Find information below about how to book business travel including accommodation, car hire and travel insurance.
The University’s Travel and Expenses Policy applies to all staff and students that have a need to travel on University business. All travel must be booked in accordance with this policy.
Contact firstname.lastname@example.org with any queries regarding the policy.
This must be booked using the University’s preferred travel suppliers: NYS Corporate and Selective Travel Management.
Both suppliers offer a full range of travel services, including:
Before you can make your first booking you will need to register with NYS and Selective Travel Management by emailing your Department's Travel Rep with the following information:
Please provide your name exactly as it appears on your passport. Titles must be gender specific i.e. Dr, Prof, Rev will not be accepted.
We recommend registering with both suppliers as they offer different booking tools and different deals. It is useful to compare prices to ensure you receive best value.
Once you have submitted your profile information, you will receive confirmation within 48 hours along with your login details for the supplier’s online booking tools. You will then be able to make a booking.
Login to your chosen supplier’s travel portal:
To check prices or make a booking either:
Both suppliers offer a price match policy, so please contact them directly if you have been able to find a cheaper price elsewhere for the same flight, hotel etc.
This must be booked using the University’s preferred supplier, Enterprise.
Enterprise offers a range of vehicles for hire from compact cars to commercial vehicles. It is possible to hire vehicles by the day or by the hour.
All staff who drive on university business must first register as an Authorised Driver. This still applies to hire vehicles, even though insurance is now provided by Enterprise. For more information on motor insurance please visit the University's Health, Safety and Security website.
If you need to hire a vehicle and will be driving it yourself, please complete and submit the Authorised Driver form and DVLA licence summary on the University’s Health, Safety and Security website. If your licence was issued outside the UK please submit a copy of both sides of your driving licence. Holders of non-UK licences must also complete the second page of the Authorised Driver Form. If you are already registered and there are no changes to your details or medical conditions go to step two below.
If you are an administrator booking a hire vehicle for a colleague and they will be driving, please check that they have recently registered as an Authorised Driver.
Enterprise offers two options for car hire: daily rental and hourly rental.
Vehicles are supplied by the local branch of Enterprise and can be delivered to the University (free of charge) or to your home address (charge applies). One way hire is also possible. The minimum rental period is one day and vehicles can be hired for a number of weeks if required. Vehicles must be booked using the supplier’s business-to-business (B2B) online booking tool. All hire rates include insurance cover.
Car Club vehicles are available across the UK. There's one on the University of York campus. Use the Car Club online booking system to check where the closest vehicle is for the time required. Vehicles can be hired for a minimum period of one hour. Significant cost savings can be made using the Car Club if the vehicle is required for just a short time.
Once you have decided which option is suitable email your Department's Travel Rep to request access to the booking tool. Please confirm whether you need access to the B2B tool (daily rental) or Car Club tool (hourly rental) in your email.
You will receive confirmation within 48 hours along with your login details. You will then be able to login to make a booking.
Staff and students travelling overseas on University business will normally be covered by the University’s business travel insurance, provided they register the details of their trip on the Travel Log.
The Travel Log also asks the traveller to confirm that they have assessed any risks associated with the destination or activities that will be undertaken during the trip.
Find further details about our travel insurance, any cover restrictions and risk assessments on the Health, Safety and Security website.
This is a revised process and replaces the one currently described in the University’s Travel and Expenses Policy.
When you have to travel overseas on University business you can apply for a cash advance to cover incidental business expenses you incur on your trip.
The costs of flights, hotels, visas etc should already have been taken care of by booking your business trip through the University’s various travel booking tools listed in the sections above or via the “Quick links” section on the right hand side of this page. You should also have in place the correct approval for your overseas trip.
Further information about travel cash advances:
If your department has a finance office them contact them about a travel cash advance in the first instance.
Both of the University’s preferred suppliers will price match quotes found elsewhere. Please forward the details or screenshot of the price you have seen to the supplier’s travel desk team and they will match the price.
Yes, email email@example.com and we will add you to the next training session or arrange for the supplier to provide one-to-one training if urgent.
We have been able to develop an electronic invoice file for rail tickets, which cuts out thousands of paper invoices every year. You won’t receive an invoice, but your department will be recharged via Agresso, using the workorder you provided when booking the tickets. Please note: you will still receive invoices for flights, hotels and other ancillary services.
This is possible if you book via Selective Travel Management. Contact their travel desk to make the booking and let them know that you want to pay for an upgrade and the difference in cost with your own personal credit or debit card.
Selective Travel and Enterprise Car Hire are both able to help with personal travel. Call or email Selective’s travel team confirming that the trip is personal. Enterprise offer competitive Car Club rates for personal use. You will need to register as an Enterprise user and they will provide a login details once licence checks have been carried out.
Very occasionally, natural disasters, terrorist attacks, or other emergencies elsewhere in the world will affect members of staff or students who have travelled abroad as part of their work or studies. If this happens, the people affected and the department who are supporting their travel can follow the guidelines provided to access available support:
If you have experienced poor service email firstname.lastname@example.org and provide as much detail as you can about the issue, including order reference, supplier contact and nature of the complaint. We will forward this to the supplier and ask them to respond to your complaint. All reported issues are added to the issues log so that we can discuss these at our quarterly review meetings with the suppliers.
If you need to get the next train or flight and are already in the train station or airport, please contact the supplier’s travel desk or out of hours team (as appropriate) using the contact details on your booking confirmation. They will be able to amend your booking so that you do not have to pay for a new ticket out of your own pocket. If you are able to change your travel plans or wish to claim a refund, contact the supplier’s travel desk to arrange this.
You will be able to choose from the following methods:
The preferred option is to collect from one of the ticket printers on campus as there is no cost to the University for this method. All of the other methods incur a charge. Please note that self print ticketing and mobile ticketing are only available on a limited number of routes at the moment and these options will not be offered where the Train Operating Company does not have the technology to accept these as valid ticket types.
The University only allows the use of Airbnb and other similar providers if your booking meets certain conditions. Please check the specific 'Use of Airbnb and similar service providers (PDF , 202kb)' policy issued by the Health, Safety and Security Department prior to making your booking.
Email email@example.com with any queries.
The team can't book your travel for you but can help with questions about the suppliers, access to online booking tools, travel policy queries, complaints about poor service and training sessions.
NYS Connex portal (for contact details, booking tools and other services)
Selective Travel Management portal (for contact details, booking tools and other services)
Enterprise business-to-business B2B online booking tool
Enterprise User Guide for a Self-Booker (MS Word , 708kb) (booking a vehicle for yourself)
Enterprise User Guide for an Administrator (MS Word , 710kb) (booking a vehicle on behalf of others)