How to Register to Book Travel Using the KT Portal for Students

Student Step by Step guide to register and search for travel and accommodation using the Key Travel Online Portal.

You should familiarise yourself with the University’s policies on travel and claiming expenses, listed here. All travel must be authorised by the appropriate budget holder prior to making any travel requests.

  • CDT students/ funds - Funds requests are considered via submission of a Funds Request Form (FRF), approval required from supervisors and CDT Directors.

  • IGS students/funds – funds from the IGS travel budget are considered via submission of the IGS application form, approval required from Deputy Director of IGS or Graduate School Manager.

  • Institute students/funds – students should request funds via their supervisors, approval required from Institute Directors / Portfolio Managers.

Important things to note:

  1. If multiple tickets are required they must be created in separate transactions.
  2. Please ensure the authorised booker is available to complete the transaction.
  3. Prices and seat availability are not guaranteed until the ticket is issued (therefore, it’s a good idea to contact your booker to let them know when you expect to share your trip with them so that they can arrange to be available to book it).
  4. You must add your traveller name as spelt on your passport.
  5. Tickets will be emailed to the bookers email address with the option for the booker to cc in you as the traveller.
  6. The department entered on the invoice must be the one associated to the authorised booker.

Step 1 – Registering and creating a login account

To register to use the online KT portal, you will first need to email bookers@keytravel.com with your full name, school, institutional email address (not personal email) and phone number. Key Travel will create an online account for you and email you the log in details.

You must use your university email address to register. Once you have received your log in, go to the Key Travel log in webpage and click ‘Login’. In the new online user / password reset section, enter your registered email address and create a new login password.

NB: After you have logged in and set a new password, subsequent logins will be via the Existing Online User.

Key Travel log in

Step 2 – Create a traveller profile

In order to search and save an itinerary, you should create your own traveller profile. We recommend you create a full traveller profile:

  • Go to Profile Manager, select Create your Own, and complete the personal details sections, including passport details and emergency contact information (NB. passport details needed include passport number, expiry date and issue date).
  • Enter any travel or accommodation preferences you have.
  • Save profile.

All profiles can be viewed and edited in Profile Manager. Only the creator and traveller (if different) can view the content of the traveller profile. It is possible for travellers to assign their profile to multiple profile managers if they wish to share their data.

Step 3 - Search and save your travel itinerary

After creating your traveller profile, you can now proceed to search and save your travel itinerary.

On the myKT tab, click on ‘Book Online’ and then click “Continue” (green button right at the bottom of the screen). This takes you to the Key Travel homepage; down the left hand side of the screen are buttons to Flights Accommodation Trains Eurostar View my trips Basket.

Step 4a – Searching for travel (flights)

The default is for round trip, but one way and multiple stops can be selected.

  1. Enter your flight details into the search boxes, and any additional search options e.g. direct flights. (NB: Any previous searches will appear on the left of the screen)
  2. Select “Find Flights”. You will then be presented with the options. NB: A fare grid contains all available airlines comparing different contract types including specialist fares. Each fare type will display icons to show the most flexible options. These include hold deadline dates, changes and refunds and ticket validities.
  3. Select and add your preferred option into the basket by selecting “Add to Basket”.

Please note: All travel must be reasonable. If you do not choose the most economic fare, you will need to provide justification for your choice before we can book your travel.

Step 4b – Searching for travel (trains)

The default is for round trip, but one way tickets can be selected.

  1. Enter your trip details into the search boxes, and any additional search options e.g. railcards, direct trains only (NB: You can only search for trains up to 3 months in advance). Any previous searches will appear on the left of the screen.
  2. Select “Find Trains”. You will then be presented with the options.
  3. Select your preferred tickets and “Add to Basket”. You will be asked to confirm your travel and delivery options.

Please note: All travel must be reasonable. If you do not choose the most economic fare, you will need to provide justification for your choice before we can book your travel.

Step 5 – Searching for accommodation/ hotels

Hotels can be booked in the same way as travel; they can be booked on their own or as part of another trip in your basket (so you can book travel and accommodation at the same time).

  1. In the search area, enter your location, dates, no. of rooms and no. of occupants.
  2. Press “Find hotels”.
  3. The search function will display options, and there are a number of filters you can use to narrow the search for rates with breakfast. You can also choose to view options on a map.
  4. To add items to your basket go to the preferred hotel, expand the “all rates” section, choose the appropriate/sensible rate and click “Add to Basket”.

Please note: We would normally expect you to choose a hotel in the 3* range. If you choose a more expensive hotel, you will need to provide justification for your choice before we can book your travel.

Step 6 - Sharing your trip with the booker

Once you have added your travel and accommodation into your basket, go to the basket and select “Share Quote” quote. Alternatively, you may have saved your trip quote, in which case it will be saved in the Trips Folder of your portal. Select your saved trip and:

  1. Select the edit button (green pencil) in the traveller profile area, add the travellers name ensuring the spelling is as per the traveller’s passport.
  2. The Share section is expanded ready for you to enter comments to the booker and add their email address into the right hand box.
  3. Click Send (NB: You should ‘share’ your itinerary with the relevant booker, which will either be your CDT, IGS or Institute administrator. This will send the quote directly to the appropriate person, who will review the trip, and if satisfied, will book the trip on your behalf.)

In the cover notes section, you must add the following details:

  • Reason for travel i.e. attending NAME OF CONFERENCE reference between DATE and DATE.
  • Confirmation of budget spend – this should include source and amount of the approved funds, the date approval of spend was given and details of who notified you of the approval (NB: as noted in the CDT student FRF, IGS travel fund application or institute application.

Failure to provide the additional information as part of this procedure will result in a delay in booking your trip, which could result in a price increase. The booker will receive your request via an email, they will check the details (i.e. it is compliant with your approved budget spend and travel is in line with the University / Research Council terms and conditions) and continue to booking (if appropriate to do so). If they have any questions/queries they will email you. The authorised booker will receive confirmation and e-tickets once the booking is confirmed, with the option to cc the traveller into these emails

Alternative Instructions

For more in depth instructions please view the PDF file via this link: