Travel and department relocation

The University's preferred suppliers

Preferred suppliers have agreed terms with the University and should be used where possible.

  Denotes the preferred supplier's catalogue is available on Oracle Financials

  Denotes the preferred supplier incorporates sustainable elements into their business model

The University preferred suppliers are also searchable via an alphabetical list   .

Please see the University’s Travel Policy for the requirements of University business travel.

 

Note: Employee Personal Relocation

For personal relocation (not office moves) please follow guidance on Relocation Scheme.

 

 

The University’s Preferred Supplier for travel bookings (flights, hotels, rail and Eurostar) is Key Travel. Consolidating our spend helps drive better deals for the University, minimises risk, captures carbon reporting and offers out of hours support.

Benefits of Using Key Travel (DOC)  

AirBnB Guidelines and Risks (PDF)  

The allowable rates for hotel accommodation are detailed in the expenses accommodation & subsistence guidance information. Accept quotes in accordance with the University Expenses Policy.

Ways to Book:

Offline (phone/email)
Travel Enquiry Form to be completed in the first instance for all your offline travel quotes to capture the exact information needed by Key Travel consultants, to respond to your request efficiently.
Email: oxford@keytravel.com
Tel: 0161 8199763

Online
Booking website www.keytravel.com/uk for instant quotations 24/7 and to book or hold itineraries.

All new user requests need to be sent to your nominated departmental approver first who will liaise with Key Travel. If you are not sure who the approver for your department is, you can check this either with your finance team or with Key Travel directly by emailing accountmanager@keytravel.com.

Online support, Emergency Out of Hours and to book by telephone: 0161 8199763

Escalation point: Paul Bullough Accountmanager@keytravel.com

Group Travel
Departments wishing to book group travel through Key Travel are advised to contact the specialist Group and Events team:

Email: groupstogo@keytravel.com
Tel: 0161 8198948

Please note, ‘Group Travel’ is defined as 10 or more travellers.  ‘Events’ are not dependent on flight bookings or traveller numbers, and relate to venue sourcing and supporting services – this information pack provides further details.

Ordering Visas or Passports:
Email: keytravel@cibtvisas.co.uk
Tel: 020 7593 6227
Web: http://cibtvisas.co.uk/keytravel
To create an online order on the CIBT website, use the Key Travel account code 203301 to qualify for your reduced account rates.

Agreement Summary:
Fixed management fees: Key Travel Fees (PDF)  

Royal Cars (T/A Oxon Transport Services Ltd)

Website: www.royal-cars.com

To book a car call:
01865 777333 or 01865 778866

When you hear the automated voice asking to book a standard car, please respond with “Can you put me through to an operator?” This will ensure you are transferred to the team managing the University account.

 

Please have the following details ready:

 

  • Your departmental or divisional account number;
  • The traveller’s name and phone number;
  • The name of the authoriser for your departmental account (required for security purposes).

Agreement Summary:

Related links

Documents