Guidelines to Business Travel within Legal Governance, Business Assurance & Executive:
Legal, Governance & Business Assurance:
- All travel both UK and overseas is booked through Horncastle Executive Travel (University’s corporate travel agency) via the two nominated travel administrators for the whole service – Becky Lane & Nicola Robertson – this is to safeguard all the employees for Health & Safety reasons – so we can track where employees are travelling to and staying
- For any travel more than 100 miles return journey a “Travel & Risk Form” must be completed, see below for defined distance:
- The travel administrators are to keep copies of all itineraries for all business travel, contact numbers for who the members of staff are visiting, flight and train details and also Hotel Accommodation details
- All members of staff within the service have access to everyone’s diaries so everyone knows where everyone is just in case of any emergencies
- Each member of staff is given the following emergency contact telephone cards when they are travelling:
Zurich Medical Assistance & Security Assistance card for any medical and security emergencies out of office
Horncastle Business Travel emergency telephone contact for out of office emergency travel problems
Executive:
- All travel both UK and overseas is booked through Horncastle Executive Travel (University’s corporate travel agency) via their PA’s – this is to safeguard all the employees for Health & Safety reasons – so we can track where employees are travelling to and staying
- Again a Travel & Risk Form as above is completed for any journeys more than 100 mile radius return and a copy is kept on file.
- The PA’s to the Executive keep copies on file of all itineraries for all business travel, contact numbers for who the members of Executive are visiting, flight and train details and also Hotel Accommodation details
- All the PA’s within the Executive have access to everyone’s diaries so they know where everyone is just in case of any emergencies
- Each member of staff is given the following emergency contact telephone cards when they are travelling:
Zurich Medical Assistance & Security Assistance card for any medical and security emergencies out of office
Horncastle Business Travel emergency telephone contact for out of office emergency travel problems
E-Locate System
- The Assistant Director of Business Assurance monitors the travel for all travellers throughout the University flying overseas and their hotel accommodation via a system adapted by Horncastle called the E-locate System, so we can track where everyone is at any one time in case of any emergencies
- The Assistant Director of Business Assurance also receives Travel Alerts from Horncastle with regards to any overseas areas that are at risk and provides information on any travellers who are travelling to these affected areas. We then email the traveller to ask them to confirm that they will not be travelling to the particular area affected and we record their replies
Emergency Medical Assistance
Emergency Medical Assistance is provided by the University for all staff travelling on University approved business. This service is provided through Zurich insurance.
Should you require this service, please be aware of the following points:
- ensure that you know the name and location of the patient
- Our policy number is: NHE08CA04-0013
- In a medical emergency call +44 1489 868 888
- For medical information, visit
Security Assistance
- For security assistance in an emergency call: +44 1489 868 888
- For Security Information, visit
Horncastle Executive Travel Out of Hours Emergency Contact Details
+44 (0) 191 300 2150