Travel & Accommodation

Travel

Overview

Travel on University business is defined as travel necessary for meeting the University’s business needs which is paid for or reimbursed by the University. This includes travel by staff, students or visitors for: 

• Attending meetings, conferences or to work elsewhere
• Field trips arranged by the University
• Research fieldwork
• Placements
• Interviews

 All persons travelling on University business should consider this travel hierarchy: 

1. Avoid travel - consider whether travel is necessary

2. Reduce your travel – consider these possibilities

• Combine trips

• Take fewer trips
• Choose less distant conference locations
• Minimise the size of the group  

3. Travel without flying – consider alternatives for travel within the UK, to Europe, or within other countries:

• Rail (including sleeper trains)
• Coach
• Ferry
• Car(share) 

4. Fly when there are no alternatives - and consider the 

• Route - flying direct is usually less carbon intensive
• Class of flight - economy class has the lowest emissions due to using less space 

 For further details please see travel policies on Considering travel | Staff Gateway 

Taxi 

Before you check the details below, please make sure to check out the 'Overview' section 

The Divisional Office has an account with 001 Taxis Oxford which staff may use if necessary to carry out their work. If you need to use a taxi, please first seek approval from your line manager, and then contact msdfinance@medsci.ox.ac.uk for further information on how to book. 

Please remember that taxis should only be used as a last resort; if time allows, please use the Science Transit Shuttle to get between meetings: ST1 timetable; access and recharges.  If you would like to use a bike to travel in Oxford, you may also be interested in the University's Bike Loan Scheme or Dockless Bike sharing systems.  

Train 

Before you check the details below, please make sure to check out the 'Overview' section

 If you need to book a train for work purposes this can be booked via the MSDO Finance Team on Key Travel. 

Please provide the information below to the MSD Finance inbox. 

• Travel from and to i.e. Oxford – London Paddington
• Date of travel i.e. leaving and returning
• Time
• Purpose of travel
• Approval from line manager
• Cost centre coding, if known

MSDO Finance Team email: msdfinance@medsci.ox.ac.uk

Alternatively, you can book and submit an expense claim via SAP concur – Provided that your line manager approves and this complies with the expense policy.

Flights 

Before you check the details below, please make sure to check out the 'Overview' section 

If you need to book a flight to travel for work purposes this can booked via the MSDO Finance Team on Key Travel.

 Please provide the information below to the MSD Finance inbox: 

• Travel from and to (specify airport
• Dates of travel
• Purpose of travel
• Approval from line manager
• Cost centre coding, if known 

MSDO Finance Team email: msdfinance@medsci.ox.ac.uk

A quote will be provided to you and once you are happy the booking will need to be placed.  

Hotel accommodation 

Hotel accommodation should be pre-booked through the University preferred Supplier Key Travel whenever possible and paid for by the University directly. If a particular hotel is not available through Key Travel, it may be possible to book and pay for it through the University directly, prior to travel. 

Please provide the information below to the MSD Finance inbox: 

• Accommodation name
• Dates
• Purpose of travel
• Approval from line manager
• Cost centre coding, if known 

MSDO Finance Team email: msdfinance@medsci.ox.ac.uk