The University has a legal duty of care to ensure, as far as reasonably possible, the safety of its employees and students whilst undertaking University activities including travel.
Click here to access the University financial regulations travel guide for Business travel and Premium economy. Please download the policy. Approval must be provided in advance for any travel by either Premium economy or Business Class. Please send an email to Head of Finance or Deputy Head of Finance to request this (head-of-finance@eng.cam.ac.uk , deputy-head-of-finance@eng.cam.ac.uk ).
Key Travel is the University’s preferred travel management company. You can use Key Travel when travelling on university business such as conducting research visits, attending conferences or booking group field trips. For further advice and details of how to book using Key Travel, click here.
Risk Assessment
A risk assessment must be carried out, and details of what to do to do this can be found on the Department’s Health and Safety site.
Use of Unregulated Accommodation
University guidance states that certain forms of unregulated accommodation (e.g. Airbnb or similar) should not be used for University work purposes, due to the lack of health and safety regulation of the accommodation and other inherent risks. The use of unregulated accommodation such as AirBnB should only be considered when no better alternative exists, and a risk assessment must be completed here.
Travel Insurance
Personal Travel Insurance policies must not be relied upon for university business trips, as they may not be suitable.
Cover is subject to authorisation and risk assessment as per departmental procedure. The University and the traveller must take all reasonable steps to avoid or minimise any injury loss, damage or expense and make every reasonable effort to recover any lost or stolen property. You must therefore make best endeavours to look after your own safety and wellbeing and protect your property whilst travelling. In addition, the University has a duty under Health & Safety legislation to assess the safety of any work and travel away from Cambridge. The University Safety Office provides guidance for Travel, Fieldwork and Work Away and the completion of risk assessments for University-related travel.
Placing the order
Once travel has been agreed, an order should be raised through EDRS.