Booking Travel and Hotels

Where possible staff should book travel (flights, hotels, UK Rail & Eurostar, taxis and car hire) via the travel management company, Clarity.

Bookings are made via the Clarity Online Booking Tool

For complex trips, bookings can be made via their offline service:

• call 0333 230 9110 or
• email uclbusiness@claritybt.com 

Risk Assessment

Your safety is UCL's main priority; therefore you must have a valid risk assessment and discuss your personal risk and safety requirements before travelling.

Travel Insurance

All trips should be registered via the online application form:

To start, enter "University College London" and the name will become visible, then enter the activation code.

London Hotels - UCL and Clarity negotiated contracts (UCL's preferred London Hotels)

The hotel options are listed below:

Please book via Clarity’s Online Booking Tool using your budget codes. The online booking tool allows you to search and compare hotels quickly to find the accommodation that best meets your needs in terms of location, facilities and price.

UCL also has negotiated rates with the following preferred suppliers, which can be booked offline though the Clarity team:

• The Crescent Hotel
• The Goodenough on Mecklenburgh Square - Short-Stay Sabbatical Flats and Suites

Please note that all hotels should be booked through Clarity, either through the online booking tool or the offline branch team.

Payment Process

Travel is booked using your grant codes, i.e. UCL Org/Dept Code, Project, Task & Award.  If you are unsure of your  codes, please liaise with the Finance Officer before booking. (The Project Organisation code for GEE is F99). Travel is booked without the need for purchase orders. However, bookers/travellers must ensure that they have the budget holder’s permission and have read and understood the UCL Policy on travel at UCL Expenses Policy before booking and will be required to confirm their compliance prior to checkout.

UCL no longer accepts expense claims for any international travel bookings.

User Guide

• Full Product Search video tutorial
• Please click here to view the recorded Training Session

UCL Travel Guidance and Policy

For full details refer to UCL Travel

UCL Expenses Policy

Please refer to the UCL Expenses Policy on what you are able to claim whilst travelling on UCL business