UT Travel Unit (UTTU)

The UT Travel Unit assists employees with complex business travel arrangements.

The UT's Travel Unit (UTTU), located in Langezijds building, assists employees with complex business travel arrangements like combination trips, group travel and special destinations. We also adjust previously made travel arrangements. Standard flights can be booked by the secretary / office manager of your faculty or service department. 

The Travel Unit will gladly assist you: 

  • with complex business travel 
  • if you are having difficulties using AirGo (only for UT travel arrangers) 
  • with advice regarding visa applications

Contact

The Travel Unit is available from 09:00 - 16:00 on weekdays. You can reach us by phone only between 10:00 - 11:30 hours. 

  • Phone: +31 (0)53-489 4718 
  • Email: travelunit@utwente.nl
  • Location: University of Twente - Langezijds room 1136
W. Kremer - Stiksma (Wendy)
W. Kremer - Stiksma (Wendy)
Travel Coordinator - UT - Travel Unit
H. Youssef - Murad (Helen)
H. Youssef - Murad (Helen)
Travel Coordinator - UT - Travel Unit
M. Leushuis - Engelbertink (Marieke)
M. Leushuis - Engelbertink (Marieke)
Travel Coordinator - UT - Travel Unit
Service outside office hours

During weekends and public holidays you can reach the 24/7 Service of our Travel Agency VCK (urgent matters only!)

Tel: +31 88 120 1901. Costs: € 15,- per conversation. 

How to request my business travel?  

  1. Approval of travel request by budget holder (at least 21 days before departure).
  2. Submit your travel request (see form below) by sending it to your secretary/office manager.
  3. Once approved
    1. Simple flight bookings (like Amsterdam - Barcelona - Amsterdam) will be handled by the secretary/office manager through the online booking tool AirGo.
    2. For complex multi-destination travel arrangements or group reservations (from 10 people or more), your secretary/office manager will forward your travel request to the Travel Unit. 

ITC staff and ITC PhD students can fill out their travel requests in UNIT4.

It is not allowed to book your business trips outside the UT. All private related tickets have to be booked by yourself. 

  • Authorisation

    When you are required to travel in or outside the Netherlands because of your position, this qualifies as a business trip. A business trip is undertaken in consultation with the budget holder. If your business trip has been approved, the UT will pay for the necessary costs for travel and accommodation. More information on the conditions to be met is available in the Regulations on declaring expenses University of Twente. Costs can be declared via Unit4, see the explanation below under 'practical matters travel expenses'. 

  • Travel request form
  • Hotel reservations

    You can book hotel reservations yourself or have them booked by your secretary/ office manager. In most cases your secretary requires your creditcard details. Creditcard details are only requested for guarantee. Another way is to request your advance via Unit4 or claim the costs afterwards. The request for a hotel booking may only be forwarded to the Travel Unit if you do not have a credit card. In that case you pay the invoice always at the accommodation. We only use Booking.com for hotel reservations.

  • Travel insurance

    If you will be taking an international business trip, make sure to apply for the UT's collective travel insurance in a timely manner. To do so, use the web application 'International registration and travel insurance', listed on utwente.nl/webapps. This insurance is available for students and employees. Since the webapps are only available for employees, students cannot apply themselves. After the personal details have been recorded, the original of the policy will be sent to the insured person by the controller of the financial cluster. If you have any questions on the coverage and conditions of this insurance, contact insurance-fin@utwente.nl.

  • Unit4

    Use Unit4 (myfin.utwente.nl) to:

    • Arrange travel for ITC staff & ITC PhD students
    • Declare your expenses (all UT)
  • Declaration Expenses
  • Calamities & Embassy registration

    We advise you to register at your countries embassy before leaving on business trip. By registering your trip, you help the embassy to locate you when needed. 

    In case of an emergency or calamity, the Travel Unit can retrieve traveler data. Outside our office hours and during weekends the Emergency Officer International or the Integral Safety Manager is in charge.

    A. Nardini (Anna)
    A. Nardini (Anna)
    Emergency Officer International
    G.W. Medendorp (Erwin)
    G.W. Medendorp (Erwin)
    Integral Safety manager
  • AirGo online booking tool (for secretaries & office managers)

    AirGo is the online booking tool of VCK Travel for travel arrangers of UT. 

