Sustainable Business Travel

1.       Overall Purpose

The University of Aberdeen is committed to achieving net zero carbon emissions before 2040 as outlined in the Aberdeen 2040 strategy.  Travel (both domestic and international) currently underpins a cross-section of University activities, including education, research and student recruitment.  However, the environmental impact of travel, particularly in relation to carbon emissions, means that a fresh approach to how we conduct these essential elements of our core business is required.

Therefore, the Sustainable Business Travel Working Group has been established to make recommendations to the Sustainability Steering Group on (i) a revised institutional approach to ensuring that travel identified as being essential to University core business is undertaken in a sustainable manner and (ii) ensuring that appropriate carbon off-setting activities are implemented where required.

Specifically, the Sustainable Business Travel Working Group will:

1.1 Consider the links between, and impacts arising from, University travel for business purposes and carbon emissions;

1.2 Consider the findings and recommendations arising from internal and external reviews of sustainable travel e.g. carbon-offsetting for business travel to support research grant applications (in line with new funding body requirements) and the Aurora Network Travel Codex;

1.3 Develop a suite of Guiding Principles to underpin and inform the institutional approach to travel for business purposes and the associated approach to carbon off-setting;

1.4 Draw on input from internal and external stakeholders and oversee the commissioning of any external specialist support as appropriate to:

• Identify core essential activities which will involve a partial or full requirement for staff/students to travel (domestic and/or international) on University business;
• Identify core essential activities which could successfully be delivered via an alternative approach not involving travel; and
• Consider recognised best practice, legislative requirements and the expectations of external funding bodies in relation to reducing carbon emissions and carbon-offsetting practices associated with business travel.

1.5 Recommend appropriate communication, consultation and staff engagement mechanisms to support the implementation of the Guiding Principles of Sustainable Business Travel.

2.       Composition and Membership

2.1     The Sustainable Business Travel Working Group will comprise the following:

• Gary Macfarlane, Dean of Interdisciplinary Research & Research Impact (Chair)
• Alan Speight, Vice-Principal (Global Student Recruitment)
• Adam Price, UCU Representative on Sustainability Steering Group
• Qatar Campus Representative on Sustainability Steering Group
• Josefine Bjorkqvist, PGR Representative on Sustainability Steering Group
• John Barrow, Dean for Entrepreneurship & Employability
• Liz Rattray, Director of Research & Innovation
• Helane Gannicliffe, Head of Procurement
• Fraser Lovie, Policy Adviser
• Chris Osbeck, Transport & Waste Manager
• Joe Whimster, Head of International Recruitment
• Sacha Nicol, HR Partner
• Nadia Degama, Qatar Campus Representative
• Heather Crabb (Clerk)

The Working Group recognised that there would be diverse views on sustainable business travel across the University community and was committed to taking its work forward in an open and transparent manner that would enable as many perspectives and views to be gathered as possible.  The consultation process involved a diverse range of staff and Postgraduate Research (PGR) students and included:

• Online Survey – to gauge views and attitudes across the University towards the role and importance of business travel;
• Focus Groups – which considered the following themes:
  • Incentives to Travel Less or to Travel via Sustainable Modes
  • Hybrid Conferencing
  • Equitable Travel
  • Tackling Internal UK Flights
  • Authorisation & Management of Travel
• Written Submissions – via a dedicated and confidential mailbox.

The Guiding Principles of Sustainable Business Travel aim to:

• inform individual actions and decisions regarding business travel, and
• encourage buy-in from the University community in relation to enhancing the future sustainability of business travel.

They recognise the importance of:

• balancing the need to travel for business purposes with the imperative to reduce emissions in line with our obligations to act sustainably,
• the context of the geographical challenges facing staff based in Aberdeen whilst also ensuring that the opportunities presented by the levelling of the playing field (as other institutions make similar changes) are fully exploited, and
• ensuring that there is equity in the approach adopted across grade boundaries and protected characteristics, including caring responsibilities. 

They also reflect a growing expectation (internal and external to the University) that many of the changes in behaviour imposed by the Covid-19 pandemic e.g. online/hybrid activities, will become embedded as normal practice. 

The importance of travel (and particularly air travel) in successfully delivering some business-critical and/or academic development activities is recognised within the Guiding Principles. Therefore, they set out a balanced approach which meets the expectations placed upon us as an institution by our staff and external bodies in relation to the journey to net zero, but also recognises the complexity of various factors governing the choices that have to be made about (i) whether to travel and (ii) travel modes if the travel is unavoidable.

