Conference travel and payments
How to book travel
Any travel or hotel costs covered by your project funds must be booked through Key Travel.
To arrange travel, please contact either a travel administrator or arranger from your Faculty. You can find a list of these contacts on the Key Travel - System Access page.
In the first instance, PGRs should not pay for travel or accommodation themselves, and then claim the money back. See StaffNet for further information on how to set up a Key Travel account.
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. This spreadsheet lists all arrangers in all Divisions.
Occasionally, depending on the code used/value, 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.
Complete an expenses claim form
Pay themselves 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. Please note, payments for bookings in advance cannot be claimed until after the event has taken place.
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.
Use a University credit card
The credit card expenditure request form can be found on StaffNet.
If you are unsure about anything, please contact the Doctoral Academy Finance Team: