How to use external transport

There are several options for travel to off-campus activities. This guide explains how to book, pay for, and claim back costs correctly, so your members don’t lose money.

1) First decision: what type of transport do you need?

• Minibuses → See full details & booking process here.

• Public transport (buses/trains) → Best for London travel (cost effective).

• Coaches → For larger groups or longer-distance trips.

• Personal vehicle → When a student drives others in their own car.

• Taxis/Ubers → Last resort only (must be pre-approved).

2) Public transport (TFL & National Rail)

1. Within London → Use buses and trains (preferred option).

   • Minibuses may be approved if the London University venue is hard to reach by public transport.

2. Arrange tickets yourselves (the Union does not book public transport).

3. Paying & claiming back:

   • Make sure the club/society has the budget approved before paying.

   • If using contactless or Oyster, students must provide a TFL account printout with their reimbursement claim.

   • Reimbursements only up to the daily TFL cap of £16.30.

   • For National Rail, only reimbursed up to the cost of a 16–25 railcard fare. If you buy a more expensive ticket, you cover the difference.

   • Always keep receipts and proof of payment.

   • See full details of the reimbursement process here.

4. Savings tip: Arrange group tickets where possible.

3) Coaches (for large groups)

1. A committee member emails student.activities@brunel.ac.uk with:

   • Date of travel.

   • Pick-up time from Brunel & return pick-up time from destination.

   • Destination.

   • Purpose of journey.

   • Number of travellers.

2. The Union will arrange with Abbey Travel (main provider) or other local companies where necessary.

3. Costs:

   • Coaches are expensive - Usually at least £700, often £1000+ for big groups/longer journeys.

4. Timing:

   • Book well in advance - Coaches are often reserved weeks ahead.

5. If your club finds its own coach company:

   • You must provide an invoice addressed to the Union of Brunel Students for us to confirm the booking and arrange payment.

4) Personal vehicle

1. Make sure the club/society has the budget approved before using vehicle.

2. The Union only reimburses fuel costs (not vehicle wear/insurance).

   • Rate = 25p per mile.

3. Only journeys from Brunel → fixture/competition → back to Brunel are reimbursed (not from home → Brunel).

4. To claim:

   • Attach a Google Maps journey screenshot showing mileage.

   • Calculate cost - (miles one way x 2 for return) x £0.25.

   • See full details of the reimbursement process here.

5) Taxis & Ubers (last resort)

1. Can only be used if:

   • No minibuses available.

   • No student drivers available.

   • Public transport unreasonable.

   • Coaches too large or impractical.

2. Must have pre-approval from Student Activities before booking.

   • Without approval → costs will not be reimbursed.

3. Students must arrange taxis themselves (the Union does not book them).

4. Recommended company - 247 Cars (local & reliable).

5. Always keep receipts and proof of payment.

6. See full details of the reimbursement process here.