Members of staff that are required to travel abroad are to seek approval of travel from their Head of Department. This approval is to be sent to the Travel Office (TO) via email together with the Flight Request Form.
Supporting documentation confirming the reasons for travelling are also to be supplied with the email. These could include conference programmes, agendas or invitations.
Once this information is received, the TO carries out the necessary searches on different flight comparison websites to find the best and cheapest flights at the most convenient times possible. The TO liaises with the person making the travelling request to discuss the different travel options found. Following this the most convenient travel arrangements are selected.
In the case of Foreign Visiting Examiners/lecturers, the Board of Examiners approval should also be sent together with the above information.
The Finance Office handles travel insurance cover for all employees travelling overseas on duty. After having obtained approval for the flight ticket, a memo is to be sent to the secretary of the Director of Finance clearly indicating dates to be covered by the insurance, destination and sub-project where the cost will be charged. Whenever possible, the Finance Office is to be informed at least five working days prior to departure, in order to be able to handle the necessary arrangements.