University Approval and Forms
- Before you travel, complete an onlineTravel Form and submit for approval. To use this form you must download the latest version of Acrobat Reader from http://get.adobe.com/uk/reader/
- If this is your first business trip, apply for a Middlesex Insurance Pack.
- Make your travel arrangements as early as possible liaising with the appropriate Regional Director and Dean/Head of Service for approval.
- Request a cash advance, if you need one,at least 2 weeks before you intend to buy currency/travel.
Be Informed and Alert
- Check (and keep checking) relevant websites eg the Foreign and Commonwealth Office for travel advice, particularly when travelling to high-risk areas.
- Register with LOCATE (if you are a British national) so that British embassy and crisis staff can provide better assistance in an emergency. You can find more details and register by completing an online form at http://www.fco.gov.uk/en/travel-and-living-abroad/staying-safe/Locate/
- You should look to regional managers andother sources for up-to-date information onsafety and travel issues in particular countries (eg Control Risk Groups in the private sector.)
- We recommend that you leave an itinerary,both of your travel arrangements and your schedule (including the contact informationfor both) with your line manager, regional director/manager and next of kin.
- Those people you are meeting should havea note of who to contact if you don’t turn up.
- If you change your itinerary while travelling,let your line manager know.
- In higher risk locations, you should consider setting up an agreed schedule for regularly contacting your line manager.
- Your passport and visa documentation are the most important documents you will carry with you.
- Make sure you have a photocopy of this inthe office and carry a copy on your person, Separate to your original passport. If you are unhappy carrying this with you, an alternative is to scan it and email it to a personal account (eg Hotmail or Googlemail).
- Have cash and list of contacts available for emergency calls.
- Programme emergency numbers into your mobile.
- Carry your Emergency Contacts card with you (request this from CIE)
- Beware that charges for telephone calls in hotels is very high.
- These numbers should be for your home country but note also contacts in the country you are visiting.
- Ensure your mobile phone works in thecountry that you are travelling to and that it has been set to roaming mode.
- Consider buying a phone card in addition to your mobile phone and/or coins just incase there is no mobile phone coverage.
- Remember to take your business cards.
- Research illegal substances for your destination (eg Dubai has a ban on manyover the counter drugs and you must have a copy of your original prescription or a letter from your doctor to take these and prescription drugs into the country). For information on this go to the WorldHealth Organisation (www.who.org).
- Research airport security regarding limits on liquids in hand luggage.
- Always keep medicine in your hand luggage.
- If you are using syringes as part of your prescribed medication, it is advisable to bring a letter from your doctor.
- Ensure your vaccinations are up to date well in advance of travelling as it can take up to 10 days for a vaccination to be effective.
- Where you are travelling to a country, which requires you to have been vaccinated for Yellow Fever, it is essential that you remember to carry your Yellow Fever certificate with you.
- Note the 24-hour number that is available via the University insurance for hospital care or medical attention.
- Take a change of clothes in your hand luggage in case your luggage is lost.
When you are there
- If you are being met at the airport in a country (particularly a higher-risk country) always try to find out before you arrive the name of the person that will be meeting you and where possible get a picture of them.
- Always ensure that it is your name that is on the sign and not the company you are working for, as this will attract less attention.
- Ask the person picking you up where they are taking you instead of telling them where you want to go as a way of checking that you have the correct pick up.
- If travelling to a very high-risk area, consider requesting a password to confirm who is picking you up.
- Always be aware of those around you and be on the look out for suspicious behaviour.
- It is advisable to be careful of any individual who is asking you a lot of questions, particularly if they are of a personal nature, and be careful of how much information you disclose.
- Consider requesting hotel rooms above the first floor, and ensure fire escapes are in place.
- Book accommodation with good security, and ensure smoke detectors etc are in place. Remember to double lock your door at night.
- Check your escape route when you check into a hotel. It’s recommended to either count the number of doors or steps between your room and the fire escape in case you are disorientated when the alarm goes off, it’s dark or the corridor is smoke filled.
- It’s advisable to have a grab bag by your bed in case you must evacuate your room quickly. This should contain important documentation such as your passport.
- Always remember to bring your room key with you if you are evacuated. If for instance you get to the fire escape and it is blocked, you may have to return to your room to alert reception that you can’t escape.
- When travelling to countries where there can be issues with power cuts (eg India), it is advisable to take a torch with you.
- Always use a licensed taxi with seatbelts.
- Don’t be afraid to question the driver.
- Apply for your cash advance (if you need one) two weeks in advance of the date that you need to purchase your currency.
- Remember to take cash to avoid using cash machines while overseas.
- Do not take many credit cards with you
- Use the room/hotel safe to store valuables
- Retain any currency receipts to show the rate of exchange, and keep all original receipts for your expense claim submission.
- Tips are non-refundable unless they are receipted.
- Submit your expense claims no later than two months after your return to avoid any deductions from your salary.