NOTE: This information pertains predominantly to University and PPD Staff and NOT Students.
Short-term Travel
Visit Notices
Travellers must seek permission from the appropriate Budget Holder to travel.
Many projects are set up to use the UK-PP Travel System (designed by Steve Lloyd at QMUL).
If your project is not set up for this, you should complete a Visit Notice. This should be sent to the appropriate Budget Holder (or someone to whom he/she delegates responsibility), with the approved version being sent to the Local Claims Approver.
Claims
For Project travel, Claims Forms (use your University's standard forms) should be approved by a Local Claims Approver in your University, and the form submitted to the University for payment.
Travellers should be mindful of STFC's Expectations.
For travel on Community Codes (eg STAK00026) and other non-Project travel, an STFC Claims Form should be submitted to RAL PPD (Debbie.Loader@stfc.ac.uk). (You must supply bank details.)
STFC Staff will use iExpenses.
Useful Information
Long-term Travel
For all enquiries about LTA, whether at CERN or elsewhere, visit the UKLO page or contact UKLO.team@cern.ch. These pages contain a lot of useful/essential information about being on LTA.
Travellers must seek permission from the appropriate Budget Holder and their Group Leader to go on LTA.
Many projects are set up to use the UK-PP Travel System (designed by Steve Lloyd at QMUL). If your project is not set up for this, you should discuss how to proceed with the UKLO.
We would ask that:
- LTAs are requested in advance of them starting.
- LTAs are for one year at a time.
- Ideally requests start on 1 Apr and finish on 31 Mar, as appropriate. Obviously if an LTA starts mid-year, that is fine; but we prefer that requests do not extend over the financial year boundary.
- Short but meaningful justifications for the LTA are given.
Useful information
- Guidelines - outline of financial support for University & PPD Staff on LTA (updated January 2023) (NOT Students).
- This page is primarily about finacial aspects. Before coming on LTA, it is essential that you visit the UKLO page.
Insurance
Travellers should ensure that they arrange adequate medical and travel cover before they leave the UK as it may be very difficult to obtain after they have left. In France/Switzerland, all medical services have to be paid for (unlike in the UK where the NHS takes care of the fees in most cases), and costs can run into hundreds of pounds for a moderate treatment.
For European citizens, the initial cover will usually be provided by the EHIC (European Health Insurance Card) which you must bring with you. However usually you will only be reimbursed a proportion of emergency costs and not for the entire treatment.
STFC covers STFC Staff and STF-funded Students. Universities should cover their staff, using money provided through the Consolidated Grants.
Beware that STFC and its associated policies will not cover Travellers for dangerous sports, in particular skiing. Those engaging in such activities must obtain their own insurance.
