Online booking Travel and Fees
Marcy
Create a Traveller Profile
Before you can make a booking, you will need to register with NYS and Selective Travel Management by emailing your Department's Travel Rep with your name and title, exactly as they appear on your passport.
Once you have submitted your profile information, you will receive confirmation within 48 hours along with your login details. You will then be able to make a booking.
We recommend registering with both suppliers so that you can compare prices to find the best value.
Departmental Travel Rep:
| E&G: Dave Hay | dave.hay@york.ac.uk |
| SEIY: Emma Holland | sei-admin-manager@york.ac.uk |
Make a booking using online booking tools
To check prices or make a booking, either login to your chosen supplier’s travel portal, or contact their respective travel desk team
The online booking tools cover UK rail and London Underground, flights and hotels. They are comparable to other internet comparison sites for travel and find the most competitive prices for your travel and accommodation.
The supplier’s travel desk team can also provide you with a quotation for your travel. This is a good option if your itinerary is complex or if you can’t find suitable options online. If your preferred hotel is fully booked online, please contact the travel team.
Both suppliers offer a price match policy. If you find a cheaper price elsewhere for the same transport or accommodation, let them know.
Both suppliers charge a small booking fee for using their services. The fee will be added to the invoice for your trip cost or in the case of rail bookings only will be recharged via Agresso. Your booking confirmation will provide a breakdown of the travel and booking fee.
Changes to business travel booking fees
The University's Travel and Expenses policy has recently been updated. Although it strongly recommends using our contracted travel suppliers, this is no longer mandated.
As there is now some flexibility when booking travel, it is appropriate that any booking fees are paid from the relevant department budget or grant as well as the actual cost of travel. Therefore from 1 August 2020 if you book with NYS (Capita) or Selective Travel the relevant booking fee will be added to your invoice. For any bookings made before 1 August, the Finance budget will pay those booking fees.
Current booking fees for NYS (Capita) and Selective Travel
| Offline Transaction Fees (TMC staff make the booking) | NYS fee per booking (ex VAT) | Selective fee per booking (ex VAT) |
|---|---|---|
| Air - UK / European | £11.00 | £7.00 |
| Air - Low Cost Carrier UK / European | £11.00 | £8.00 |
| Air - International | £15.00 | £12.00 |
| Hotels - UK | £2.00 | £7.00* |
| Hotels - Overseas | £2.00 | £7.00* |
| Rail - UK | £2.00 | £4.00 per ticket |
| Rail - European | £10.00 | £5.00 |
| Rail - International | £10.00 | £5.00 |
| Ferry / Coach / Taxi | £10.00 | £7.00* |
| Overseas Car Hire | £10.00 | £7.00* |
| Group Bookings (Hotels only, nine or more people) | Hotel's own fees apply | £25.00 |
| Admin fee for rail ticket amendment / cancellation (full / part refund) | £5.00 | Free of charge |
| Admin fee for hotel booking amendment / cancellation | Free of charge | Free of charge |
| Admin fee for flight ticket amendment / cancellation (full / part refund) | £10.00 | Free of charge |
| Online Transaction Fees (client books using online tool) | NYS fee per booking (ex VAT) | Selective fee per booking (ex VAT) |
| Air Online | £6.00 | £5.00** |
| Hotels Online | Free of charge | £5.00** |
| UK Rail Online | Free of charge | £0.95 per ticket |
| Eurostar Online | £ 10.00 | £5.00** |
| Overseas Car Hire Online | £ 10.00 | £5.00** |
| Fees for other Core Agency Services | NYS fee (ex VAT) | Selective fee (ex VAT) |
| Visa and Passport Service (excluding cost from embassy) | £ 10.00 | Free of charge*** |
| Emergency / Out of Hours Travel Desk Support | £25.00 per call**** | Free of charge |
| UK rail ticket collection from campus ticket printer | Free of charge | Free of charge |
| UK rail ticket collection from railway station machine | £2.20 per booking | £3.00 per booking |
| UK rail ticket - post out via Royal Mail | £2.00 + postage cost | Not quoted |
| Billback for commissionable hotels (online and offline) | £1.00 per booking | Free of charge |
| Billback for non-commissionable hotels (online and offline) | £2.00 per booking | Free of charge |
* If booked in conjunction with a flight, only the flight transaction fee will be charged
** If any of these elements are booked together using the online tool, only one fee will be charged
*** Selective's online travel portal links out to the online CIBT Visa system free of charge.
**** NYS provide two free calls per month, thereafter they charge £25.00 per call
What is the booking fee?
A travel agent's booking fee covers the cost of providing staff to check the options and book the trip, any online booking tools and the wraparound services such as invoicing, account management, out of hours emergency support, traveller tracking etc. Online booking agents (such as Expedia or Trainline) also charge fees but often hide them within the overall trip cost or only add them on the final payment page.
How do I pay the booking fee if I book travel after 1st August 2021?
If you make a booking with NYS or Selective on or after 1 August 2020, the correct fee will be included on the invoice for the trip cost. The only exception is rail tickets, which come through as an Agresso recharge to departments - the booking fee will be included in the recharge. The fees are set out in the table below and will be included on the booking confirmation.
We still strongly recommend that you book with NYS and Selective, particularly in view of COVID-19. Both suppliers have been instrumental in helping us to obtain refunds for cancelled trips and we can rely on their help and support when things go wrong. You can also minimise their booking fees considerably by booking online - all staff can register to use the online booking tools.
If you do choose to book with other suppliers, be aware that their booking fees may be higher. Please also ensure your booking terms and conditions allow for cancellation, refunds or date changes as our insurance provider is no longer covering us for cancellation, curtailment or changes related to COVID-19.