Travel advice for business, teaching, research or study (staff and Doctoral College research students)
Staff travel advice
Staff travel advice
Staff travel advice
All remaining COVID-19 travel restrictions have now ended for people entering the UK.
Unvaccinated people arriving from overseas are no longer required to take a test before and after their arrival in the UK, and the requirement to complete a passenger locator form has been removed.
Anyone travelling overseas is still advised to check the rules for the countries you are visiting as many still have restrictions and testing requirements in place.
Travel principles
For all UK & International travel the requirements within the University Travel Policy must be followed before any arrangements are booked.
- All travel conducted on behalf of the University is documented as meeting the essential travel criteria
- Any travel deemed to be of higher risk, whether by nature of activity or destination location has been escalated for a documented approval, and confirmation of insurance held prior to booking
- Any travel that is booked outside of the University travel partners has a documented approval at the relevant level, and has followed the agreed exceptions process prior to booking
- Any staff trips overseas for a period greater than 3 months are referred to Global Mobility prior to booking to support immigration law and tax compliance
- All travellers understand their responsibility to follow the policy and processes
Travel Process
The accordions below take you through the travel approvals process. Please follow the guidelines within the accordions before you partake in any travel. See links to flowcharts as below.
In line with the easing of restrictions, some overseas travel will be supported, where it aligns with the University of Exeter Principles for Essential Travel and the starting countries COVID-19 Government risk ratings (RAG or High, Medium, Low). For UK travellers refer to the UK Government Red list of countries (as appropriate).
All University travel for business, teaching, research or study must meet the following key principles:
- Aligns with the University of Exeter Principles for Essential Travel.
- Meets the requirements within the University Travel Policy.
- International Travel risk assessments have been completed, one overarching risk assessment per trip is required.
NB: See further requirements in the approvals section below.
It remains the case that any overseas trips for greater than 3 month’s duration must follow the Global Mobility Policy to ensure employment law compliance. Advance notice of 3 months must be provided to enable this.
If you are required to take a COVID-19 test before or after travel, this must be a paid for private government approved test. You can find many test providers on the Gov website.
If your travel is funded by the University, where covid testing forms part of the standard cost of international travel, and the trip has been risk assessed, approved, and insured in accordance with the University travel policy, the cost of tests can be re-imbursed via expenses or paid by University purchasing card. Each College and Service has control over which internal budget they apply these costs to and should make arrangements accordingly.
Information on how to claim expenses can be found on our finance webpage.
For field trips where testing is required
Guidance is now available to support field trip leads - Field Trip Guidance
Field trip leads of qualifying trips will need to:
Devon: email - rapidresponsehub@exeter.ac.uk with details of the field trip and testing request.
Cornwall: work is in hand with Penryn Fieldtrips, who are working with RRT, to support identified testing requirements.
PCR testing for travel
- Devon – Field Trip Lead to contact rapidresponsehub@exeter.ac.uk with travel test request. The Rapid Response Hub can offer guidance on the best testing options including the timescales, costs, and assisting sourcing alternative local test providers.
- Cornwall – Liaise with the Penryn fieldtrips team who are working with RRT on all currently identified field trips
LFD testing all campus’ - LFD home test kits will be delivered to the field trip lead.
If you are travelling for work or fieldwork you are required to complete the Stage 1 Health Questionnaire (or equivalent for UG students) annually, or sooner if there are changes to your health beforehand. The Stage 1 Health Questionnaire should be sent to your manager or supervisor only.
If there are health conditions highlighted within the Stage 1 Health Questionnaire that may affect your ability to safely undertake fieldwork or travel you will need to complete the Stage 2 Health Questionnaire.
Stage 2 Health Questionnaire must be sent to Occupational Health with your Stage 1 Health Questionnaire. Both Questionnaires will be reviewed by the OH clinical team with one of the 2 following outcomes:
- A report will be sent to your manager and the HR Advisor Team informing them that you are fit for the proposed travel.
- An appointment will be arranged for you with a member of the Occupational Health team to explore your health in more detail.
Both Health Questionnaires can be found here: Fieldwork & Travel - Health and safety - University of Exeter.
Medical information provided to the Occupational Health team will remain confidential between the traveller and the Occupational Health team and will be stored securely in your Occupational Health record.
All overseas research fieldwork activity must be approved by the Director of College Operations and be supported by the Director of Research. Travel to a red list country (if applicable) will require the support of the DOR and must be approved by the Research Restart Panel and Gold. Please refer to the approvals accordion below which details the approval pathways.
The process for seeking approval to undertake field activities (filming, field work or field trips) on taught programmes can be found on our SharePoint. All applications must be submitted by completing the relevant College application form and field work risk assessment.
