Booking business travel and accomodation
If you need to book train, air or hotel accommodation for work, you can use our Travel Portal.
If you need to make a booking over the phone, for example when booking travel for more than 10 people, you will need to give the 5-digit subjective code (XLSM, 150KB) for 'public transport' or 'visits/activities/special events'.
If you're unable to access the Travel Portal, request a new login by raising a request on the Assyst Portal.
When signing into the Travel Portal, check that you have included your ‘title’ in your user profile. You will not be able to checkout without doing so.
If you find a cheaper option for the same travel or accommodation somewhere else, contact the Travel Management Provider on 03300 082 000 (available 24/7) or by email to north.corporate@travelctm.com. They’ll try to match the lower price if the booking is like-for-like.
If you have a railcard such as a Young Person’s or Senior Railcard, include the details when submitting your booking request so they can apply the discount.
Before you book
Before you book your travel, think about whether your journey is necessary. We encourage you use virtual meetings, for example hybrid meetings using Microsoft Teams, wherever possible to reduce your impact on the environment and minimise costs to the council.
If the meeting cannot be held online, think about travelling to the venue by walking, bike, bus or train.
If your journey is necessary, follow these steps before you book:
- get the required approval from the relevant manager, budget holder or director
- refer to the intranet guidance on conditions of booking, room rate thresholds and expenses limits
- if you are travelling outside of the UK, read our Foreign Travel, Gifts and Hospitality policy (PDF, 110KB)
Booking a hotel
To help you choose the best value hotel room, room rates on the Travel Portal are colour-coded in green, amber and red:
- green room rate should be used wherever possible as these rates are within council policy
- amber room rates are outside of policy but permitted, within reason
- red room rates cannot be booked
Change or cancel a booking
If you need to change or cancel a booking you have already made, you can do this in the Travel Portal in the 'My bookings' section.
If you cannot make your booking online
Some services cannot be booked in the travel portal such as:
- PlusBus tickets
- group bookings
- accommodation for children
Bookings that cannot be made in the Travel Portal should be made by calling or emailing the travel management provider.
Help with your booking
Contact 01274 726 424 (available 24/7) if you need help with using the Travel Portal, making a booking or whilst travelling.
Alternatively, you can email your booking enquiries.
Hotel bookings - north.hotels@travelctm.com
Rail bookings - north.rail@travelctm.com
Flight bookings - north.air@travelctm.com