‘Business travel’ has been defined as any travel by University of Aberdeen staff (regardless of destination, mode or class) away from University campuses, taken in association with University business, and for which the University pays directly. It is the expectation that all such travel will be undertaken within the ethos and framework underpinning the Guiding Principles of Sustainable Business Travel.

Staff Business Travel

The definition of business travel includes, for example:

• travel to attend a conference,
• attending meetings,
• undertaking a recruitment trip,
• teaching at an overseas campus,
• visiting overseas research facilities,
• visits to use/view specialist equipment,
• attending fieldwork sites,
• visiting research archives etc.

It does not include:

• commuting,
• travel by University employees paid for by a third party to undertake activity on their behalf e.g. as an External Examiner

If individuals travel on business between the University and another organisation where that external organisation is responsible for funding/reimbursing travel, we will encourage members of staff to align their travel decisions with the Guiding Principles and Travel Hierarchy.  However, it is recognised that this may require specific approval from the external organisation if, for example, the total sustainable travel cost is higher than it otherwise would be.  

Non-University Staff Travel

It is the expectation that the University’s approach to encouraging sustainable business travel (as outlined in the Guiding Principles and Travel Hierarchy) will be brought to the attention of individuals from external organisations prior to them undertaking any work for the University to enable them to reflect on the validity and proposed mode(s) of their travel to Aberdeen e.g. External Examiners and external contractors.

Introduction

As outlined in the Aberdeen 2040 strategy, the University of Aberdeen is committed to achieving net zero carbon emissions before 2040.  To support the achievement of this ambition, the University has set an intermediate target of a 40% reduction in carbon emissions from business travel by 2025 (based on the 2018/19 baseline emissions figures*).   This commitment is set in the context of a wider range of external factors, including a recognition of the global and significant impact of climate change and the climate emergency, the expectations placed upon us to support the achievement of national emissions targets, statutory duties placed on public bodies, and the expectations of funders in this sphere.  The impact of the Covid-19 pandemic, particularly the changes which it necessitated in terms of travel behaviours and working practices (and the extent to which they are likely to be embedded as cultural norms), is also an important factor in considering the level and shape of future business travel.

Business travel (both domestic and international) currently underpins a cross-section of University activities, including education, research and student recruitment.  However, the environmental impact of travel, particularly in relation to carbon emissions, has required us to consider the travel associated with all aspects of University activity, including these essential elements of our core business.  Therefore, the Sustainable Development Committee established a Sustainable Business Travel Working Group to develop recommendations on the institutional approach to business travel in future.

We recognise that a ‘one size fits all’ approach to decisions about business travel is not appropriate in view of the diverse nature of the activities undertaken in each area of the University and the unique personal circumstances of each individual.  Nevertheless, establishing a framework to underpin the decision-making process (where it is possible and appropriate to do so) is important in terms of ensuring transparency, effectiveness and consistency across the University as we continue to reduce our institutional carbon footprint.  

We anticipate that the Guiding Principles of Sustainable Business Travel and accompanying Travel Hierarchy will support the implementation of a change process which will encourage a positive change in both individual and institutional behaviours in relation to future business travel.  This guidance will be regularly reviewed and updated by the Sustainable Development Committee to ensure that it continues to effectively underpin the University’s efforts to reduce carbon emissions associated with business travel.

Karl Leydecker
Senior Vice-Principal and Chair of the Sustainable Development Committee

3 November 2022

*2018/19 was the last full year of carbon emissions data pre-Covid 19 pandemic.

GUIDING PRINCIPLES OF SUSTAINBLE BUSINESS TRAVEL

The Guiding Principles of Sustainable Business Travel are designed to reflect the University’s expectation that all colleagues will now routinely consider sustainable business travel options and reach decisions on whether (and how) to travel within the framework and ethos underpinning the 4 Guiding Principles:

Section 1 - Aims & Objectives

The Guiding Principles of Sustainable Business Travel aim (i) to inform individual actions and decisions regarding business travel, and (ii) to encourage buy-in from the University community in relation to enhancing the future sustainability of business travel.  Both the Guiding Principles and accompanying Travel Hierarchy were developed by the Sustainable Business Travel Working Group following a University-wide consultation process involving a diverse range of members of staff and Postgraduate Research (PGR) students.  

The Guiding Principles and Travel Hierarchy are underpinned by a recognition of the importance of (i) balancing the need to travel for business purposes with the imperative to reduce emissions in line with our obligations to act sustainably, (ii) the context of the geographical challenges facing staff based in Aberdeen whilst also ensuring that the opportunities presented by the levelling of the playing field (as other institutions make similar changes) are fully exploited, and (iii) ensuring that there is equity in the approach adopted across grade boundaries and protected characteristics, including caring responsibilities.  