All risk assessment templates can be downloaded from the Fieldwork and Travel Standard website which also includes guidance on how to complete a risk assessment.
|
Domestic/International |
Reason For Travel |
Risk Assessment Required |
|---|---|---|
|
Domestic (inter campus) |
Travel Between Exeter and Penryn Campuses. |
No risk assessment required |
|
Domestic (starting and ending within UK), without crossing any international borders |
Conferences, meetings, visiting another institution as a visiting scholar, low risk activities e.g. filming, office/teaching based |
No risk assessment required |
|
Fieldtrip or Fieldwork |
Teaching or research - medium to high risk activities or remote locations |
Fieldwork Risk Assessment Template (In Country) |
|
Non-UK (based overseas, no crossing of international borders)
|
All activities low, medium or high risk Research trip or field activity on taught programmes – day trip or overnight stays |
Fieldwork Risk Assessment Template (In Country) |
|
International – crossing international borders for any part of the journey |
Conferences, meetings, visiting another institution as a visiting scholar, low risk activities e.g. filming, office/teaching based |
Travel Risk Assessment Template (International) |
|
Fieldtrip or Fieldwork |
Teaching or research - medium to high risk activities, remote locations |
Fieldwork Risk Assessment Template (International) |
Once you have evidence of risk assessment and essential trip approval, you can then seek insurance approval by emailing insurance@exeter.ac.uk. (Insurance only needed for international travel). If your requested destination is sanctioned, a minimum of 14 days advance notification to the insurer, prior to the intended travel start date, is required. Cover for sanctioned countries is not guaranteed and certain exclusions will apply, this will be confirmed on a case by case basis. You must wait to receive confirmation of insurance before booking any travel.
For more information on the travel insurance process, please visit the staff webpages.
Attendance at educational day visits, seminars, conferences, and business meetings do not require a risk assessment (see Risk Assessment section above).
If you intend to drive to the destination, you must follow the requirements within the Driving for Work Standard which includes the need to plan your journey to allow sufficient time for rest breaks and consider including overnight stays to reduce fatigue. You should also make lone working arrangements such as pre-arranged check-ins with line manager/supervisor e.g. text on arrival and departure to confirm you are safe and well.
Risk assessments are required to be completed and approved for UK fieldtrips, fieldwork, and sports events.
Key insurance and financial considerations for all travel:
- There is no cancellation or curtailment cover within the University of Exeter travel insurance policy for COVID-19 related incidents, but all other elements remain in place.
- There are two exclusions on our insurance policy, relating to (a) Government or Local Authority Directives, and (b) pandemic.
- If a trip is cancelled or curtailed for this reason, it will not be covered by insurance. Cancellable / refundable / transferrable booking options should be selected, to minimise the risk of financial loss.
A risk assessment is not required for travel between the University of Exeter campuses (e.g. Exeter to Penryn or vice versa). If you intend driving to the destination, you must follow the requirements within the Driving for Work Standard which includes the need to plan your journey to allow sufficient time for rest breaks and consider including overnight stays to reduce fatigue. You should also make lone working arrangements such as pre-arranged check-ins with line manager/supervisor e.g. text on arrival and departure to confirm you are safe and well.
The University has a legal obligation to ensure risks are mitigated as far as possible. Insurers expect the University to have a process in place to ensure suitable arrangements are in place and documented within a risk assessment which is approved/authorised. Please ensure your trip is approved as essential travel, according to the following approval routes:
International Travel Approval Pathways
|
Travel type |
Approval pathway |
Approval pathway |
|---|---|---|
|
Overseas Recruitment |
Line Manager |
Gold |
|
Global Partnerships (Team/Exec) |
Line Manager |
Gold |
|
Global Partnerships (Funding award) |
Head of Discipline |
Gold |
|
Research Fieldwork/Fieldtrips e.g. medium to high risk activities, remote locations etc.
|
DCO |
Research Restart and recommendation to Gold |
|
Taught programmes Fieldwork/Fieldtrips e.g. medium to high risk activities, remote locations etc. |
ADE / DCO |
Review panel with recommendation to Gold |
|
Conferences, meetings, visiting another institution as a visiting scholar, low risk activities e.g. filming, office/teaching based |
Head of Discipline |
Gold |
|
Professional Services (general) Conferences, meetings, visiting another institution low risk activities |
Line Manager |
Gold |
In Country Travel Approval Pathways
All risk assessment templates can be downloaded from the Fieldwork and Travel Standard website which also includes guidance on how to complete a risk assessment.
|
Travel Type |
Risk Assessment Type |
Approval Route |
Escalation Route (If concern regarding decision) |
|---|---|---|---|
|
Domestic Travel Between Exeter and Penryn Campuses.
|
Travel Risk Assessment Template (Abridged) |
Line Manager |
|
|
UK Business trip – day trip or overnight stays. Conferences, meetings, visiting another institution as a visiting scholar, low risk activities e.g. filming, office/teaching based |
UK Travel Risk Assessment |
Line Manager |
DCO Head of Department |
|
UK Research trip, Fieldwork & fieldtrip – day trip or overnight stays Fieldtrip or fieldwork (teaching or research) - medium to high risk activities, remote locations |
Fieldwork (In Country) |
Director of Research |
Research Restart Panel |
|
UK Field trip, fieldwork or filming on taught programmes – day trip or overnight stays |
Fieldwork (In Country) |
Head of Department or nominee |
ADE/DCO and/or Fieldtrip and Fieldwork review panel for taught programmes |
|
Non-UK (based overseas, no crossing of international borders) Research trip or field activity on taught programmes – day trip or overnight stays
|
Fieldwork (In Country, Overseas ) |
DCO – research trip (supported by ADR’s) Non-UK In Country - DCO - research trip ADE/DCO (field activity on taught programmes |
|
Booking your travel
Once you’ve completed the above steps, you’re ready to be given access to the university travel partners to book your arrangements.