    AirGo online booking tool
    Direct login
    If that link does not work for you, please try our alternative login method.
  • AirGo manual (for secretaries & office managers)

Air travel

  • Baggage regulations
  • Allowed booking classes (all airlines)

    Economy class is generally used for flight tickets. For intercontinental flights with a duration of more than six hours, economy class with comfort seats (extra legspace) can be requested. Business class is only allowed in case of medical indication.  If there is approval for the use of business class, please note that evidence must be added to the declaration. 

  • Booking fares for low-cost airlines

    Low-Cost Airlines with focus on hand luggage

    Each low-cost airline has its own rules regarding hand luggage. Most low-cost airlines only allow a small under-seat bag instead of a normal cabin bag. Always check in advance what the passanger needs. For short trips, most do not want to check in their luggage but want to take their belongings with them in the cabin.

    Below you will find the information per low-cost airline. If you click (with Ctrl+Click) on the picture of the name of the airline, the page with the information for that airline is linked.

    We ask our UT Travel Arrangers to book these options at the same time as booking the flights. 

    1: Easy Jet 

    • standard fare: 1x 15 kg underseat cabin bag (45 x 36 x 20 cm) 
    • standard plus fare: 1 x 15 kg underseat cabin bag (45 x 36 x 20 cm) and 1x 15 kg large cabin bag (max. 56 x 45 x 25 cm) This fare includes an Up Front seat and Speedy Boarding. If you sellect "show more fares" in AirGo you can book this fare. 

    2: EuroWings

    • basic fare: 1 x underseat cabin bag (40 x 30 x 25 cm)
    • smart fare:1 x underseat cabin bag (40 x 30 x 25 cm) and 1 x 8 kg large cabin bag (55 x 40 x 23 cm) and 1 x 23 kg checked bag. This fare includes Priority Boarding and Seat Reservation. 

    3: Ryan Air

    • basic fare: 1 x underseat cabin bag (40 x 20 x 25 cm)
    • regular fare:1 x underseat cabin bag (40 x 20 x 25 cm) and 1 x 10 kg large cabin bag (55 x 40 x 20 cm) This fare also allows you to board with priority. 

     

    4: Transavia

    Changes to cabin luggage policy as of April 3 | Transavia

    • basic fare: 1 x underseat cabin bag (40 x 30 x 20 cm)
    • max fare: 1 x underseat cabin bag (40 x 30 x 20 cm) and 1x cabin bag (55 x 35 x 25 cm) This fare also allows you to board with priority. Together this may weigh up to 10 kg.

    5: Vueling 

    • basic fare: 1 x underseat cabin bag (40 x 20 x 30 cm)
    • space one or space plus fare:1 x underseat cabin bag (40 x 20 x 30 cm) and 1 x 10 kg large cabin bag (55 x 40 x 20 cm) This fare also allows you to board with priority. 

     

    6: Wizz 

    At this moment it is not possible to book extra hand luggage and speedy boarding via AirGo. If you book the Go fare, check in 1 piece of luggage is included, but not the speedy boarding/extra hand luggage.

    If you want to add extra baggage afterwards, it has to be done via the website of the low-cost airline and payment has to be done by credit card, which is very time-consuming, also with the administration of the credit card. 

  • Online check-in
  • Important information for travelers & bookers
  • Contact 24/7

    You can always reach VCK Travel, including weekends and on public holidays. Outside regular office hours, your call will be automatically forwarded to VCK Travel’s 24×7 service. The employees, who speak both Dutch and English, will be happy to assist you.

    VCK Travel Contact information: 

    Phone: +31 88 1201 901

    E-mail: amsterdam@vcktravel.nl

    Website: www.vcktravel.nl

   Airport taxi / touringcar  

Touring car rental

Car rental

If you want to hire a car abroad, you are free to choose a rental company yourself. We can also make your reservation through our agent VCK Travel. 

Train travel

Train travel can be booked using your own NS business card. Sometimes it occurs that NS International cannot offer a specific route. In that case you are allowed to book your train tickets elsewhere and declare the costs. 

Mode of travel

UT stimulates travelling by train for destinations within Europe. To help you select the best mode of travel for your destination, UT has developed the Train Map: a map that shows the cities that members of UT’s community regularly travel to. These cities are divided into three categories: cities where UT considers the train the default mode of travel, cities where the train is recommended and cities where the train is considered a challenging option. 