The Guiding Principles & Travel Hierarchy reflect a growing expectation (internal and external to the University) that many of the changes in behaviour imposed by the Covid-19 pandemic e.g. online/hybrid activities, will become embedded as normal practice.  They also recognise the importance of travel (and particularly air travel) in successfully delivering some business-critical and/or academic development activities. Therefore, they set out a balanced approach which meets the expectations placed upon us as an institution by our staff and external bodies in relation to the journey to net zero, but also recognises the complexity of various factors governing the choices that have to be made about (i) whether to travel and (ii) travel modes if the travel is unavoidable.

Section 2 - Scope & Definitions

‘Business travel’ has been defined as any travel by University of Aberdeen staff (regardless of destination, mode or class) away from University campuses, taken in association with University business, and for which the University pays directly. It is the expectation that all such travel will be undertaken within the ethos and framework underpinning the Guiding Principles of Sustainable Business Travel.

The definition of business travel includes, for example, travel to attend a conference, attending meetings, undertaking a recruitment trip, teaching at an overseas campus, visiting overseas research facilities, visits to use/view specialist equipment, attending fieldwork sites, visiting research archives etc. 

It does not include commuting, nor does it include travel by University employees paid for by a third party to undertake activity on their behalf e.g. as an External Examiner - if individuals travel on business between the University and another organisation where that external organisation is responsible for funding/reimbursing travel, we will encourage members of staff to align their travel decisions with the Guiding Principles and Travel Hierarchy.  However, it is recognised that this may require specific approval from the external organisation if, for example, the total sustainable travel cost is higher than it otherwise would be.  
It is the expectation that the University’s approach to encouraging sustainable business travel (as outlined in the Guiding Principles and Travel Hierarchy) will be brought to the attention of individuals from external organisations prior to them undertaking any work for the University to enable them to reflect on the validity and proposed mode(s) of their travel to Aberdeen e.g. External Examiners and external contractors.

Section 3 - Guiding Principles

Guiding Principle 1

Informed choices about what travel is required, and the way in which it is undertaken, will be made within a framework which takes account of the importance of business travel, its environmental impact, and consideration of alternative ways of undertaking the activity. 

1.1    Prior to decisions being reached on business travel, all staff and Line Managers will be expected to reflect on the Guiding Principles and Travel Hierarchy to reach an informed view on travel decisions.  These decisions will take account of the requirements to:
1.1.1    conduct business-critical activity efficiently and effectively;
1.1.2    be cognisant of specific individual circumstances in relation to travel mode (e.g. disabilities, caring responsibilities); and
1.1.3    reduce travel where it is possible to do so.

1.2    We will promote and embed the institutional expectation that:    
•    carbon emissions from business travel will not return to pre-pandemic levels;
•    alternatives to business travel will be adopted wherever they exist, are viable and/or are being widely adopted elsewhere in the sector e.g. online participation in conferences.
 
1.3    Information about the environmental impact of business travel and the choices available will be developed and publicised via a variety of media, including the use of the Travel Hierarchy, case studies (including examples of senior managers ‘leading by example’) and awareness-raising events.

1.4    We will continually review and enhance the University’s physical infrastructure and provision of support to hybrid/online events to embed the Travel Hierarchy principles and associated guidance and ensure that they become a genuinely viable alternative to business travel.

1.5    Every effort will be made to incentivise and reward sustainable business travel choices to encourage positive and sustained behaviour change across the University.

Guiding Principle 2

Informed choices about business travel will be taken within the context of the Aberdeen 2040 strategy and our commitment to achieving net zero carbon emissions before 2040. We will adopt a fair and transparent approach to monitoring our progress to meeting this commitment. 

2.1    Effective carbon emissions recording and monitoring systems will be established and maintained to support the collection of information on a range of activities with a carbon footprint.

2.2    Schools and Directorates will be invited to consider their contribution towards sustainability and net zero (including how they intend to address business travel) as part of the annual School/Directorate Planning process.

2.3    We will raise awareness of the impact of business travel (and particularly air travel, including variances by class of travel) on the environment with a view to reducing emissions and minimising our environmental impact as an institution.

2.4    We will clearly communicate our expectation that where an activity can reasonably be undertaken without incurring the need to travel by air (i.e. there will be no significant detrimental impact), an alternative mode of transport and/or virtual participation will be used instead.

Guiding Principle 3

 Our business travel procedures will be underpinned by a fair, transparent, inclusive and accessible process that takes account of the needs of the individual, teams and the University. 