Access to the University travel partners for all colleges will be granted by your local booking administrator.
Booking Admin – nominated personnel who will enable access to the booking system. These are the people you would have spoken to in your Department pre-covid regarding travel bookings.
You will not be given access to book your trip until you can provide the following evidence:
- Completed Risk Assessment (signed or evidence of approval by another means e.g. email)
- Documented approval of the essential nature of the trip
- Insurance confirmation (international trips only)
Travel Booker
To contact the Facutly of Environment, Science and Economy (excluding the Business school) travel booking administrators, please email:
- Engineering: Engineering-Admin@exeter.ac.uk
- Maths: mathematicsandstatistics@exeter.ac.uk
- Physics: physicsandastronomy@exeter.ac.uk
- Computer science: computerscience-admin@exeter.ac.uk
- Geography: CAGeography@exeter.ac.uk
To contact UEBS travel booking administrators, please email: business-school-academic-support@exeter.ac.uk
- Degree Apprenticeships: Maggie Bishop
- Economics: Irene McManus
- Management: Tom Crowford & Lauren Witkin
- Finance and accounting: Nena Yendell
- Sustainable Futures: Tash Welch
Travel Champion - Emily Morris
Travel Champions – nominated personnel to answer or signpost for queries on the travel policy and process. Please speak to these individuals in the first instance if you have any questions. There is a defined escalation process if they are unable to answer.
Travel Booker
Please contact the HASS Faculty Operations Team for support with travel and accommodation bookings by emailing your respective department mailbox, as listed below:
Travel Champion -Brendan Johnson B.Johnson2@exeter.ac.uk
Travel Champions - nominated personnel to answer or signpost for queries on the travel policy and process. Please speak to these individuals in the first instance if you have any questions. There is a defined escalation process if they are unable to answer.
- FEB Members: Lucy Buckland, Becky Jones, Wendie Burden, Lucy Barrie, Brendan Johnson, Susan McGowan
Biosciences
- Joy Richards and Lindsey Beasley
- CMM: Jules Bristow
Psychology
- Karen Swanston and Monica Hitt
- CEDAR: Joe Alvis, Peter Harwood and Jessica Luck
Public Health and Sport Sciences
- Sports & Health Science: Clare Fogarty and Owen Corrick
- ECEHH: Vanessa Gordon and Emma Squire
- Sue Whiffin (ESMI/PenTAG)
Clinical and Biomedical Sciences
- Judy Power (HoDs, DLT and Prof. Noel Morgan & team)
- Lucy Lofthouse (Prof. Andrew Hattersley & team)
- Wendy Cowell (Profs Jon Mill and Katie Lunnon & team)
- Peter Hollingsworth (Prof Jon Brown & team)
- Christine Fothergill (Prof Angela Shore & team)
- Anna Winston (Prof Andrew Crosby & team)
- Caroline Westaway (Prof Lorna Harries & team)
- Sarah Vinnels (Prof David Melzer & team)
Health and Community Sciences
- Stella Taylor (for HoD/PenARC)
- Cath Hopkins (PenARC)
- Sarah Vinnels (Prof Linda Clare & REACH team)
- Emma Walter (IDEAL team)
- Leala Watson (Health Economics/Health Statistics)
- Georgina Hack (Mental Health Research Group)
- Fleur Boyle (PenCRU)
- Ellie Kingsland (Primary Care)
- Linda Dumchen (Profs Frost, Politis and Llewellyn)
Health and Care Professions
- TBC
Finance, Infrastructure and Commercial Services (FICS) staff should contact FICS@exeter.ac.uk
EEG staff should contact Tracey Smith (tracey.smith@exeter.ac.uk), Louise Perry (l.perry3@exeter.ac.uk), EEG Admin Team (eegadmin@exeter.ac.uk)
EEG- Global Advancement staff should contact Livvie Atcheson (o.atcheson@exeter.ac.uk)
EEG- Global Partnerships staff should contact Sarah Newby (s.lake@exeter.ac.uk)
Strategic Support staff should contact Karyn Shields - Strategic Support for SEAS or Samuel Talbot – Strategic Support
Human Resources staff should contact: j.trump@exeter.ac.uk
Research Services & IIB staff should contact rkt-bookings@exeter.ac.uk for advice. To request a travel booking please complete the ‘Travel Request Form’.
If your area is not listed above, please refer to your local administration support.