Foreign Travel

Covid Travel Advisory & Authorisation 

All travel on behalf of the University will continue to be approved on a case-by-case basis by Line Managers through Semester 1 for 2021/22.   National travel should also be kept to a strict minimum and continue to be minimised through Semester 1. Only essential international travel will be permitted during Semester 1 2021/22. Arrangements for Semester 2 will then be reviewed during the Autumn.  

All international travel must to be notified in advance to insurance@mtu.ie as our cover has been organized on a limited basis and cover is subject to specific terms and conditions. We continue to advise staff to also seek guidance from the government advice and guidelines on travel at: Travel Advice - Department of Foreign Affairs  https://www.dfa.ie/travel/travel-advice/

 

Core System

Staff no longer have to use Core Portal to claim foreign travel.  Foreign claims will be processed by our expenses office staff using the pdf form (T01) and the processed claims will be available to view on your Core Portal account. All other domestic travel and refunds continue to use Core Portal.  The reason for this change is that following feedback from staff, the system for foreign travel was found top be very confusing and ultimately much slower in processing claims.

 

Foreign Travel

Staff undertaking foreign travel require prior apprvoal from their line manager. This approval is completed on Form T01 with an estiamte of our triops costs. The form should include:

  • Dates, location, purpose of travel
  • Correct cost centre and approvers signature
  • EStimated cost fo flights,subsistence etc. (check subsistence rates by country) To determine correct length of subsistence, count date/time you departed home until date/time you arrived back.
  • Send completed form to: expenses@mtu.ie  (Note: flights will not be booked unless the expenses office have a copy of this form)
  • When you return from your trip you can then update this form and forward it to expenses@mtu.ie with copies of rececipts  (scanned copies are acceptable)

  

Flights & ETR

The Unviersity's policy provides that all air fares are booked via our tender travel agent, Club Travel, using the Electroninc Travel Request (ETR) system.  If you have not used the system before, you will need to complete a travel profile form, so you can logon to the ETR.  All active staff in Cork and Kerry hat had an existing record with Club Travel have been imported in the MTU version of the ETR. 

Flights booked in any other manner will not be refunded, without prior written consent of the Expenses Office. 

 

A guide to using the ETR is available here or you can contact us on expenses@mtu.ie if you have any queries

 

 

 

 

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