3.1    Policies, processes and procedures underpinning business travel will be bespoke to Aberdeen’s institutional circumstances and will consider the specific challenges (and potential opportunities) associated with Aberdeen’s geographical position, key business critical activities, and their impact on individuals.

3.2    We will raise awareness of the relevant key processes and services available to support staff and line managers in reaching sustainable business travel decisions, including:
•    the business travel and reimbursement claims processes;
•    the services and benefits offered by the University’s appointed travel provider. 

3.3    We will ensure that, through training and the provision of regular reminders, Line Managers are made aware of their responsibility to:
•    discuss the utility and value of proposed business travel (particularly by air) with members of their team on a regular basis, and in line with the Expenses & Benefits Policy; and
•    only authorise First and/or Business Class air travel which complies with the institutional Expenses & Benefits Policy.

3.4     We will ensure that Principal Investigators (working closely with Heads of School and Professional Services advisers e.g. Research & Innovation) are made aware of their responsibility to consider options to reduce business travel at an early stage of developing grant applications, and that where travel is planned the associated costs are based on accurately costed and sustainable travel options.

Guiding Principle 4

We will ensure that our approach and expectations in relation to sustainable business travel are communicated in an open and transparent way. 

4.1    We recognise that enhancing transparency and understanding of the impact of business travel by making accurate data more widely available is likely to positively influence attitudes and encourage behaviour change.  Therefore, we will ensure that information and data outlining the carbon footprint associated with business travel and our progress towards the achievement of the net zero target is published in an open and transparent way via:
•    Twice-yearly publication of data at School/Directorate level; and
•    An annual report at institutional level.

4.2    The Sustainable Development Committee will review the Guiding Principles of Sustainable Business Travel on an annual basis to ensure that they continue to effectively underpin the University’s efforts to reduce carbon emissions associated with business travel.

4.3    The outcomes of the review process, and any changes made to the Guiding Principles, will be communicated to the University community in an open and transparent manner.

It is the University’s expectation that all colleagues will now routinely consider sustainable business travel options and reach decisions on whether (and how) to travel within the framework and ethos underpinning the 4 Guiding Principles.  Colleagues can support the implementation of the Guiding Principles in the following ways:

• Prior to reaching decisions on business travel, reflect on the Guiding Principles & Travel Hierarchy to reach an informed view that takes account of the requirements to:
  • Conduct business-critical activity efficiently and effectively,
  • Be cognisant of specific individual circumstances in relation to travel mode (e.g. disabilities, caring responsibilities),
  • Reduce travel where it is possible to do so.
• Be aware of the University’s expectation that staff at all levels and across all areas will comply with the ethos and principles underpinning the Guiding Principles & Travel Hierarchy.
• When an activity can reasonably be undertaken without incurring the need to travel by air (i.e. there will be no significant detrimental impact), use an alternative mode of transport and/or virtual participation instead.
• When applying for external grant funding, ensure that options to reduce business travel are considered at an early stage of developing grant applications, and that where travel is planned the associated costs are based on accurately costed and sustainable travel options.
• Consider rail travel as the norm for all journeys which would take under 6 hours (unless there are exceptions for clearly defined extenuating circumstances).

It is the University’s expectation that all Line Managers will promote and support the implementation of the Guiding Principles within their team.  Line Managers can support the implementation of the Guiding Principles in the following ways:

• Encourage staff members who are taking decisions on business travel to reflect on the Guiding Principles & Travel Hierarchy to reach an informed view that takes account of the requirements to:
  • Conduct business-critical activity efficiently and effectively,
  • Be cognisant of specific individual circumstances in relation to travel mode (e.g. disabilities, caring responsibilities), and
  • Reduce travel where it is possible to do so.
• Lead by example in taking decisions relating to business travel that are sustainable and in line with the Guiding Principles & Travel Hierarchy.
• Only authorise First and/or Business Class travel where it complies with the Expenses & Benefits Policy.
• Promote the University’s expectation that staff at all levels and across all areas of the University will comply with the ethos and principles underpinning the Guiding Principles & Travel Hierarchy.
• Promote the University’s expectation that where an activity can reasonably be undertaken without incurring the need to travel by air (i.e. there will be no significant detrimental impact), an alternative mode of transport and/or virtual participation will be used instead.
• Discuss the utility and value of proposed business travel (particularly by air) with team members on a regular basis and in line with the Expenses & Benefits Policy.
• Promote the University’s expectation that rail travel should be considered the norm for all journeys which would take under 6 hours (unless there are exceptions for clearly defined extenuating circumstances).