Process for Booking Through Institutes Admin
Guidance for booking travel within Informatics
Making a request:
Please include the following in the subject line when submitting a ticket: Your name, Destination, Dates of travel and "Urgent" if travel is within the next seven days
All travel requests submitted to institutes-admin@inf.ed.ac.uk will generate a ticket within the system to be dealt with by a member of the institutes admin team. You will then receive an email confirming which staff member will process your request.
When submitting a travel request, please let us know if you already have a booker or traveller profile and make sure it is up to date. The admin team member may request access to it if they have not booked travel for you before.
If this is your first time using Diversity, the admin team will ask Diversity to set up a traveller profile for you. Once you receive an email from them, please complete the necessary travel details in your new profile.
Where possible, please include a written confirmation from the relevant approvers in the correspondence as well as the budget codes to be charged.
- The relevant approvers would be your supervisor for project funds or the DoI for Institute funds who will check with the relevant Portfolio Manager. If your funds are coming from elsewhere (i.e. school start-up funds), include confirmation from the relevant person.
Risk Assessment:
You should complete the relevant risk assessment below if your trip involves international travel or is within the UK and involves more risk than your usual day. More details on this are available on the Health and Safety webpages.
When booking your travel via institutes-admin@inf.ed.ac.uk, please forward your Risk Assessment to them. This will be reviewed by an administrator and sent on to the school’s health and safety manager for approval.
Should your trip not require a risk assessment, please complete the basic travel plan template below.
Next Steps:
Once the risk assessment is approved, the administrator responsible for your request will source quotes from Diversity Travel. When you are happy with one of the options presented we will pass the costs on to your Portfolio Manager/Budget Holder for final approval before making your reservations.
When the booking is confirmed by Diversity Travel, the admin team will provide you will all relevant documentation and advice.