Transport 

If you need to use a vehicle for group-related activities, you have a few options.



We ask that where possible, all bookings are made no more than 4 weeks in advance. This is to reduce the chance of fixtures, events or bookings being alterted or cancelled and therefore the vehicle booking needing to be updated by the finance team, travel partner, York SU Helpdesk and the Club/Society. (If you would like to book more than 4 weeks in advance, please email us on transport@yorksu.org first to discuss your needs).


Quotes are able to be obtained by simply emailing transport@yorksu.org with details of date, time, location and number of seats required. These can be obtained many months before the event date and does not require you to fill in the full booking form. Please be advised that quotes are only valid for 28 days and so if you choose to go ahead with this quote, you would need to submit a full booking form with us at York SU to finalise the booking. Quotes are a great way of finding out roughly how much transport could cost, but know that these quotes are subject to change should dates, locations, or specifications change and also depends on how many bookings the companies already have on that particular date.


We also ask that all bookings are made at least 2 weeks before the date of the event. This allows time for our team to liase with all the different organisations which are involved in the process. Please work with us to always begin bookings at least 2 weeks before and by responding to emails/phone calls promptly. We would therefore expect all bookings to be confirmed and finalised 1 week before the booking event. This means that you can then sit back and prepare for your event, knowing that all your transport requirements have been finalised. Any booking that is not completed before the 1 week cut off may risk either increased costs due to the travel partners having limited availability OR risk their booking not being able to be completed and no transport being provided. York SU doesn't accept responsibility for bookings not being confirmed when placed less than 2 weeks before the date and when it hasn't been confirmed at least 1 week before the date.


For further information on the Transport Booking process at York SU, please refer to the below guides that have been put together by the Help desk team who manage all bookings and registrations.


Coach Booking Guidance


Self driving Bookings Guidance


Driver information pack


Personal Vehicle Registration Form

Using Your Own Vehicle

You need to complete the online vehicle registration form, each academic year, which can be found here. You’ll need to provide your driving licence, current MOT certificate, and insurance certificate before driving members around. If there are any changes to your driving licence, MOT, or insurance, you must inform York SU Helpdesk through the transport@yorksu.org email.


You are required to register your own vehicle with us prior to your journey and you will not be able to claim fuel expenses back unless your vehicle is registered. It can take a full week (or longer during busy periods) for the Helpdesk team to process your registration, so please aim to do this in advance of any planned journeys.

For fuel reimbursements, we use the rates currently recommended by HMRC. Please make note of your mileage before and at the end of your journey, then contact finance@yorksu.org in order to claim the money back from your group's account. 

Coach and Driver Hire

We have an agreement with York Pullman coaches which enables ratified student groups to get a discount on coach hire when booked through York SU. Please do not source quotes independently from Pullmans, but instead, go through the below process.



More information can be found in our Coach Booking Guidance. 

Hiring a Self-Drive Vehicle

Any member of a York SU club/society/group can drive a hire vehicle for that club/group/society, provided they are over 18 years of age and have held a full UK driving licence for at least 12 months. 


For anyone wishing to drive a hire vehicle, they must register with York SU first. This is to ensure the individual is covered by our insurance policy and in order to reclaim fuel costs (more about this later on). 


In order to register, members must complete the driver registration form and (if the driver is a non-standard driver) the NS Driver Form and return them, along with a copy of their driving licence, to transport@yorksu.org Ideally, this should be done before booking the car to ensure there is plenty of time to process the paperwork.


York SU asks that anyone intending to drive registers at the start of term, wherever possible. York SU also requires updated copies of all driver registration documents each academic year.


We have an agreement with Enterprise which allows us to hire self-drive vehicles (5, 7 or 9 seater cars, trucks, and vans) for group-related activities. For more complex bookings, e.g. vehicles with towbars, roof bars, or more complex requests - Enterprise require at least 2 weeks notice. This means that YorkSU needs at least 3 weeks notice to process the booking. To use one of these vehicles, the following process needs to take place:



More information can be found in our Self Drive Hire Guidance. 

Questions?

Contact your link staff member, Geoff Ward (g.ward@yorksu.org) or our Events Team (events@yorksu.org)