Travel Policy for the Research Innovation Unit (RIU)

Purpose

The purpose of this travel policy is to ensure that travel arrangements for employees of the Research Innovation Unit (RIU) are conducted in an environmentally responsible, efficient, and cost-effective manner, while also addressing health and safety concerns, including COVID-19. This policy is designed for use by both employees and external travel agents when arranging travel, ensuring compliance with guidelines and sustainability goals.

Scope

This policy applies to all employees of the Research Innovation Unit required to travel for official business purposes, such as conferences, workshops, and other professional events. It is also intended for use by travel agents providing quotes and services, ensuring that travel arrangements align with the RIU’s sustainability and health objectives.

Flights

All flight bookings must aim to reduce carbon emissions and adhere to health safety protocols:

  1. Direct Flights: Employees and travel agents must prioritise booking direct flights to reduce the carbon footprint associated with multiple take-offs and landings. Flights must be booked to the closest major airport to the conference or event location.
  2. Closest Airport: Flights must be booked to the airport nearest the conference venue to minimise ground transport emissions.
  3. Flight Class: Economy class is to be booked unless otherwise approved, as it has a lower environmental impact per passenger compared to premium classes.
  4. Carry-On Luggage Only (for short stays): For short stays (up to 5 days), employees and travel agents must ensure bookings include carry-on luggage only. This includes one cabin-sized suitcase for overhead compartments and one backpack, with no check-in luggage to reduce flight fuel consumption.
  5. Carbon Offsetting: Where available, employees and travel agents are encouraged to select airlines that offer carbon offset programmes to compensate for the environmental impact of air travel.

Accommodation

Hotel bookings should be guided by proximity and sustainability:

  1. Proximity to Venue: Employees and travel agents must select accommodation within a 10-minute walking distance from the conference or event venue to reduce the need for additional transportation and lower emissions.
  2. Eco-Friendly Hotels: Whenever possible, bookings should prioritise green-certified or eco-friendly hotels, which demonstrate a commitment to sustainability through energy efficiency, waste reduction, and sustainable practices.
  3. Cost-Effective Options: While proximity and sustainability are priorities, travel agents must also provide the most cost-effective accommodation options within the designated walking distance.

Ground Transportation

Ground transportation should prioritise low-emission or zero-emission options:

  1. Walking or Cycling: Employees are encouraged to walk or cycle between the hotel and the venue whenever possible to eliminate transportation emissions.
  2. Public Transport: Where walking or cycling is not feasible, employees and travel agents should prioritise public transport, such as buses, trains, or trams.
  3. Ride-Sharing and EVs: If necessary, ride-sharing services, electric taxis, or carpooling options should be chosen. In cases where car rental is essential, travel agents should select electric or hybrid vehicles.

Travel Insurance

Comprehensive travel insurance is mandatory for all trips. The insurance must include:

  1. COVID-19 Cover: Coverage for any COVID-19 related medical expenses, trip cancellations, or disruptions caused by illness or quarantine requirements.
  2. Medical Emergencies and Cancellations: General coverage for medical emergencies, trip cancellations, lost luggage, and other unforeseen circumstances must also be included.

The cost of travel insurance will be reimbursed by the RIU if not provided by the employer. Travel agents must ensure that quotes include the necessary insurance cover.

Virtual Attendance

In line with reducing environmental impact, employees and travel agents must consider whether virtual attendance is a feasible option. Remote participation in conferences or meetings is preferred when possible to eliminate the need for travel.

Approvals

All travel arrangements (flights, hotels, transportation) must be pre-approved by the employee’s supervisor. This includes:

  1. The purpose of the trip
  2. The estimated carbon footprint and justification for physical travel over virtual attendance
  3. The total costs and options presented by the travel agent, including eco-friendly and health-compliant considerations

Travel agents must submit travel quotes aligned with these requirements for review and approval.

Environmental Responsibility and Health Safety

Employees and travel agents are responsible for ensuring that travel arrangements align with both sustainability and health safety goals:

  1. Sustainable Choices: Opt for the lowest carbon footprint options available, including direct flights, eco-friendly accommodation, and public transportation.
  2. Health Measures: Travel arrangements must consider any COVID-19 travel advisories and adhere to local health and safety guidelines, including wearing masks, maintaining physical distancing, and complying with testing or vaccination requirements as applicable.

Travel Expenses & Reimbursement

All travel-related expenses must be documented and submitted for reimbursement. This includes:

  1. Receipts for flights, accommodation, transportation, and insurance
  2. Evidence of carbon offset purchases and efforts to reduce environmental impact if possible.
  3. Proof of COVID-19 cover in the travel insurance policy

Travel agents should ensure that all receipts and documents required for reimbursement are clearly provided to the employee.

Commitment to Sustainability & Health

The Research Innovation Unit is committed to minimising its environmental impact while safeguarding the health and safety of its employees. By adhering to this policy, both employees and travel agents contribute to these goals.

This policy will be reviewed regularly to reflect changes in sustainable travel practices, health safety requirements, and advancements in low-carbon travel options.