FAQ  

  • Travel Formalities (Passport, ID-card, VISA)

    Before requesting your business travel, please check the validity of your passport or ID-card. For more information: What travel documents do I need when travelling outside the Netherlands? | Government.nl

    VISA

    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 send it to you digitally, so you can send 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 type 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:

    E-VISA

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

  • Where can I find travel advise?

    For the most up-to-date travel advice (only available in Dutch) please visit following website: 

    Reisadviezen | NederlandWereldwijd

  • How to change or cancel my booking?

    Please contact the UT Travel Unit department to check the change and refund conditions of your booking. 

  • How to book a seat?

    You can choose a regular seat for free when you check in online. You can usually check in online starting 24 - 72 hours before departure (depending on the airline) 

    Online check-in | VCK Travel

    Economy class is generally used for flight tickets. For intercontinental flights with a duration of more than six hours, economy class with comfort seats (extra legspace) can be requested. Business class is only allowed in case of medical indication.  If there is approval for the use of business class, please note that evidence must be added to the declaration.

  • How to get my vaccination?

    Please visit website mentioned below: 

    Vaccinatie nodig? - Travel Health Clinic - Beschermd op reis (thci.nl) 

    Tel +31 (0)88 - 291 4900 (only for vaccinations)

  • Other useful links
  • I have a question about an invoice...

    The financial departement of your faculty / department / group can answer all your questions regarding financial matters. 

  • How to check in online?

    You can usually check in online starting 24 - 72 hours before departure (depending on the airline) 

    Online check-in | VCK Travel

Newsletters 

Updates are usually published in Dutch.

  • Nieuwsbrief 17 - 22 juli 2022 - Low Cost Airlines special

    Low-Cost Airlines with focus on hand luggage

    Each low-cost airline has its own rules regarding hand luggage. Most low-cost airlines only allow a small under-seat bag instead of a normal cabin bag. Always check in advance what the passanger needs. For short trips, most do not want to check in their luggage but want to take their belongings with them in the cabin.

    Below you will find the information per low-cost airline. If you click (with Ctrl+Click) on the picture of the name of the airline, the page with the information for that airline is linked.

    We ask our UT Travel Arrangers to book these options at the same time as booking the flights. 

    1: Easy Jet 

    • standard fare: 1x 15 kg underseat cabin bag (45 x 36 x 20 cm) 
    • standard plus fare: 1 x 15 kg underseat cabin bag (45 x 36 x 20 cm) and 1x 15 kg large cabin bag (max. 56 x 45 x 25 cm) This fare includes an Up Front seat and Speedy Boarding. If you sellect "show more fares" in AirGo you can book this fare. 

    2: EuroWings

    • basic fare: 1 x underseat cabin bag (40 x 30 x 25 cm)
    • smart fare:1 x underseat cabin bag (40 x 30 x 25 cm) and 1 x 8 kg large cabin bag (55 x 40 x 23 cm) and 1 x 23 kg checked bag. This fare includes Priority Boarding and Seat Reservation. 

    3: Ryan Air

    • basic fare: 1 x underseat cabin bag (40 x 20 x 25 cm)
    • regular fare:1 x underseat cabin bag (40 x 20 x 25 cm) and 1 x 10 kg large cabin bag (55 x 40 x 20 cm) This fare also allows you to board with priority. 

     

    4: Transavia

    Changes to cabin luggage policy as of April 3 | Transavia

    • basic fare: 1 x underseat cabin bag (40 x 30 x 20 cm)
    • Extra stuk handbagage bijboeken is nog niet mogelijk in AirGo! Info via TravelUnit!

    5: Veuling 

    • basic fare: 1 x underseat cabin bag (40 x 20 x 30 cm)
    • space one or space plus fare:1 x underseat cabin bag (40 x 20 x 30 cm) and 1 x 10 kg large cabin bag (55 x 40 x 20 cm) This fare also allows you to board with priority. 

     

    6: Wizz 

    At this moment it is not possible to book extra hand luggage and speedy boarding via AirGo. If you book the Go fare, check in 1 piece of luggage is included, but not the speedy boarding/extra hand luggage.

    If you want to add extra baggage afterwards, it has to be done via the website of the low-cost airline and payment has to be done by credit card, which is very time-consuming, also with the administration of the credit card. 


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