Purchasing contact

The Travel Team 
Email: travelsetup@imperial.ac.uk

Check with your local administration support as they may handle bookings for you.

Motor insurance

Driving abroad

The driving standards and the requirements for driving abroad (including minimum age requirements) vary between countries.  For example you may be required to carry spare contact lenses or glasses, warning triangle, reflective jacket, winter tyres, spare bulbs etc.  Some countries also require original versions of insurance documents, MOT and registration certificates to be carried. This is particularly important if a vehicle is hired in the UK and taken to Europe.  Some countries enforce excess speeding with immediate fines and possible confiscation of the vehicle.

For more details of local requirements and customs, particularly in the event of a breakdown or road traffic accident, please see Driving Abroad on the FCO website.

For country-specific guidance on the expected road conditions, regulations and other requirements, the College has now obtained the Road Travel Reports created by the Association for Safe International Road Travel (ASIRT).  See Driving abroad on the Safety website.

Hiring vehicles abroad

If you have to hire a car while on business, you must obtain approval from the relevant approver before you arrange the hire.  If hiring a car is the cheapest and most environmentally friendly way of reaching your destination, book through the College’s approved car hire providers.  The class of vehicle booked should be the minimum size and specification necessary to allow duties to be performed.

You must follow the conditions outlined in the Expenses Policy under Car hire.

Booking a vehicle

If you wish to hire a car outside of the UK, please contact Egencia who will be able to assist you with your booking.  Car hire will have to be paid by credit card when the car is picked up.

Car hire can be booked online.  Payment for car hire is by individual credit card.
It is not possible to extend the period of a rental car online in the Egencia online booking tool. In such cases please contact the car hire company directly to arrange this. Car rentals may be cancelled online as long as the cancellation request falls within the supplier’s terms of cancellation.

1.  Ensure that you have a travel profile set up to use Egencia.  See Traveller profile registration.

2.  Log in to the Egencia Online Booking Tool (opens in a new window) using the username and password supplied by Purchasing as part of your traveller profile setup.

3.  Choose the vehicle:

  • Select the Cars tab
  • Enter the pick up date, pick up location and drop off date
  • Choose the appropriate car from the listed results.  A full range of Egencia rates with Avis and Hertz are available
  • Request navigation system if required
  • Confirm the booking - payment will be made on vehicle selection

Car parking at airports and or railway stations will be required from time to time.  Where parking fines or other motoring offences are incurred during a hire period. The costs will be the responsibility of the driver of the vehicle. An administrative charge may be levied in addition to the cost of the resultant fine.