Service Portal

UT Travel Unit (UTTU)

Standard flights can be booked by the secretary's office of your faculty or service department. For complex business travel arrangements, such as combination trips, group travel and special destinations, or to adjust previously made travel arrangements, get in touch with the UT’s Travel Unit, located in the ITC faculty building.

The Travel Unit will also gladly assist you if your secretary's office is unavailable, if you are having difficulties using AirGo to make hotel reservations, or if you wish to book a train journey that cannot be booked using your ‘Mijn NS Zakelijk’ account. The Travel Unit can also provide advice regarding visa applications. For urgent matters outside office hours, VCK Travel can be reached at +31 (0)74 3771 188. Standard rates apply.

Contact:

Wendy Kremer-Stiksma, Helen Youssef-Murad and Ginie Gerrits-Oosterlaken

Address:

Hengelosestraat 99, Enschede

Room 2-112

Phone:

+31 (0)53-489 4718 (UT Travel Unit Desk),

or directly +31 (0)53-4874370 (Wendy), +31 (0)53-4874317 (Helen)  and +31 (0)53-4874408 (Ginie)

Email:

travelunit@utwente.nl 

Office hours:

09:00 - 16:00

In order for the UTTU to book a flight you need to fill out the Travel Request Form (see download below) and send the completed form accompanied by a copy of the passport or passport information to travelunit@utwente.nl.

  • Travel Information

    BAGGAGE

    In most cases, baggage is not included in the tickets to European and North American flights. With KLM and partners baggage is free of charge if you have a higher flying blue card (silver, gold or platinum). In all other cases baggage has to be paid.

    SEATS

    For a lot of airlines seats have to be paid if booked in advance. With check-in you can book the seats for free.

    VISA AND PASSPORT INFORMATION

    For visa and passport information, please use the following link: https://klm.traveldoc.aero/. You can use this link for all nationalities and destinations. Also check the validity of your passport. Some countries require validity of at least 6 months.

    APPLYING FOR VISA

    For visa applications we use CIBT Visas. You can view or mail yourself the necessary application pack with all the information you need to apply for visa. Do NOT use the red button with START ORDER! (You will be asked for payment details!) After collecting the necessary documentation, please ask us the complete the CIBT order form. We will sent it to you digitally, so you can sent the whole package including your passport to CIBT.

    Please note that the rules and necessary documents can change daily, so always check for the latest information. Please take sufficient time for your visa application (standard advice is 1 month in advance)! 

    ETA / E-VISA

    More and more countries have the possibility for E-visa or other Electronic Travel Authorisation (ETA) (like Australia, USA and Canada). Please check carefully if you can use the e-visa or that you need an other form of visa. This depends also on your nationality.

    Please find below the links to the official pages to apply for E(S)TA or E-visa.

    ETA/ESTA

    E-VISA

    If you know of more countries that allow e-visa, please inform us. We will add them to this page.

  • AirGo FAQ

    AIRGO MANUELS

    Gebruikershandleiding AirGo voor Travelarrangers

    Gebruikershandleiding Airgo vluchtreserveringen

    Audiovisual Presentation AirGo Flight Reservation (video in English)

    Handleiding stoelen boeken in AirGo

    HOW MUCH BAGGAGE CAN I TAKE WITH ME?

    It depends on the airline, destination and if you have a certain frequent flyer card. In most cases flights to Europe and Northern America do not include check-in luggage free of charge. Most of the time you can still bring hand baggage, but for instance with Ryanair you can only bring a small bag. If you make the reservation, it is possible to check other fares, with baggage allowances, but also other conditions. See the images below:

    If you select other fare, you will see additional fares for the same flights with different conditions.

    HOW CAN I SELECT LOW-COST AIRLINES?

    For low-cost airlines always use search by fare. You will get results for both regular airlines and low-cost airlines (if any).

  • Usefull links

    AIRLINES (INCLUDING LOW COST)

    TRAVEL

Updates

(in Dutch only)

  • Nieuws van de UT Travel Unit – 11 (8-7-2020)

    Bezetting Travel Unit

    De vakanties zijn ook bij de Travel Unit begonnen, dus hebben we af en toe wat minder bezetting. Op de volgende dagen of dagdelen is er geen bezetting op de Travel Unit:

    • Donderdagochtend 9 juli
    • Donderdagochtend 16 juli
    • Dinsdag 21 juli
    • Donderdagochtend 23 juli
    • Vrijdag 24 juli
    • Dinsdag 11 augustus
    • Donderdagochtend 13 augustus
    • Vrijdag 14 augustus

    Mocht er iets urgents zijn, dan svp bellen naar de Travel Unit (4718) en zullen we proberen dit op te lossen.

