Memo: Travel Planning Resources (May 6, 2015)

Date: May 6, 2015
To: Deans, Directors, Department Heads, and Administrators
From: Michelle Berner, Director, Human Resources – Total Compensation, and Shelley Kayfish, Director, Campus Operations & Risk Management – UBC Okanagan
CC: HR Advisory Services, Faculty Relations
Subject: Travel Planning Resources

[For Information]

We are pleased to announce the release of a new travel planning resource for UBC faculty and staff who travel on behalf of the University for business or research, and department administrators who facilitate faculty and staff in making travel arrangements. The tool may also be used for those who have access to UBC travel resources for personal travel (such as travel health benefits).

Travel Planning at UBC ( is a “one stop” information hub that connects faculty and staff to many important travel-related sites and information sources. The objective of the hub is to provide complete, accurate, and up-to-date information on travel related to the University’s business operations.


UBC’s Travel Planning Tool is on the left side of the web page, and allows you to enter your travel parameters and generate a list of considerations before, during, and after you travel.

The right side of the web page provides links to a variety of important travel-related web sites:

travel-r-1 The “Travel Planning & Logistics” button brings you to the “UBCTravelSmart” web page.

This web page contains information about airline, hotel & car discounts for UBC travellers. A travel registry is available.


travel-r-2 The “Travel Benefits & Health Insurance” button brings you to a Human Resources web page related to health & welfare benefits, and things to know about your benefit coverage when travelling.
travel-r-3 The “Travel Expenses & Reimbursement” button brings you to a Finance web page related to travel expense reimbursement.
travel-r-4 The “Safety & Risk Considerations” button brings you to UBC’s new “Travel and Field Safety” web site.

This site provides a number of Risk Management resources related to field research.


On this web page you can access a new online “Trip Plan” tool that provides you a customized checklist of safety and risk considerations and requirements related to your field research trip. You can create a Trip Plan by answering questions related to your field research trip.


The Travel Planning at UBC web page also provides “Quick Links” to a variety of important travel-related sites:


Learn More!

A toolkit is available for you to promote these tools within your faculty/department. Contact for these resources.

A variety of in-person sessions are being offered on travel-related topics, and to learn more about the tools described above:

  • Department and staff meetings (upon request)
  • HR Studio session
  • Lunch ‘n’ Learn sessions for faculty, staff, and administrators:

Dates will be announced in upcoming editions of the HR Network News, of you can contact Stephanie Mah at (604) 822-6823 or


  • If you have questions about the Travel Planning web site or about travel benefits & health insurance please contact Stephanie Mah at (604) 822-6823 or
  • If you have questions about the Travel and Field Safety web site or about the “Trip Plan” online tool please contact Jason McLeod at (250) 807-8821 or
  • If you have questions about UBCTravelSmart please contact Judith Fograscher at (604) 822-5878 or

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