Travel form instructions
The new version of this form works only with Internet Explorer, and will not work with any other browsers.
It is an online form which cannot be saved, so please do not close your browser until you have completed and printed it.
Before selecting ‘submit’, please print the form for the signature of your Dean/Director/Line Manager. Please do not send copies of this form to the Insurance Coordinator in Financial Services.
The travel form must be completed for each visit.
Conditions of Approval
The form includes risk assessment details and satisfactory completion is a condition of approval for:
1. Overseas travel,
2. Funding, whether your visit is funded by Middlesex University or an external body. If the Dean/Director/Line Manager evaluates this form as deficient it may be returned to you for revision.
Before you go overseas (i.e. outside of the UK) on Middlesex University business travel or a field trip* you must do the following:
1. Complete the travel form for each visit.
2. Seek approval from your Dean/Director/Line Manager in advance of your planned visit.
3. Consult the Foreign and Commonwealth Office (FCO) website, read the relevant travel advice and attach it to the printed hard copy of this form
4. For field trips or group travel, the nominated leader must complete the travel form, sign and have the travel approved on behalf of the group.
Insurance
As an employee of Middlesex, you are covered by the university's insurance for approved business travel*. Please note the following:
1. If you have never done so, apply for insurance by requesting an Insurance Pack from the Insurance Coordinator in Financial Services before your anticipated travel.
2. There will be no cover provided if staff/students choose to go to a country that is unstable. If in doubt consult the FCO and the university’s Insurance Coordinator.
3. The insurer will not be liable for any claim made or brought as a result of deliberate exposure to unnecessary danger (except in the attempt to save human life).
4. If you are extending your visit for non-business activities, you must take out private insurance to cover this extension.
Submitting this form
When you have completed this form and ticked the declaration boxes please do the following:
1. Select ‘Print’ when you are sure that you have finished and then select ‘Submit’. The data from some fields will be stored and shared with CIE, the Insurance Coordinator and the Health and Safety Manager.
2. Your printed hard copy is for the approval and signature of your Dean/Director/Line Manager. Ensure that a copy of the most recent FCO advice is attached.
3. In the event that you are completing this form some months in advance of your anticipated travel, it is your responsibility to keep checking the FCO website and if the conditions at your destination have changed, submit a new travel form to your Dean/Director/Line Manager.
* The definition of business travel or fieldwork includes:
- Attending and/or participating in conferences, workshops, meetings etc.
- Participating in recruitment fairs and meetings with potential or actual collaborative partners; teaching, research and consultancy, undertaking overseas fieldwork and /or data collection.
