Conference travel and payments

How to book travel

Any travel or hotel costs covered by your research training support grant/project costs funds must be booked through Key Travel in the first instance, and wherever possible.

To arrange travel, please contact a travel arranger from your Faculty - this is usually an administrator in your Division's Operations team.

In the first instance, PGRs should not pay for travel or accommodation themselves and then claim the money back.

Key Travel enables you to create travel itineraries, which you will need to share with an arranger in your Division who will book it on your behalf. See StaffNet for further information on how to set up a Key Travel account.

Occasionally, depending on the account code used/price of the booking, approval may be required by the School/Doctoral Academy once an arranger has booked any travel (this is an automated process) Once approved, your booking will then be completed.

The Doctoral Academy cannot book travel for PGRs; we only have access to approve where required. Please follow the steps above to arrange your travel and accommodation.

Contact

The University's Travel Helpdesk provides support for enquiries related to Key Travel and coding issues.

Email: travel.helpdesk@manchester.ac.uk
Phone: 0161 306 8284

Any queries about Key Travel, arranging purchases or claiming expenses can be directed to the Doctoral Academy finance team.

Email: FBMH.doctoralacademy.funding@manchester.ac.uk

Payment for conferences and travel

All PGRs who wish to book a conference and or travel can do this in one of two ways.

Use a University credit card

The credit card expenditure request form can be found on StaffNet.

If you have any questions or require further assistance, please contact the Doctoral Academy Finance Team:

Email: FBMH.doctoralacademy.funding@manchester.ac.uk

Complete an expenses claim form

Pay yourself and claim the money back by completing an Expenses Claim form (PR7 form). The form will need to be signed by the budget/grant holder and also an authorised signatory, which can be found using the online checker.

Payments for bookings in advance cannot be claimed until after the event has taken place.

It can take 4-12 weeks for PR7 expense claims to be processed by the Fees and Expenses team, therefore we advise the use of a University credit card in the first instance wherever possible.

The PR7 form can be found on StaffNet.

For an authorised signature for a PR7 form when related to a P Code, please contact the Doctoral Academy Finance team for approval.

Email: FBMH.doctoralacademy.funding@manchester.ac.uk

If you are using an R code, approval will most likely be required from someone in your School.