14 Apr 2025

Academic Travel Management: Smarter, Safer and More Sustainable University Travel

Original Contribution by: Clarity Business Travel
Updated and expanded by: Jonathan Carter-Chapman, Marketing Director, Northstar Travel Group
Re-published: April 2025
Topics: Academic Travel, Travel Management, Higher Education, TMCs, Compliance
Read Time: 7 minutes

Quick Summary

University travel programs are becoming more ambitious and more complex.

Whether it’s supporting international exchange, field research, or recruitment efforts, institutions need efficient, reliable travel systems to reduce costs, ensure safety, and meet sustainability goals. This guide explores how travel management in academia is evolving — and how smarter tools, partnerships, and planning can make it more effective than ever.

Introduction: The Growing Demands of Academic Travel

Academic organisations increasingly rely on travel to support their teaching, research, and international partnerships. From visiting scholars to global conferences, travel logistics must be handled with care. But managing complex trips across multiple destination countries can quickly become a burden — especially when costs, compliance, and carbon emissions must all be tracked and justified.

As universities expand their global reach, they need systems and support that go beyond simple booking. The right strategy doesn’t just move people efficiently — it enhances the entire academic experience.

Why Academic Travel Management Matters

Travel for academic purposes isn’t like corporate travel. The mix of student travel, academic fieldwork, and interdepartmental budgets makes it inherently more complicated. Inconsistent booking methods, lack of policy oversight, and surprise extra costs can quickly create chaos.

A well-managed travel program brings clear advantages:

Cost control and improved supplier rates
More reliable travel with fewer disruptions
Safer, more compliant operations
Support for net-zero and sustainability goals
A better experience for staff and students alike

Whether managing group study trips or solo international placements, academic institutions need structured travel policies supported by modern tools and expert partners.

In-House vs Outsourced Travel Management

Universities have traditionally relied on internal admin teams or left staff to book their own travel. While this allows flexibility, it often results in missed savings, duplicated effort, and poor visibility over spend.

Increasingly, institutions are working with educational travel providers or specialist Travel Management Companies (TMCs). These companies provide:

Access to pre-negotiated rates
A successful booking tool that enforces policy and approvals
Destination knowledge to ensure compliance with local regulations
Carbon tracking features
Support for large-scale academic travel logistics

These tools ensure a consistent approach while allowing academic travellers the freedom to tailor their own itineraries — striking the balance between governance and autonomy.

Case Study: Southampton University Streamlines Its Travel Approach

Southampton University, travel bookings were historically spread across departments with no central oversight. Staff often used public websites or made last-minute bookings, leading to inconsistent pricing and limited traveller support.

After introducing a dedicated booking tool through a framework-approved partner, the university saw:

100% visibility of travel spend
Stronger policy compliance
Real-time tracking of travellers abroad
Improved traveller safety
Measurable cost savings and carbon reductions

The centralised approach didn’t just cut back on admin — it helped deliver a smoother, more reliable travel experience for staff and students, particularly those engaging in international exchange or academic field trips.

Technology is Transforming Academic Travel

Modern travel platforms provide far more than booking functionality. They empower academic institutions to take control of their entire travel program.

Leading features include:

Pre-trip approval flows tailored to academic departments
Real-time alerts for disruptions or safety issues
Carbon footprint reporting and offset options
Smart search filters to prioritise sustainable or lower-cost travel
Traveller education prompts to reduce policy breaches

AI-driven tools also make it easier to forecast fares, predict disruptions, and improve traveller satisfaction — particularly for group bookings or specialist trips to high-risk destination countries.

Managing Compliance and Duty of Care

When students or staff travel on behalf of a university, the institution carries responsibility for their safety and conduct. This includes both internal compliance and adherence to laws in the destination country.

Academic institutions must:

Track travellers in real time
Ensure they have proper documentation and insurance
Communicate emergency procedures clearly
Log travel decisions for auditing and legal purposes

This becomes especially important during international exchanges, fieldwork in high-risk areas, or trips involving large student groups. Without reliable tools and support, institutions risk breaching duty-of-care responsibilities.

Sustainability and the Push to Reduce Carbon Emissions

With travel a major contributor to institutional carbon emissions, many universities are under pressure to reform their academic travel programs. They’re aiming to reduce unnecessary trips, switch from air to rail, and use offsetting tools to account for unavoidable emissions.

Key strategies include:

Encouraging greener modes of transport through booking defaults
Educating travellers on sustainability policies
Reporting and reducing emissions at department level
Working with suppliers who share sustainability commitments

Some academic travel platforms now display emissions data during booking, giving staff and students a clearer picture of their impact — and nudging them toward smarter choices.

What to Look for in a Travel Partner

Not all TMCs are equipped to serve the academic sector. Look for partners who understand the unique needs of educational travel — including fluctuating budgets, diverse traveller profiles, and public procurement regulations.

Essential capabilities include:

Customisable approval workflows for academic structures
Integration with university systems (HR, finance, reporting)
Carbon tracking and sustainability reporting
24/7 support for travellers worldwide
Deep destination knowledge, especially for international exchange

Ultimately, the right partner will help your institution simplify complexity — while enhancing compliance, sustainability, and value.

FAQs

Academic travel involves a wide range of travellers including academic staff, teaching staff, and students undertaking optional placements or research trips. Unlike typical business travel, it often spans multiple destinations and funding sources, and must meet compliance standards across different faculties. There's also a greater focus on duty of care, sustainability, and aligning with the key principles of professional development and successful completion of academic programmes.

Handling academic travel internally can lead to poor visibility, fragmented data, and inconsistent policy enforcement. Without the support of industry professionals or travel experts like Key Travel, universities risk higher costs, missed savings, and challenges in meeting essential components such as emergency support and carbon tracking. Managing duty of care becomes especially difficult when supporting a range of organisations, student groups, and business travellers across multiple countries.

Carbon tracking has become a fundamental principle of responsible academic travel. Universities increasingly use digital booking tools that integrate sustainability features, helping them encourage rail over air and promote group over solo travel. Some tools display emissions data at the point of booking, helping academic staff and students make informed choices. These measures support broader institutional goals and reflect current issues in climate policy and education.

A successful booking tool balances flexibility with structure. It allows academic staff and students to customise itineraries while ensuring alignment with university policy. Key features include pre-trip approval flows, real-time tracking, safety alerts, carbon reporting, and integration with HR or finance systems. When tailored to the practical needs of teaching staff and those undertaking practical experience, these tools help support both governance and user satisfaction.

Yes. Academic travel is often an essential component of undergraduate degrees, particularly those in the tourism industry, international development, or business. With the right support, optional placements and field trips provide valuable practical skills and real-world exposure. These experiences help build key skills, foster global networks, and enhance future career prospects across a range of organisations in academia, travel, and tourism services.