Bookings and transport

When arranging accommodation and transport consider the following:

  • value for money
  • book via the University's preferred travel supplier  
  • keep all receipts for expenses claims
  • reasonable adjustments and exceptions

More guidance is outlined below.

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Value for money is the optimum balance between cost, quality, risk and environmental sustainability. To meet the flight reduction targets of this policy it is permissible to spend more when: 

  • travelling by rail for domestic journeys;
  • travelling by Eurostar to Paris and Brussels.

The contract with the University’s preferred travel supplier is actively managed by the University to provide feedback on the service received and to identify service improvements. It is strongly recommended that the following travel is booked through the University’s preferred travel supplier  ,

  • Flights
  • Hotels
  • UK rail
  • Eurostar

Key Travel offers the University benefits of cost, convenience, safety and sustainability benefits:


  • Access to academic fares, is not publicly available, with on average 30% saving
  • Price match promise for airfares 


  • No requirement for personal payment, and reimbursement with invoiced booking
  • An online booking facility for direct bookings 
  • An offline booking facility using a travel agent for more complex bookings
  • Travellers can capture airline loyalty scheme points
  • Single point of contact for changes and refunds


  • 24-hour emergency support


  • “Greenest” search option available
  • Comprehensive carbon emissions reporting

It is recommended that the University’s preferred taxi hire company, currently Royal Cars, be used for travel in and around Oxford.

Exceptions and reasonable adjustments may be applicable.

The University recognises that it has a legal duty to make reasonable adjustments for disabled staff, which may also include those with long-term health conditions. Reasonable adjustments for disability could include adjustments to the mode of travel, class/comfort, route, use of public transport, or being accompanied by a companion/guide. For further guidance see:

The University recognises that departments may need to make exceptions and accommodations based on an individual’s protected characteristics to take account of their needs and safety or to avoid direct or indirect discrimination. Such accommodations could include adjustments to the mode of travel, class/comfort, route, use of public transport, travelling with a child, or bringing a companion to help care for a child, or additional safety provisions to address specific needs of individuals from protected groups.  

Exceptions may also be valid in cases due to medical conditions which do not amount to a disability (eg a short-term impairment such as a broken leg), where the requirements of the policy are impractical, in emergency situations, and in other exceptional circumstances.  

An equality analysis has been completed.