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Rep Election 2018: Vote Now

For your team

Teams are expected to make their own travel arrangements to all home and away fixtures with the exception of those playing at Shenley. In certain circumstances e.g. for more expensive long distance journeys you can ask the Student Activities team to pre-arrange travel for you (minimum of 7 working day’s notice). Travel to all away fixtures outside Zone 6 is eligible for travel reclaims (see the guide on how to reclaim travel expenses).

Step 1

If you are a sports team who regularly plays fixtures at Shenley, coaches will be booked every week for everyone going. You need  to confirm your intention to travel at least 48 hours prior to your fixtures and will be allocated coach places accordingly. If you have not confirmed, no coach spaces will be booked for your team.

Step 2

If you need to travel to a field further than London to a sports match you can either:

  • Buy train tickets on the day and reclaim them with a travel reclaim form.travel reclaim form
  • You can buy them in advance using the Student’s Union UCL credit card (best for longer distances and/or tournaments requiring overnight stay). Any request must be made at least 7 workings days in advance of travel to the Sports Administrator.

To use the Student’s Union UCL credit card, you will need to hand in a payment request form at the Student Activities Centre, along with:

  • The details of where you are going.
  • How many are travelling.
  • And when you want to travel.

Student Activities staff will order tickets for you and contact you once tickets have arrived to arrange collection. Please note that any advance travel will only cover the cost up to the price of a Young Person’s Railcard.

Step 3

If you are travelling further than London, but not for a sports match, the money for your train tickets MUST come from your Club’s Non-Grant Account.  In this instance you can either:

  • Buy train tickets on the day and reclaim them with a travel reclaim form.

  •  You can buy them in advance using the Student’s Union UCL credit card using the procedure described above.

To use the Student’s Union UCL credit card, you will need to hand in a payment request form to Students Activities reception, and at the same time, make a surgery appointment with the Finance Assistant.

Your tickets will be booked by the finance assistant during your appointment.

Step 4

If you do not wish to travel by train, please see the guide on how to hire a vehicle for your events or activities.

Please note, Student’s Union UCL will only pay for travel if you are a sports team who plays fixtures against other universities (BUCS/LUSL matches) and the cost does not exceed the amount of travelling by train using a Young Person’s Railcard. Otherwise the club must cover the costs of hiring a vehicle or paying for train travel either through requesting a sum in the annual grant, or by using money from the non-grant account.

For your supporters

In most cases clubs’ supporters will be expected to make their own way to venues to watch matches. However should there be spare seats on coaches supporters may be able to travel to Shenley with the club free of charge.

Step 1

Any requests for supporters places on coaches should be made by email to teamucl@ucl.ac.uk. Such requests must be made at least 48 hours in advance of any fixture. Student’s Union UCL reserves the right to cancel any reservations for supporters on coaches, should the late cancellation of fixtures, or late additional fixtures affect the transport requirements of teams playing at Shenley. Spare coach places will normally be allocated on a first-come-first-served basis.

Step 2

Supporters, as with teams, are expected to make their own travel arrangements to away fixtures. Unlike playing team members, supporters and coaching staff do not qualify for travel reimbursement. Only club members actually participating in fixtures qualify for reclaims, take a look at the how to guide for reclaiming travel expenses here.