    Sluiting VCK Hengelo

    Begin juli kregen we het volgende bericht van VCK:

    De huidige omstandigheden in de reisindustrie en de verwachting dat het herstel meerdere jaren zal duren heeft de directie van VCK Travel doen besluiten om de omvang van de onderneming vanaf het derde kwartaal aan te passen.

    Als gevolg hiervan worden de activiteiten van ons kantoor in Hengelo naar andere kantoren overgeheveld.

    Wij hebben een uitermate sterk team beschikbaar met veel kennis die jullie verder zal ondersteunen indien dit noodzakelijk is en waarmee de dienstverlening gewaarborgd zal zijn.

    Jullie kunnen gebruik blijven maken van hetzelfde e-mailadres en telefoonnummer zoals je gewend bent voor het boeken van de reizen.

    Graag willen wij benadrukken dat VCK Travel deel uit maakt van de kapitaalkrachtige VCK Groep, waardoor er geen sprake is van enig risico over het voortbestaan van VCK Travel.

    Wat dit verder voor gevolgen heeft, weten we nog niet, we hopen dat jullie daar zo min mogelijk last van ondervinden.

    Overgang AirGo naar Cytric

    Door bovenstaande melding heeft ook de overgang van AirGo naar Cytric vertraging ondervonden. Zo gauw we hier meer informatie over hebben, dan laten we het zo snel mogelijk weten. Hieronder nogmaals de link naar de instructiefilm en de manuals

    Een instructiefilmpje over het nieuwe systeem vind je hier: https://www.youtube.com/watch?v=t1DSi6segf4&feature=youtu.be 

    en de manual: https://www.vcktravel.nl/docs/airgo/

    Met vriendelijke groet,

    Wendy, Helen en Ginie 
    UT Travel Unit
    053-4894718
    travelunit@utwente.nl

    Vakantieplanning

    Wendy:           6 - 24 juli en 10 - 14 augustus
    Helen:             20 juli - 14 augustus
    Ginie:              17 - 21 augustus 

    Werkdagen

    Wendy:           maandag, dinsdag tot 14:00 uur, donderdag en vrijdag tot 14:00 uur
    Helen:             dinsdag, woensdag en vrijdag
    Ginie:              maandag, woensdag en donderdagmiddag

  • UPDATE - 28 February 2020

    Please check for up-to-date information the Corona page on the UT website:

    https://www.utwente.nl/en/service-portal/topics/coronavirus

  • UPDATE - 27 February 2020

    ince the break-out of the Corona virus in the city of Wuhan in China, the virus has been spreading to other countries inside and outside of Asia. Patients have been identified in Europe as well; in Italy, additional measures have been taken and in some parts of the country both an entry ban and a travel ban is in force. Once more we would like to share the guidelines issued previously with you.

    UT is in touch with students and employees in specific risk areas as much as possible. Furthermore, UT is following the advice given by authorities such as the National Institute for Public Health and the Environment (RIVM), the Ministry of Foreign Affairs and the Municipal Health Services (GGD).

    Guideline

    • Employees and students are advised not to travel to areas labelled with code red (no travel) or code orange (necessary travels).
    • For areas labelled with code red, an entry and travel ban is in force. For travellers entering the country from a code red area, the guideline is that they must observe a 14 day quarantine at their homes and monitor themselves for symptoms.
    • For travellers entering the country from a code orange area, the guideline is that they monitor themselves for symptoms for a period of 14 days.
    • Students and employees who show any symptoms of the virus must contact their GP straight away and seek further assistance:
      • People who have a GP are to contact them by telephone;
      • Employees and students living in Enschede who do not have a GP are to contact the GP surgery on campus (https://campushuisarts.nl/) or the Stichting Dagwaarneming Enschede by telephone: tel. 0900-431 33 33. They can refer patients to GPs in attendance;
      • Employees and students living outside of Enschede who do not have a GP are to contact the GP nearest to them by telephone. For this reason it is important that new international employees and students register themselves with a GP practice as soon as possible.

    UT is required to register which regions labelled with code red or code orange students and employees have visited before travelling back to the Netherlands, as well as whether they have been in contact with people showing symptoms that match those of the Corona virus. These students and employees must have access to a GP or company physician 24/7.

    If you visited an area labelled with code red or code orange recently and are not sure whether this has been registered, we kindly urge you to pass this information on to your Faculty Internationalisation Co-ordinator (FAINCO) if you are an undergraduate student, or to your HR manager if you are and employee or PhD student.

    With the cluster of cases now known in Italy, chances have increased that more clusters in Europe will occur. Please check travel advice issued by the Ministry of Foreign Affairs (NL) or the World Health Organisation (EN) before you depart, and check the website of RIVM for the latest information.

    For travel advice

    For information issued by RIVM

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