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Air travel

All University Business Travel by air, domestic and international, should be booked through your University contact using Key Travel.

Domestic flights are permissible if they are cheaper or more time efficient than the rail equivalent or if the travel forms part of a longer journey (i.e. Leeds Bradford Airport – London Heathrow – New York JFK).

Economy class is the expected standard of travel for domestic and international flights.

Premium economy class is permissible if:

  • the package is more cost effective than economy class on a like-for-like basis; or
  • the journey is over 4 hours.

Approval for premium economy travel on international flights must be given from the Head of School/Service, an appropriately delegated nominee, or a member of staff senior to the HoS/S role.

Business Class/First Class travel on international flights may be permissible where it is expressly incorporated into the grant which is funding the travel. Approval for Business Class/First Class travel on international flights must be given from the Head of School/Service, an appropriately delegated nominee, or a member of staff senior to the HoS/S role.

The correct class of travel should be made at the time of booking the flight. Upgrades at the University’s expense are not generally permitted unless this requirement is pre-authorised by Faculty Executive Dean/Executive Service Lead and any expense claims received for upgrades will not be processed. Travellers may upgrade at their personal expense or use air miles that they have accumulated through University travel for this purpose.

The correct baggage allocation should be made at the time of booking the flight, where possible.  There is no limitation on the number of bags a traveller can take however it should be reasonable and proportionate to the duration and the purpose of the trip.  If you cannot secure baggage at the time of booking, reclaim via expenses.

If you are required to transport University equipment, consider shipping this in advance of your departure where practical.

Excess baggage will be reimbursed if justified by the traveller.  Please ensure you are travelling with the correct luggage allowance for your ticket. If you receive a fine for excess baggage, reclaim via expenses including a justification for payment.

Seat allocation should be made at the time of booking the flight, if possible.  If you receive a charge for seat allocation, please reclaim via expenses.

Access to airport lounges is permissible if the traveller is embarking on a long journey (i.e. where a long journey is defined as multiple flights or a trans-continental flight) or if the traveller has to wait for a connection in excess of 3 hours.

Airport lounge access should be booked at the time of booking the flight, if possible.  If you receive a charge for airport lounge access, please reclaim via expenses.