University Business Travel
University Policy
Key Travel should be considered in the first instance for overseas travel including flights, accommodation and car hire, and for UK accommodation. If business need cannot be met, or a better value for money solution can be found, an alternative provider may be used. In this case Value for Money considerations may include assessment of risk to travel arrangements (e.g. flexible booking arrangements where it may be necessary to change timings or cancel arrangements) or risks around the location being visited including health concerns or industrial disputes which may lead to further support requirements from the travel provider.
Using Key Travel
The University currently uses Key Travel as the contracted supplier for business travel.
Travellers will benefit in the following ways by using Key Travel;
- Advice and assistance on understanding visa requirements and obtaining visas.
- Advice regarding the right medical requirements and vaccinations for the country being visited.
- Arrangements for accommodation and other services in country so there is a complete package on arrival at the destination.
- Organising the safe return to the UK should there be any unrest, travel incidents or natural disasters, without any immediate extra cost to staff
- Direct contact to an agent who can assist 24/7 for bookings and whilst abroad.
- Using Key Travel also supports the University's Sustainability Strategy, through reporting and sustainability initiatives.
Using Key Travel will also help to ensure that University meets its duty of care.
How to book with Key Travel
You can book via the Key Travel Portal - you will require a user login for the University account. To get one please email your @sussex.ac.uk email address to bookers@keytravel.com, along with your name, contact number and department name. (This can take up to 3 working days). Once you have your login details, please navigate to the Key Travel portal by using the following link where you will be asked to create a password
Visas – CIBTvisas - advice and visa application assistance, +44(0)207 593 622, keytravel@cibtvisas.co.uk
ßÏßÏÊÓƵ Team (24 hour service) - for reservation enquiries and support (9 or less passengers), 0161 819 9767, sussex@keytravel.com
Groups (10+ passengers departing and arriving at the same place and time), 0161 819 8935, groups@keytravel.com
Price Match
There will be occasions where a traveller finds a price online for a trip that is cheaper than shown on the Key Travel system. Key Travel operates a Price Match Guarantee. If you find a better offer for a like for like flight within 1 hour, call the Key Travel Reservations team and make sure you have a screenshot of both offers so you can send them over. They will always try to price match and book the same flight that you have sourced. Key Travel operates a Price Match Guarantee. If you find a better offer for the same, like for like flight within 1 hour from accepting their quote, they will try to book and match the same flight that you have sourced.
Changes to Your Booking
If you need to cancel or amend your booking, you can usually do this via the portal - see above. You can also use WhatsApp or SMS via the details below.
WhatsApp – +44 (0) 207 843 9602
SMS - +44 (0) 786 001 9411
Insurance requirements
If you are traveling overseas, or overnight in the UK, you must have University insurance: guidance on travel and insurance.
When travelling
The 24-hour emergency assistance line is + 44(0)20 7843 9602.
If you have any non-urgent questions about your booking, please email sussex@keytravel.com in the first instance. Please allow 72 hours for Key Travel to respond to your email. If you need support or your query is urgent please email the Finance Service Desk along with your booking reference.
The Key Travel mobile app will allow you to book airport lounges, transfers, pick up’s etc. You can add your trip to the app and it will advise you of your flight details, as well as any gate changes. You’ll be able to access destination risk reports, which include an assessment of security, political and economic risk levels. You will also receive live risk updates alerting you to how the risk profile of your destination might be changing and reminders when your flight check-in is open. You can also complete your check-in easily with a direct link to the airline check-in page.
Summary of contacts
|
Reservations and price match - up to 9 passengers (24 hour service) |
0161 819 9767 |
| Group Reservations and price match - groups 10+ travelling together (office hours or call 'Reservations' out of hours) | 0161 819 8935 |
| Queries and changes relating to confirmed bookings (24 hour service) |
WhatsApp+44 (0) 207 843 9602 Text +44 (0) 786 001 9411 |
|
Visa advice and application assistance (UK office hours) |
+44(0)207 593 6227 |
|
Queries relating to University policy or for support if Key Travel is not responding |
Finance Service Desk |
|
Queries relating to University Travel Insurance |
Key Travel Opening hours:
Key Travel provide full support services 24 hours a day, 7 days a week.
Office operating hours are 08:45 - 17:30 (GMT) Monday to Friday and 09:00 - 13:00 (GMT) Saturday. The out of hours team are available outside of these times.