Students Staff

Business travel

Travel costs account for a significant proportion of the University’s expenditure; we are all required to abide by the University’s policies and procedures, to ensure funds are spent wisely and present good value for money.

The University has therefore appointed STA Travel as travel agents, selected through a competitive process, to enable the University to obtain the most favourable service and terms available, and have been subject to an extensive trial period with a number of departments.

The travel and expenses SharePoint site provides further information and guidance.

Travel authorisation

You’re required to follow your department/section requirements for notification of intention to travel and authorisation of expenditure. When booking travel you must ensure you have authorisation from the Budget Manager to proceed with the travel purchase.

Booking travel

We've recently changed supplier for business travel from Key Travel to STA Travel Limited, for all travel (except travel by train) and accommodation; you should continue to use Key Travel for all train travel bookings.

  • Making bookings through STA Travel

    STA have made changes to their team, to improve the way they service University of Essex. So you as a travel booker receive the highest level of service, Business Travel by STA Travel will be providing you with three dedicated business travel experts for all your offline requests, named the Explorers team. Your team of travel experts are:

    • Zena Williams
    • Rachel Goldenfield
    • Mumta Patel

    Please email the Explorers team on universityofessex@statravel.com or call 0333 321 3101 and ask to speak to the Explorers team.

    Find out more about STA Travel and gain access to both the online and offline booking and enquiry facility.

  • Train travel arrangements

    Two options are available for booking train travel:

    • If you want to collect tickets from the machine situated in the Estates corridor (level 6) please use Key Travel for all train bookings.
    • If you do not need to use the machine to print tickets you can use STA.

  • Hotel payments

    STA have been working on implementing new technology to improve hotel payments for your online bookings. TripPay by Conferma is the solution which is now live.

    TripPay allows STA Travel to communicate individual virtual credit cards to the hotel reservation team by fax and email, securing a payment against your booking. Not only that, travellers can download the TripPay mobile app which can be used by travellers to view their booking details.

    Benefits of the app: easy check-in, evidence of payment in app, no chasing of reimbursements and confidence that your booking is secured.

    The app displays images of the front and back of the Virtual Card, relating to the traveller's booking, giving you payment proof and security at the check in desk. TripPay can also be used to resend reservations to the hotel if needed when on the move. The Virtual Card images will appear in the app on the day of check in and will disappear from the app after check-out.

    Travellers can download the app TripPay by simply searching it in the app store. To register your account and for instructions on setting up a TripPay account, please double click on the TripPay Quick Guide (.pdf).

    When downloading the app if your phone requests you to insert payment details please select the option ‘none’.

    Don’t forget, once you have downloaded the app you need to allow push notifications when prompted, so you can receive notifications around your payments and card generations.

Health and safety related benefits

STA have a global tracking system and a Travel Crisis Management Team who are able to provide you with support in the event of a serious incident at your location. The University will be able to identify through STA Travel whether there are staff and students travelling in the affected area and so be also able to provide support.

STA Travel offers a range of services to enhance safety, such as travel risk information by email or texts and a 24-hour emergency travel reschedule service (+44 151 559 3930) . STA will also have carried out health and safety checks on the suppliers they recommend.

Contact details

If you have any problems logging into the STA travel website to book travel online, please contact Online Support on 0333 321 3101 or Onlinesupport@statravel.com .

If you have any other questions regarding STA travel bookings please email: universityofessex@statravel.com or call 0333 321 3101 and ask to speak to the Explorers team. If you are unable make contact via the above please contact Catherine Goward our STA account manager on 07765242472 or Catherine.Goward@statravel.com.