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PhD Handbook

Travel to Conferences

Travel insurance

If you are going abroad to attend a conference, you can take advantage of the College Travel Insurance.. Please note that Research Students are not automatically covered. You will need to complete an application form for this that will need to be signed by the Head of the Department. The completed form should be returned to the Postgraduate Programme Administrator who will then forward it on. The application form is located here: College Travel Insurance web page

Travel arrangements

The College is bound to use an authorised agency called Key Travel (unless the fare can be purchased elsewhere for 25% less than that quoted, in which case you would pay the cost with your credit card and claim back the expense).

Key Travel’s details: 

Tel. 020 7843 9600

Fax: 020 7843 9691

Address: 1st Floor, 28-32 Britannia Street, London WC1X 9JF

You should contact them to arrange travel details, at which time you will be issued with a reference number either by fax or email. This detail should then be passed to the CANES Centre Manager, who will purchase the ticket(s) by sending the company an Official Purchase Order Form. You will then be issued with your tickets which in some cases are electronic.

For further information, see the College's Travel & Hotels internal pages.

Claiming for Expenses

CANES Studentships include a conference travel fund up to a maximum of £5,000 for 4 years (equating to £1,250 per year of study).  Unused funds from one year can be rolled over to the following one, within the duration of the studentship.

Research students need to keep all receipts for expenses claims. You should complete an internal claim form that, then, should then be passed to the CANES Centre Manager who will complete the expenses claim form.


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