Travel procedure
You can find the latest departmental travel procedure here. Reception Team will be able to answer most questions you might have about it.
General travel policies
Any travel arrangements should comply with the University's financial regulations and the rules of the body that awards the money (e.g., EPSRC, ERC, DARPA). The members of the Finance Team will be happy to explain how the system works if you are new or unsure.
Travel, and similar expenses to be repaid by the Department, should be authorised in advance of being incurred. Expenses incurred while travelling can be reimbursed afterwards. Use SAP Concur if you are staff, and use the travel expense claim forms if you are a research student. If you are a visitor with a UK bank account, please use the former, and if not, the latter. See Expense claims for more information.
Travel funds are authorised by the Principal Investigator or Grant Holder on the fund. Contact your immediate manager or your supervisor/host to find out what funds are available.
- PhD students may apply for departmental funds to attend conferences, using Part I of the travel expenses claim form; any such application needs a letter of support from the supervisor and evidence that the student has applied for other funds to be provided to the Postgraduate Education Team. Departmental funds for conferences are managed by the Deputy Head of Department (Research).
All claims are in arrears, with supporting receipts. The Department is unable to make advance payments in cash.
Guidance on Managing Risks from Travel, Fieldwork and Work Away can be found here.
Leave to work away for PhD students
Students whose research requires them to spend a period of time of more than 2 weeks away from their Department must apply formally for permission to work away. The applications are done via the CamSIS self-service portal and you will be required to upload your approved Risk Assessment to CamSIS before the Leave to Work Away can be approved. More information and guidance can be found here.