Introduction

Following a successful trial last year (2016) of a contracted Travel Management Company, Key Travel Ltd has been appointed as the Travel Management Company for the University.

To ensure the University optimises from a number of benefits and services offered by Key Travel, Key Travel should now be used for booking all staff air travel, hotel accommodation and as many other services as practicable. Key Travel’s online booking tool should be used for the majority of travel bookings however there is an off-line facility that can be used for more complex itineraries.

There are three levels of staff input required when considering or making travel arrangements:

  • Travellers
  • Bookers
  • Approvers

Travellers

To help travellers plan their journey the Key Travel ‘Look no Book’ facility allows travellers to view, for example, available flight and hotel accommodation details via the online tool. Alternatively, travellers may already have these details without the need to access the Look no Book facility, or wish their Booker to investigate on their behalf. Once journey details are identified these can be confirmed, electronically, to nominated Bookers within each faculty/service area who make the actual booking. All staff are registered with Key Travel, however to access the ‘Look no Book’ facility staff are required to obtain their unique password – see below for details on accessing online tools.

Bookers  

Most Faculties/Service Areas have already identified their nominated Bookers and their details are held by Key Travel. Only nominated Bookers can make travel bookings via Key Travel, e.g. booking rail, flight and hotel accommodation. Please note that Bookers will be required to have delegated purchasing authority for:

  • All flights under £250
  • Hotels with a nightly rate cap of £250
  • All rail travel

Approvers

For all flight and hotel bookings over a value of £250, the travel has to be authorised by a designated Approver. Most Faculties/Service Areas have already identified their authorised Approvers and their details are held by Key Travel. Approving bookings is a quick and simple online process. Approvers will receive an email link and should follow the intuitive online approval process.

Changes to Travellers, Bookers and Approvers

If Faculties/Service Areas wish to change or introduce new travellers (staff); Bookers; and/or, Approvers, please contact Alistair Douglas (Procurement Officer), a.c.douglas@stir.ac.uk (6186); or, Sally Dimeo (Head of Systems and Treasury), sally.dimeo@stir.ac.uk  (6696).  Please note that when nominating Bookers, Budget Holders are giving nominated staff delegated authority to commit expenditure up to the £250 limit.

 

Online tools

Online bookings tools are available through the Key Travel website via a unique username and password. To gain access to the tools, please follow the steps below:

  • Go to www.keytravel.com
  • Click on ‘Sign In or Log on’ on the home page and enter your username and password.
  • First time users will need to request a password (which should be received within minutes).

Guides

Key Travel has produced the following guides which are designed to help with the booking process.

Approval Process Guide - Approvers

Approval Process Guide Bookers

 

Within the Key Travel website there are numerous other guides and tips contained within the Key Travel Academy see - http://www.keytravel.com/uk/my-travel/training-academy/.

 

Contact Details, Support and Assistance

Laura Macpherson – Key Travel, Strategic Partnership Manager, Tel: 07702 264884: Email: lmacpherson@keytravel.com

Laura Macpherson visits the campus on the last Tuesday of each month to give help and guidance on a one to one basis or in groups. If you wish to discuss any aspect of travel please contact Laura direct to arrange.

Key Travel Opal team, who are based in Edinburgh, for flights, hotels, etc.:

Opal Contact Sheet

Email: opal@keytravel.com

Phone: 0845 122 0117

Press 'Option 1' for new bookings or amendments prior to issuing the ticket.
Press 'Option 2' for amendments or cancellations after you’ve received the initial tickets.

If you have a technical query or would like any advice when using the online tools, please contact the Key Travel helpdesk on:

Tel: 0844 335 0260

Email: online@keytravel.com

 

University contacts:

Alistair Douglas (Procurement Officer), a.c.douglas@stir.ac.uk (6186); and,

Sally Dimeo (Head of Systems and Treasury), sally.dimeo@stir.ac.uk  (6696).

 

 

© University of Stirling FK9 4LA Scotland UK • Telephone +44 1786 473171 • Scottish Charity No SC011159
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