Introduction
If you need to travel, for example to attend a training session or a conference somewhere and require overnight accommodation, you can apply for hotel costs.
Plan your stay
Before you request your accommodation it is a good idea to create a list of hotels that would be suitable for your stay. You can use any internet browser and/or online hotel booking site to do this.
Ideal hotels will:
- be close to your event - check nearby postcode areas
- have good public transport links (if you are unable to walk to your event)
- be reasonably priced for the area where you are staying.
Make sure you:
- confirm your chosen accommodation has availability and the facilities you need
- choose somewhere that is within the travel and mileage rates allowance
- choose a refundable option, as this can save money if your plans change.
Request hotel accommodation
Follow these steps to request hotel accommodation.
1Check with the budget holder
You need to ask the budget holder’s permission before you submit a request for hotel accommodation.
2Fill in the form
3Provide your details
If you are a school employee, select Yes, otherwise select No.
Then choose which type of booking you would like to make. You can either select Hotel Booking, or if you also need to book rail travel, select Both Rail & Hotel Bookings (refer to Rail travel for help providing the rail travel information).
Add your details as the form filler (unless they have been auto-completed).
Then type the Last name of the budget holder, and select the Lookup button.
Select the relevant person from the list, then hit the Select button.
4Hotel accommodation requirements
The form will now ask you to provide:
- your arrival date
- how many rooms you require
- the number of nights of your stay
- your meal requirements
- the city or town for your stay
- details of the hotel you’d like to stay at.
5Hotel traveller details
Select the reason for the travel.
You will then be asked to provide the following information for each person who requires tickets:
- full name
- telephone number
- whether they are an adult or child
- cost and detail code.
Finally, for each person requiring accommodation, you’ll need to select Ticket code confirmation email and enter their email address.
Hit the Submit button to send us your form.
6Budget holder approval
Once you have submitted the form, it will be sent to the budget holder for approval.
7What happens next
If the budget holder approves the request, the travel and accommodation team will:
- book the hotel for you
- email you with your booking reference so you can check in at the hotel.
If the budget holder does not approve your request, they will contact the travel and accommodation team to cancel the request. We will send you notification via email.