Travel
Travel risk assessment, insurance and booking guidance for staff and PGRs is on the Travel Advice page.
A list of reasons for essential travel can be found in the University of Exeter Principles for Essential Travel, and all travel must align with these principles and the approvals process detailed therein.
For queries regarding authority to travel or compliance with the above guidelines, please contact travelqueries@exeter.ac.uk.
All authorised travel should be booked through our travel management providers, Click Travel and Key Travel.
On 1st June 2022, Click Travel will transition to using the TravelPerk brand in the UK.
Yes, Click Travel have academic fares with BA and Cathay Pacific, and these as well as ferries and Eurostar are bookable via their Customer Support Team
Vehicle Hire
For travel authorised as above, vehicle hire can be booked through Co-Cars and Enterprise Rent-a-Car.
For Enterprise Rent-a-Car you will need to be registered on Enterprise’s online booking tool, B2B, for all national and international bookings. Contact procurement@exeter.ac.uk to allow access and for any booking queries. Please note that you MUST raise a requisition in T1 for any bookings with Enterprise and provide them with a purchase order (PO) number BEFORE travel.
A staff discount is available through Enterprise. You will need to register with the Emerald Car Club in order to receive the discount, but this is free to do.
The University of Exeter is also proud to share that we have partnered with Co-Cars to offer low emission hybrid vehicle hire to university staff for both business and personal use with 24/7 bookings available. Visit our sustainable travel page for further details.
Hotels
The University of Exeter has a number of negotiated rates with hotels in Exeter, Cornwall and London, as below.
These preferential rates can be obtained by booking through Key Travel or with the hotels directly.
Graduation Rates
Most rates for the above are not available for University of Exeter graduation periods. Please check with the individual hotels.
Airbnb
You must read this Airbnb guidance if considering booking accommodation through Airbnb. If you have any questions, please contact procurement@exeter.ac.uk.
We do not currently have a contract in place with any taxi or coach providers. The following companies are listed on our finance system:
Taxis
Devon & Somerset
Apple Central Taxis (Exeter) - 01392 666666
Prestige Taxis (Exeter) - 01392 241333
Jolly Jaunts Taxis (Cullompton) - 07976 827762
Euro Taxis (Bristol) - 01454 332883
Cornwall
Radios Taxis (Falmouth) - 01326 313131
Newquay Airport Taxis (Newquay) - 01637 860006
A2b Taxis (Truro) - 01872 272989
(Falmouth) - 01326 317898
(Helston) - 01326 505050
Coaches
Devon & Somerset
Mid Devon Coaches - 01363 82200
Berry's Coaches Ltd (Taunton) - 01823 337356
Spearings Coaches (Cullompton) - 01884 820224
Dartline Coaches (Exeter) - 01392 872900
Oakley's Coaches (Plymouth) - 01752 729866
Cornwall
Roselyn Coaches (Par) - 01726 813737
Hopley's Coaches (Truro) - 01872 553786
Sustainable travel
The business travel decission tree is an illustration detailing various carbon footprint implications of identified methods of transport. This should be used when deciding the most sustainble business travel option. You may also use the footprint calculator below to understand your impact for more specific trips.
What is happening?
The University is improving a number of aspects of the travel booking process:
- We have agreed a new contract with Key Travel to be our travel provider.
- The travel booking process is being streamlined and improved - for example, the need to create and receipt a purchase order in T1 for each Key Travel booking will be removed and all budget/costing information will be entered direct into the Key Travel system at point of booking.
- Shortly, a risk assessment tool will be introduced for international trips. Once the changes are live, a reference box will be added to ensure anything being booked which is international has been risk assessed and approved.
Why is this happening?
Using Key Travel allows the University to benefit from negotiated rates. By booking through Key Travel, we have visibility of you and your trip which is crucial should an event occur locally and we need to know where you are and if you are safe. Covid highlighted our need to be able to have instant access to where our people are, minimising the routes for booking travel will help us to be accurate and responsive.
When will Key Travel go live?
Key Travel will go live for individuals at different times. This will allow Procurement to ensure a seamless process is being followed with bookings and billing.
When will I hear more about when to start using Key Travel?
The transition to Key Travel is being done with colleagues booking high volumes of travel being transferred initially. This includes Support Services, Admin Teams, Travel Champions and Bookers. For all other users you can continue to book as normal until you are advised to switch.
When we need you to make the switch you will be contacted by email or Teams with more details of the training and support for the switch.
Will using Key Travel be mandatory?
As Key Travel are our contracted supplier they should be used for ALL staff travel, though exceptions can be requested via line management if they can’t offer a suitable solution for your travel requirements. Evidence of exceptions should be retained as it could be requested in the future for audit review or similar.
I already have a Key Travel account with existing bookings - what do I need to do?
Your existing account links to an old platform which will become redundant, meaning your login won’t work. Your existing account will be moved to the new platform and you will receive notification and instructions on when and how to do this when we are ready to move accounts over.
I’m already using Key Travel to make my booking - where do I find my budget code?
You can find it here:
I’ve got an existing booking with Click Travel, not Key Travel, what should I do?
We will continue to use Click Travel while we still have travel booked with them. With the move to Key Travel, we expect access to Click Travel to be withdrawn but we will still have admin/system access.
Will you remove my access to Click Travel?
Not immediately, but when we ask you to switch we will also look to close or amend your Click Travel account. If you have existing bookings we will amend your account to remain open whilst the trip takes place. Once you have no more travel booked in Click Travel and we have moved you to Key Travel, we will close your Click Travel account.
I need reports from Click Travel - how will I get obtain these in the future?
Members of the Procurement Operations retain access and can provide data if requested. Please send details of the data needed to procurement-operations@exeter.ac.uk
I need to get into Click Travel but my access has been taken away
If you need to get in to Click Travel after your access has been removed, please contact Procurement Operations who can help procurement-operations@exeter.ac.uk
What information do I need for booking travel?
Please ensure you have read the University’s travel advice pages and have the correct approvals and documents.
Use the links below to download recent presentations by Key Travel explaining the features and benefits of the upcoming travel booking improvements:
Key Travel Workshop Video_Feb 23 - Group Travel
Or download a pdf copy of the slides and information from this presentation:
Key Travel Workshop Video_Nov 22
Or download a pdf copy of the slides from this presentation:
Do Key Travel cover all rail networks in Europe?
Colleagues can book EU Rail Online via the online booking tool with three key European rail partners:
- SNCF
- SNCB
- Deutsche Bahn
For other rail queries please contact the Key Offline Team on 0161 819 6860.