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Travel and Expense Services

See our internal sharepoint site for all travel and expenses information (uon community only).

The Travel and Expenses Services  team are responsible for the operation of the University travel contracts, expense auditing and processing and the University card processes for corporate, lodge and purchase cards. Our internal workspace can be found from the following link. Business Travel and Expenses (staff log-in required)

Payment Services and Payroll forms

Forms (non-staff expenses, field trips...)

Travel and Expenses Services

Financial Control B50

The University of Nottingham

King's Meadow Campus

Lenton Lane

Charlotte Jewsbury - Manager

Lucy Tomlinson - Processor

Lisa Davies - Processor

Nicola Harrison - Team Leader 

e: [email protected]

e: [email protected]

e: [email protected]

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We deliver travel savings that matter

We always strive to save our customers at least 15% versus published rates every year. Because we know that when they save money on travel, this frees up much-needed resources that can be more efficiently spent on accomplishing their organisational missions.

For example, in 2019, we saved our customers USD$85 million – equal to the cost of one year of food for 300,000 families, clean water for 650,000 people, or funding for 1,800 university researchers.

This motivates us to keep innovating in every aspect of our business.

How we cut travel costs

Our customised digital technology allows us to track booking behaviours across any organisation and spot opportunities to save money across all departments.

We always look for the best deals on flights, train tickets and accommodation, as well as anything from car rental and ferries to airport hotels, parking, transfers and lounge passes.

We can also organise group travel, study trips, meetings, conferences and events, passport and visas, quickly and at the lowest cost possible.

Our Price Match Promise gives our bookers peace of mind. Contact us to find out more.

Specialist air fares

We offer more specialist air fares than anyone else by negotiating attractive fares with all the major airlines. We also negotiate enhanced conditions to bring our customers the best possible value and flexibility. Key benefits include:

• holding fares for up to 24 hours before departure
• a guaranteed fare with no budget commitment until the booker confirms the itinerary
• making changes as often as needed or cancelling completely free of charge up until the ticket has been issued
• flexible tickets
• extra baggage allowance
• no minimum stay criteria.

All our specialist air fares are available through KT Online, our online booking tool, alongside other air fares – including from low cost carriers.

Accommodation

Our hotel booking service gives customers access to 2 million hotel rates, including from the world’s leading hotel providers.

Key features include:

• The best rates and conditions however a customer chooses to book including “do-good” rates, which give an instant discount of 10% or more on hotel rates from one of the world’s largest hotel aggregators, just for booking through Key Travel!
• Flexible rates across multiple suppliers and contracts, with cancellations or amendments possible until the day of arrival

Train travel

We can offer customers the best rates and services in partnership with leading train companies worldwide.

Our online booking tool gives customers access to a full range of UK and EU rail tickets, as well as Eurostar, including fares that won’t be available at the station on the day of travel and easy-to-use features such as ‘print your own ticket’ and ‘add to calendar’.

Other services

We can also help our customers cut costs on every other aspect of their travel plans, including:

Passport and visas

Our partnership with CIBTvisas ensures travellers have the most up-to-date and accurate information of what is required to enter safely and securely to the most frequented destinations in global travel.  It also ensures world-class support in visa and passport solution delivery at reduced costs , as well as access to a dedicated Key Travel portal with CIBTvisas containing all the specific requirements for travellers of any nationality to travel anywhere in the world.

Specialist travel

Our specialist travel team are experts in booking Group travel for 10 or more people, including finding the best prices for flights and accommodation. They're also able to organise study trips , meetings, conferences and events .  In addition, our customers can also benefit from our risk management and emergency support services.

Vaccinations & pre-departure COVID tests

Our customers have the option to book discounted vaccination and pre-departure COVID tests via our travel-health service partners.

We deliver a premium service with affordable prices in partnership with the highest quality car rental companies

Airport parking and hotels

We can arrange parking at a UK airport or book a hotel room for a restful night's sleep before a flight.

Lounge passes

If a traveller needs to relax before a flight or quietly catch up on some work, we can book them into one of 600 lounges worldwide at over 350 airports, worldwide

Travel Insurance

We offer a range of excellent insurance policies In partnership with leading insurance providers. We always recommend taking out travel insurance at the time of booking in case of a sudden need to cancel because of illness or a serious accident

We can arrange coaches, taxi and chauffeur services to and from airports, and hire a coach for a field trip or conference.

Ferries and Eurotunnel

We can book customers tickets to travel by car on Eurotunnel and with most UK ferry companies.

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Key Travel update: Ryanair flights to be removed

October 13th, 2022

The university has made the decision to remove Ryanair flights from the Key Travel service with effect from Monday 10 October 2022.

Since the pandemic, Ryanair has changed its distribution model, blocking third-party access to book flights by Online Travel Agents (OTAs).

Therefore we have taken the decision to pause bookings with Ryanair while Key Travel work with them to help find a solution. We will update people accordingly if the situation changes.

This change has also affected Travel Management Company (TMC) bookings (with Key Travel being the university’s TMC), causing a significant amount of booking failures.

The change also impacts on all post-ticketing actions, such as adding bags and seats. These can now only be made online direct through Ryanair by the passenger.

Can I still book Ryanair flights?

Yes, but a dispensation form is required to be completed. To request the form, please contact the Travel Team , letting them know that you wish to make a booking with Ryanair.

The form needs to be completed before a booking is made and will record the details of non-Key Travel bookings. This will allow the Operational Resilience Team at the university to locate and support travellers in times of need.

People can claim reimbursement of Ryanair flights via Concur expenses under the expense type, ‘Airfare’.

