Self Service Travel Booking Procedures
Guidance for booking travel via Diversity Travel's self-service portal.
Becoming a travel booker:
In order to book travel you must create a booker profile with Diversity. To create a Travel Booker profile please click here.
Remember to fill in the details of your traveller profile which you can edit from the drop-down menu in the top right of the Diversity portal once you have access to your booker profile.
Travel Risk Assessment Forms:
Please complete the risk assessment form relevant to your trip prior to booking with Diversity and send completed risk assessments to: infhs@inf.ed.ac.uk
Insurance: Once your Travel Risk Assessment form is approved, apply for insurance with it here
Cover on the University's business travel insurance policy is usually processed within 2-5 working days and confirmation will arrive from Finance Helpline. You can continue working on your travel arrangements in parallel.
Travel Plan Form.
The travel plan below is to be completed when your travel does not require a Risk Assessment.
Travel Requisition Form:
The expected costs from your Diversity travel quote must be submitted to your Portfolio Manager (PM) for institute/research funds, or to the relevant budget holder for school funds, prior to making a booking.
You should do this via a Travel Requisition Form (TRF).
Ensure this is filled in correctly and has been verified by the PM or relevant budget holder before any confirmation is made with Diversity. You can find a list of PMs and other budget holders here.
Please submit your request to the person most relevant for your funding source to avoid causing unnecessary delays.
Only one set of codes should be completed on the TRF and during booking. If using research project funds, select "Research CoA" as the finance coding and complete the fields with that heading.
For general institute or school funds, select "Gen Travel" and complete the fields with that heading using the codes confirmed by your PM or budget holder. Most of the time you will not need to complete all fields and any field you do not need to fill in should be completed with N/A.
After booking: Once you receive your copy of the invoice from Diversity, please submit both the invoice and your approved TRF to the relevant finance team.
- For Research and Institute costs
- finance-research@inf.ed.ac.uk
- For School-related budgets
- school-finance@inf.ed.ac.uk
Guides:
Please see below for various helpful guides and videos demonstrating the online booking processes. These can assist you in booking travel using the online portal but you can always ask the institutes admin team or email Diversity's online support team at online@diversitytravel.co.uk
Hotel Booking Process: https://youtu.be/S0YcEKfQCRA (Diversity Travel)
Flight Booking Process: https://youtu.be/i2jefFBhCcY (Diversity Travel)
Rail Booking Process: https://youtu.be/LbRVDgBY09Q (Diversity Travel)