ULSB International Travel Booking Request Form

"Travel bookings" are defined as domestic or international travel arrangements booked via KeyTravel relating to conferences, recruitment visits, MBA residentials, visiting speakers, etc. Adhering to this new procedure will enhance the service provided by the Operations Team and ensure that the Finance Team receives an accurately costed RfE for budgeting and reporting purposes.

Three weeks' notice is required for international travel assistance. The Operations Team aims to respond within three working days of enquiry.

Stage One - to be completed by traveller

  1. Research estimated costs and complete the relevant travel booking request form.
  2. Complete risk assessment if destination is on the University's 'high risk' list.
  3. If visa is required, email Key Travel at visa@keytravel.com
  4. Use estimated costs to raise an RfE covering e.g. transport, transfers, accommodation, fees, visa etc.
  5. Email RfE to budget holder/s
  6. Await budget holder signature and confirmation of charge codes
  7. Upload authorised RfE to travel booking request form, including any additional details

Stage Two - to be completed by the Operations Team

  1. Operations Team receives travel booking request form and authorised RfE.
  2. Operations Teams obtains quotes based on travel form details and emails draft itinerary to traveller.

Stage Three - completion of booking

  1. Traveller emails approval to the Operations Team (ulsb.ops@le.ac.uk) who finalise Key Travel booking.
  2. Operations Team forwards booking confirmations (e-tickets, accommodation vouchers etc) to traveller.
  3. Traveller to arrange insurance via University webform
Personal Information
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Travel details
Outbound departure - intended date and approx time  
/ /   :
Outbound arrival - intended date and approx time  
/ /   :
Return departure - intended date and approx time  
/ /   :
Return arrival - intended date and approx time  
/ /   :
Direct flight only?  



Is breakfast required?  



Transfers required from indicated home address to airport?  


Transfers required from airport to hotel?  


Pre-request checklist

In the event of an 'out of office hours' emergency contact Key Travel on +44 (0)20 7843 9602

Travellers should retain receipts to attach to EC1 claims form upon return

For further queries please contact the Operations Team on ulsb.ops@le.ac.uk

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Contact Details

School of Business
University of Leicester
University Road
Leicester
LE1 7RH

ulsb@le.ac.uk

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