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 ClarityGo booking platform and sign in is required via Azure AD. 

For complex trips, bookings can be made via the following:

• 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 requirements before travelling.

Travel Insurance

All trips should be registered via TravelCert.

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:

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.  The UCL Travel Policy allows for up to £180 per night in a London hotel and £130 per night outside of London.

Payment Process

Bookings are made 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). 
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.
For travel outside of policy or purchased via expense claims you will need to obtain pre-approval from the Biosciences Divisional Manager – Orla O’Donnell. 

User Guide

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