add gray dawes instructions

content/docs/working_at_the_turing/expenses.md

@@ -13,6 +13,8 @@ weight: 1
 
 # Expenses
 
+## Out-of-pocket expenses
+
 Out-of-pocket expenses should be reclaimed using Certify. You should submit an expense claim on Certify for expenses incurred within a given month as soon as possible, and no later than 60 days after the expense is incurred (except for visa costs, which can be claimed up to a year after starting employment).
 
 In the first instance, look at the information provided by the Finance team about how to use Certify on Mathison:
@@ -21,6 +23,28 @@ https://mathison.turing.ac.uk/Interact/Pages/Content/Document.aspx?id=2169
 
 (This also includes links to Certify's own user guides and videos)
 
+## Booking Travel and Accommodation
+
+Gray Dawes is the Institute's pre-paid travel and accommodation booking system, allowing staff to book without incurring personal costs.
+
+:warning: Important: Staff are not automatically added to Gray Dawes.
+If you need to make a booking, please email the [Finance Team](mailto:[email protected]) to request an account.
+It can take 5-7 working days for your account to set up, so make sure you do this in advance.
+
+Detailed instructions for making a booking can be found on [Mathison](https://mathison.turing.ac.uk/page/2738).
+The most straight forward way to do this is as follows:
+
+1. Complete the [Gray Dawes Approval Form on Mathison](https://mathison.turing.ac.uk/Utilities/Uploads/Handler/Uploader.ashx?area=composer&filename=Gray+Dawes+approval+form.xlsx&fileguid=49b359b3-59c3-439e-8a16-810ba5f0ae26) and save the file.
+1. Use [Docusign](https://apps.docusign.com/send/home) to request approvals:
+    1. Click the "Start" dropdown and select "Send an Envelope".
+    1. Upload the Excel document from step 1.
+    1. Untick the box that says "Travel form template".
+    1. Add 4 recipients: yourself, your principal (see the [Team reporting structure](https://github.com/alan-turing-institute/research-engineering-group/wiki/Team-reporting-structure) if unsure), your director, and [Expenses](mailto:[email protected]).
+    1. Request signatures from yourself (applicant) and your principal and director (approvers).
+    Add a new row for a second approver if required.
+    1. Sign, submit, and send the document.
+1. Once approved, proceed to book on [Gray Dawes](https://www.gdg.travel/login/).
+
 ## Related content
 
 - [REG-specific information](https://github.com/alan-turing-institute/research-engineering-group/wiki/Reclaiming-out-of-pocket-expenses)