Any existing bookings with Ryanair made via Key Travel are still in place and not affected by the change above.

Tags: Flights , Key Travel , Ryanair , travel

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Online support team

If you have any questions, please contact our online support team on:

+1 646 218 2100 and ask for Online Support [email protected]

A60 Mansfield Road closed for five hours after pedestrian died in collision with lorry

The road is now reopen in both directions between Thackery's Lane and Nottingham Road in Daybrook

• Updated 20:07, 25 MAR 2024

A woman has died after being struck by a lorry on a stretch of a busy road between Arnold and the city centre . A large police cordon has now been removed, after the A60 Mansfield Road was shut in both directions near the Madfords Retail Park in Daybrook after the incident.

The closure was between Thackery's Lane and Nottingham Road. The incident was reported at around 2.15pm on Monday, March 25 and the road remained closed until after 7pm.

Emergency services including police and firefighters attended the scene. At around 5pm, Nottinghamshire Police confirmed that a 74-year-old pedestrian had been confirmed dead at the scene.

Sergeant Craig Luckett, of Nottinghamshire Police ’s Roads Policing Unit and Serious Collision Unit, said: “First and foremost, our thoughts remain with this woman’s family and loved ones. We are in the process of carrying out a thorough investigation. Road closures have been put in place while we continue to examine the scene and these are set to remain for some time yet.

"Thank you to everyone for their ongoing patience while we conduct these important inquiries. This incident would have been traumatic for people to have witnessed so we’d urge them to please get in touch with the investigation team.”

This was a breaking news story. You can recap on our updates from the incident via our live blog below.

• Road re-open 20:04
• Woman confirmed dead after collision with lorry 17:21
• Full details of bus route diversions 15:20
• Road to be closed 'for a number of hours' 14:40
• Get the latest updates straight to your phone 14:40

Thanks for following

Mansfield Road has now reopened. This concludes our traffic and travel updates, thank you for following.

Road re-open

Mansfield Road has now re-opened, around six hours after the incident today in which a 74-year-old was struck and killed by a lorry. Traffic is easing in both directions.

This concludes our coverage of this story. Thank you for following.

NCT buses back to normal route

NCT's buses are back to their normal routes, the company has said. INRIX says that Mansfield Road remains closed in both directions.

Delays of more than 30 minutes on Trent barton buses

Delays of up to 32 minutes on Trentbarton's Calverton and Threes bus services have been reported in the wake of this afternoon's incident. Traffic has been badly affected since around 2.30pm this afternoon in the area surrounding Mansfield Road, through Woodthorpe and Arnold and congestion remains.

Valley Road and Edwards Road are especially delayed outbound, Nottingham Travelwise said. Drivers are reminded to seek alternative routes and avoid the area where possible.

Update to bus diversions

NCT has provided an update on the diversions their bus routes after this afternoon's incident. The Grey 53, and the 54 are now diverting via Edwards Lane, Oxclose Lane and Cross Street, rather than via The Vale, Arnot Hill Road and High Street.

Woman confirmed dead after collision with lorry

Nottinghamshire Police has confirmed that a woman has died after this afternoon's road traffic collision. A 74-year-old pedestrian was pronounced dead at the scene after being struck by a lorry.

You can read the full story here.

NUH say that Medilink service to City Hospital may be affected

Nottingham University Hospitals NHS Trust has said that its Medilink bus service to and from City Hospital may be affected by the earlier road traffic collision and the subsequent delays. A post on X said: "We hope everyone involved in this incident is ok. The road/junction closure is causing traffic delays, which is impacting on buses, so may also affect the Medilink service to and from City Hospital."

The road is still expected to be closed until 8pm this evening.

Images from the scene show extent of closures

Fire service 'starting to leave' but road closures expected to remain in place

The road is expected to be closed until 8pm tonight, Nottinghamshire Fire & Rescue Service has said. They posted on X, formerly Twitter, to ask motorists explicitly to avoid the area.

The post said that some of their vehicles were beginning to leave the scene.

Full details of bus route diversions

Buses are being diverted after a major incident on Mansfield Road in Daybrook. A large stretch of the road, between Arnold and the city centre , has been shut off by police and the fire service are also at the scene.

The road is closed in both directions between Thackery's Lane and Nottingham Road, near the Madfords Retail Park and outside The Vale pub. Nottingham City Transport and Trentbarton have both announced diversions to usual routes for some of their buses that use the road.

For NCT, the 25, 53/54 and the 58 are currently diverting. The Grey 53, 54 and Lime 58 are diverting via the Vale, Arnot Hill Road and High Street. The Lilac 25 is diverting via Thackerays Lane, Arnot Hill Road and High Street.

Trentbarton's the Calverton is also diverting and missing The Vale, Daybrook Square, Portland Street and Sainsburys stops. A post on X from Trentbaron said: "Please allow extra time for your journey".

Traffic building

Traffic is building around the site of the collision, Google traffic maps show. The deep red lines signify heavy congestion.

Buses diverting

Mansfield Road serves as a key route in and out of Nottingham, with several bus services passing through the area. Nottingham City Transport said its lime 58, lilac 25 and grey 53 and 54 services are diverting due to the road closure.

Trentbarton said its Nottingham to Calverton service was being diverted.

Road to be closed 'for a number of hours'

Mansfield Road will be closed in both directions for a number of hours, the fire service has said. Nottinghamshire Fire and Rescue urged motorists to avoid the area.

"We are currently in attendance at a serious collision on Mansfield Road, Daybrook. Stockhill and Highfields fire stations are currently on scene," it wrote on X.

"The road is closed in both directions and will be for a number of hours. Please avoid the area and find alternative routes."

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