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Trainline – UK rail
Key Travel – Accommodation, Flights, European rail

(A travel request will need to be submitted for: Car hire, airport taxis, conference registrations and anything not on the self-service system such as Ryanair flights/Airbnb accommodation)

You should have access to a ‘book or hold’ button once the items you wish to book are in your basket. This will allow you to input cost codes and submit for the travel team to approve.
If this isn’t the case, please email the travel team during office hours and we can ask Key Travel to update your account. This usually takes 24 hours to be processed by Key Travel.

Airlines have many different fares flights and prices change regularly, on a rare occasion when the price is cheaper Key Travel will endeavour to match the airlines website price.
Please send the travel team the quote and we will request the price match.
(The trip needs to originate in the UK and the quote will need to be the airlines own website; we can’t match other websites e.g. Skyscanner as the prices quoted are not live and often from websites without ATOL protection)

As per the travel guidance all travel is to be booked via Key Travel or the travel team so expenditure can be tracked. Key Travel provides a duty of care as all trips can be tracked via the Amadeus system which can alert us on any issues while you are abroad. They also provide environmental information in line with the sustainability policy.

The travel team will only quote economy class. If you require an upgraded class, this will need approval from your head of department which will need to be sent to the travel team.

The status of the trip describes the current stage of the booking:
Quote = you have quoted your trip. The booking is not held.
Held = you have a reservation held. The ticket deadline, by which date you must confirm the booking will be clearly displayed.
Confirmed = your trip has been booked. Tickets and vouchers have been issued.
Cancelled = A confirmed trip has been subsequently cancelled.
Past = the trip has already travelled or the date of travel has passed without the booking being confirmed.

Standard fare - this is a fare that is published by the airline. The fare is the same as you would find on the airlines own site. These fares are usually instant purchase or can be held for a very limited time.

Negotiated fare - This is a fare which Key Travel has negotiated with the airline. Negotiated fares often have more flexibility than the Standard fares and can be held for a short amount of time.

Charity/Academic fare - Our Charity and Academic fares are contracts which Key Travel has negotiated with airlines specifically to provide for the needs of these sectors. These fares allow date changes and cancellations for little or no fee. Our Charity and Academic fares often include additional luggage and can be held for extended periods of time. Sometimes for up to 11 months!

Please email travel@lancaster.ac.uk with your request number and one of the team will action your request as soon as possible.

Group enquiries can be made by emailing groups@keytravel.com before the booking is confirmed authorisation will be needed from the travel team.

Airbnb’s can only be booked for travellers that have a Lancaster University email address. Please submit a travel request and add the link of the accommodation you would like to book in the additional information section.

If you require accommodation in Lancaster we will need approval from your head of department. Please submit a travel request and add the approval document to the request.

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These tickets would need to be booked in a Lancaster University employees name and then the collection code or E tickets can be passed to the traveller. Trainline tickets do not have names printed on them.

There is no need to queue for tickets at the station, you're free to head straight for your train!

• When booking select 'eticket' as your delivery option.
• Once purchased we will immediately email your tickets as PDF files attached to the ticket email (we will send one email per journey booked).
• You can simply open the PDF attachment on your phone to show as needed when travelling (we recommend that you save the ticket to your device before departure).
• If you are buying a ticket for someone else, then you can send the ticket to them by email.
• If you prefer to print the ticket you can do that instead of, or as well as, using it electronically.

As we have a business account with trainline you don’t need a card to collect the ticket as the booking isn’t linked to a card. You just need to put in any card with a magnetic strip and for the machine to read and the collection reference which you will receive when you confirm the booking.

All Advance tickets; when booked on our website our system will automatically reserve a seat where applicable. The reserved seat numbers will be shown on your booking confirmation, in your online account, and will be printed on the tickets.

Other ticket types (Anytime/Off-Peak/Super Off-Peak); you will be given the option whether you want a seat reserved. This is in case you have not made a decision on when you want to travel or would prefer not to be tied down to a particular train. The reserved seat numbers will be shown on your booking confirmation, in your online account, and will be printed on the tickets.

We are not always able to reserve seats. This could be because:

• the train services you are traveling on do not offer seat reservations. e.g. if it is a short journey.
• the train on which you wish to travel is full at the time of booking.
• the train company may not have released seat reservations yet. This is done up to 12 weeks ahead of travel.

Even without a seat reservation your tickets are still valid and you can sit in any vacant unreserved seat for the appropriate class of travel for your journey.

Please email travel@lancaster.ac.uk with your booking confirmation and the details of the amendment or cancellation.

This can be done on the self-service system.
There is a £10 admin fee for any amendments or cancellations.
Not all tickets are eligible for a refund and you are only able to amend the date and time of a ticket, the stations must remain the same.

When we make a booking the lead travellers contact details will be passed to the airline/hotelier/rail company.
Please make sure that these details are up to date and if you are booking for another person that we have their contact details. Only the lead passenger will get trip updates, so it is their responsibility to make sure that the rest of the party is aware of any changes to the trip.
Key Travel also have an app which provides booking details, real-time flight updates, check in reminders and destination information alerts. In the app store search Key Travel Mobile’ and follow the steps to register. Trips can be added with the Key Travel booking reference.

We have a dedicated 24hr support line with Key Travel which is +442078439602 this number can be contacted either by Phone or WhatsApp.

Yes, the details can be found at https://portal.lancaster.ac.uk/intranet/services/money/travel/travel-insurance-and-emergency-assistance/
If you have any further questions please email insurance@lancaster.ac.uk

We advise that you contact CIBT visas who can provide the most up to date information. https://cibtvisas.com/key-travel-global-portal?login=keytravel