TIRS Administration and Management

Information for Departments on accessing TIRS, managing applications and system queries

TIRS ACCESS GUIDANCE - UPDATED 2023

Please select one of the tabs below to access the appropriate TIRS system guidance:

Important note:

Unfortunately, Insurance Office are unable to approve travel applications without written authority from the Department - even in emergency and/or extreme circumstances. 

Therefore, it is up to the Department to ensure they have created sufficient Departmental Travel Administrators (DTA) and/or Departmental Travel Managers (DTM) users for their Department to enable TIRS application approvals to be processed.

General TIRS Access

General TIRS Access - Traveller Users

Arranging TIRS System Access

TIRS Users 

TIRS is accessed via https://travelinsurance.admin.ox.ac.uk/ 

University Business Travellers and those entering information on their behalf (i.e Department PAs) - please request initial access to the TIRS system via the Financial Systems Service Desk on either

Please ensure you quote your University SSO and email address.

TIRS Access (DTA/DTM Users)

System Access - Department Administrators/Managers

TIRS Back Office System Access

Once an individual DTA and/or DTM user access is granted the CRM Dynamics system (TIRS back-office) can be accessed here  

You must select the second option from the drop-down menu to sign in.

 

Arranging TIRS Access for Departmental Travel Administrators (DTA) and Departmental Travel Managers (DTM):

A formal request is needed for access to the CRM Dynamics system (TIRS back-office) for individual DTA and DTM wanting to view, approve and manage travel applications on behalf of their Department/Business Area.  

The request form can be accessed here - service request.

 

Removing TIRS access for Departmental Travel Administrators (DTA) and/or Departmental Travel Managers (DTM) users

To request DTA/DTM access removal/deletion (when the user leaves the Department).  The request form can be accessed here - service request.  

 

Multiple Approvers - 1 Department

If you have multiple DTA and/or DTM users in one Department, then you can set up a generic email address to have the notifications sent to first.

To arrange:

  • Please contact the Financial Systems Service Desk at financials@admin.ox.ac.uk to request a generic departmental email address for TIRS
  • Then once you have your email address (user ID) you can arrange the access service request as per the link above.
Departmental Contacts - (DTA/DTM Users)

Departmental Contacts

Adding/Editing Departmental Contacts

    Once the DTA/DTM user access is created they will need to be set up as a Departmental Contact. 

    Note - If a DTA/DTM is:

    • On a long term absence then their Departmental Contact record will need to be deactivated. 
    • Leaving the Department - Departmental Contact record will need to be removed 

    The User Guide for these processes is available via the quick user guide link adjacent to this page - entitled Departmental Contacts - Addition & Editing

    Queries

    Queries

    TIRS System Queries (as at 28/02/2023)

    Please Note - 

    For General TIRS process related queries - Please contact Insurance Office in the first instance:

    For Technical Support Queries - contact FSSC*

    • E: financials@admin.ox.ac.uk
    • T: 01865 (2)84800
    • Service Hours - 8am to 5pm Mon to Fri - (except Bank Holidays, Easter and Christmas)

    To assist the FSSC, please include screen shots and/or error messages and instructions plus a full description of your query to enable the team to triage and escalate your query to the correct support team (as appropriate).

    *Only Technical Support queries should be sent direct to FSSC Service Desk - If you are unsure whether your issue is Tech Support related or not please email insurance@admin.ox.ac.uk in first instance.

    TIRS Userguides

    Contact Us

    Main Insurance Email Address     insurance@admin.ox.ac.uk
     
    Engineering Inspection Queries Only   estates.compliance@admin.ox.ac.uk 
     
    Did you know you can also call us via Microsoft Teams - (during Office Hours only)

     : Motor and Travel  01865 (6)16078

           Buildings, Contents and Liability 01865 (6)16012

    Our Contact Address:

    Oxford Mutual Ltd
    Finance Division,
    University of Oxford
    23-38 Hythe Bridge Street,
    Oxford,
    OX1 2ET