Hire
Allander Travel
Please send details of the trip including anticipated numbers for the booking to Allander Travel enquiries@allandertravel.co.uk, who will provide a quote. When the quote is received, please forward this along with the project number to Cose-fintranshub1@glasgow.ac.uk where an order will be raised for you.
It is advisable to contact Allander Travel prior to the booking to obtain the driver’s details in case you need to contact them.
Travel for fly-out lecturers to UESTC
Booking flights and accommodation
Your travel will be booked by the TNE admin support team through the University approved Travel Agent for international travel: Selective Travel Management
Travel plans will normally be planned around the teaching timetable and the TNE admin team will contact you when it is time to plan your travel to Chengdu and book your flights and accommodation. The hotel is normally the Crowne Plaza Chengdu West (room with breakfast) and where possible flights will be directly to Chengdu. If you prefer, you can give the TNE admin team specific flight details to be considered. Following your initial enquiry, the TNE admin will arrange quotations from Selective Travel and provide you with options to choose from. Please note that you should reply with your preferred option on the same day to allow the TNE admin team to raise the PO and send to Selective Travel to confirm flights. They are unable to guarantee costs or availability without this.
You can contact the TNE admin support team at eng-uestc-admin@glasgow.ac.uk
Travel Insurance
Please do not forget to arrange University Travel Insurance
The University's travel insurance covers staff and postgraduate students travelling on business if the journey is outside the UK. Please note that an on-line form must be completed for each journey at least five working days before travel and, once complete, an insurance cover note will be returned via e-mail.
You should complete the on-line form at:
http://www.gla.ac.uk/services/finance/staffsections/insuranceandrisk/forms/travelinsuranceform/
Visas for China
If you are a non-Chinese national, you will need to apply for a visa to visit Chengdu. Visitors to the Joint School should apply for a business & trade visa, which will be issued as either an"R", “F” or “M” type visa in your passport.
Visas will be processed via the visa centre in Edinburgh and co-ordinated by the TNE admin support team. Further guidance available at: http://www.visaforchina.org/EDI_EN/
To apply, you will need to complete an online application form, a passport sized photo, and an invitation (CAFE) letter from UESTC together with your passport. Invitation (CAFE) letters will be arranged by the TNE admin support team, and you must apply for your visa within 6 months of receiving your letter.
The visa applications must be made in person at the Edinburgh visa centre The only payment accepted for visa applications using this service is debit card. A receipt will be received and you can claim this charge and travel costs to Edinburgh via expenses.
For further information relating to travel to UESTC, please contact the TNE support team at eng-uestc-admin@glasgow.ac.uk
Visitor bookings/claim expenses
The school of Engineering does not book travel for visitors to the University. The normal protocol is for visitors to make their own travel arrangement and to then claim back from the University.
We only book the accommodation when the visitors are going to stay in Glasgow.
Visitors can be booked into one of the hotels we have an agreed corporate rate with. If they choose to stay at a different hotel, they can do this and claim back through Sundry payee (UK residents) or sundry foreign payment (non-UK residents).
PhD student travel
Please refer to the PGR and Student Expense Procedure section for further information.
Conference Registration
Most conference bookings can be confirmed using our purchasing cards. Please email details of the conference along with the project code to Cose-fintranshub1@glasgow.ac.uk. It’s helpful to have a login which can be passed on if the registration is lengthy – you can change the password thereafter. Sometimes it’s easier to visit the office and sit with a purchasing officer while they register you for the conference, so you can confirm the necessary options.