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Travel and subsistence

Disclosure date: 29 September 2011

Reference: FOI2011/076

Response

Your spend on business travel and subsistence (or travel alone if total costs unavailable) for staff for the 09/10 and 10/11 financial years?

Business travel expenditure was:

• 2009/10 - £207,984
• 2010/11 - £147,834

Please note however that reconciliation for the 2010-2011 financial year will not be completed until November 2011 so this figure will in all likelihood be higher.

Your preferred travel agency/ies.

We currently use Key Travel via the London Universities Purchasing Consortia arrangements.

Date on which current contract/s with travel agencies end.

The current framework agreement expires on 15 August 2014.

Do you allow the use of business and/or first class and if so, what are the rules governing its' use?

Our current policy states that "air travel by first or business class must be approved in writing in advance by the Director & Principal, Registrar & Secretary or Director of Finance".

Do you use any online booking tools?

Key Travel do provide an on-line booking tool, although most bookings are currently made by email or telephone.

Do you measure travel carbon emissions from business travel and, if so, what were your emissions for the 09/10 and 10/11 financial years?

For our business travel arranged by Key Travel, our carbon emission for 2009-2010 was 102 tonnes, and for 2010-2011 it was 189.37 tonnes (we have substantially increased the number of bookings being placed via the agent during 2010-2011, our overall travel volumes appear to have remained static).

Do you use a corporate or procurement card for travel and subsistence spend and, if so, which one do you use?

We use the corporate card scheme provided by Barclaycard. Corporate cards are only used for travel by School officers who hold corporate cards and who regularly have to travel as part of their job (e.g. Senior Management Team & Deans of Faculty, Student Recruitment Officers, Alumni & Development Officers).

What was the spend on travel and subsistence on these cards in 09/10 and 10/11 financial years?

Business travel expenditure via corporate cards in 2009-2010 was £39,804. Business travel expenditure via procurement cards in 2010-2011 was £13,055.

Please note however that reconciliation for the 2010-2011 financial year will not be completed until November 2011 so this figure will in all likelihood be higher.

Please provide a copy of your current travel and expenses/subsistence policy.

Please see attached.

 


Attachment - Travel and subsistence policy