How to book travel for business via the University portal - Key Travel

Guidance and advice on how to register and book travel using the online Key Travel portal

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

 

Register for the portal:

Email: bookers@keytravel.com with your full name, school, email address 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: https://www.keytravel.com/uk/log-in and click ‘Login’

 

In order to search and save an itinerary, you will need to create your own traveller profile.   From the home page, go to ‘Profile Manager’ to create a ‘full’ profile.

Your details will be saved on the encrypted site and can only be accessed by yourself.  For frequent travellers, this will save you time during the booking process as you will only need to enter your details once, improve accuracy of booking information, and capture your traveller preferences.

 

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

On the myKT tab, click on ‘Book Online’

 

You should ‘share’ your itinerary with the relevant administrator for your institute.   This will send the quote directly to the admin team, who will book the trip on your behalf.  In the cover notes section, you must add the following details: Reason for travel (i.e. attending xxxx conference between xxx and xxx), and the charging details.  Failure to provide this information will result in a delay in booking your trip, which could result in a price increase.

 

If you run into difficulties with any bookings made via the online tool, please contact the Key Travel Online Helpline.

 

Travel Insurance

The University can provide insurance for anyone who is travelling on University business.   There is no charge for insurance cover.  There is also no facility for annual travel insurance. NB: Cover is not automatic and should be arranged on an individual basis. Travel insurance should be requested at least 3 days before the departure date.  If travel within the UK involves a day trip by air or an overnight stay, it is recommended that travel insurance is arranged. Anyone who requires travel insurance should complete the Online Insurance Application Form.  The system will generate an email confirming that the application is being processed and will be confirmed within 2 working days.  You may need to complete a travel risk assessment form if you are travelling to a high risk area.

 

Additional Information

Work-related travel health - The Occupational Health Unit can provide advice on the health aspects of travel as well as providing vaccinations. Travel advice Travel advice for many countries is available from the Foreign & Commonwealth Office Travel Advice web site.

Visas - You are responsible for arranging your own visa if one is required for entry into a particular country.  The Informatics HR department (infhr@inf.ed.ac.uk) can provide official letters confirming your employment status if one is required for the application.  If you need a letter confirming that your trip will be paid by the University, but not including employment details, the admin team can provide this.

Rail tickets - Tickets can be collected at any station with a ticket machine.  A credit or debit card is required to collect the ticket, but no charge is made to the card - it's just used to check the passenger's name. When you have a seat reservation, you must ensure that you have both the travel ticket and the seat reservation ticket before boarding the train as both are required when tickets are checked by the train guard. If you have a student rail card, you must have it with you when you travel.

Hotels - Check the confirmation details and, where there is one, print off a hard copy of the hotel voucher and take it with you. In general, hotels are booked on a billback or pre-paid basis which means that you should not be asked to pay for the room when you check in or out.  If this does happen, contact Key Travel.  Their contact number will be on the paperwork. You will be expected to pay for any extras, over and above the B&B rate, that you charge to your room.

 

For more in-depth and visual instructions, follow this link to the PDF file provided by KeyTravel;  https://www.keytravel.com/media/3764/kt-online-full-user-guide-uk-inc-rail.pdf