Step 1 – Consider travel-free alternatives
Before booking travel, you must always assess whether the travel can be replaced by digital meetings.
As of 1 January 2019, new regulations apply to all travel paid for by Lund University (for staff and external guests as well as students). They apply both to modes of transport and accommodation.
Step 2 – Manager approval
Travel must be approved by your line manager who has responsibility for ensuring you follow the regulations and for approving any deviations.
Step 3 – Consider the environment, safety and cost
If travel is approved, consideration must be given to the work environment and environment, as well as to cost efficiency.
Fossil-free modes of transport should be the first option. Trains should be the first option for domestic travel. Flights may be considered if the time saved is at least two hours on both the outbound and inbound journeys. The total travel time shall be compared (including connecting transport and waiting times).
Consider cost efficiency and pay attention to all aspects of the trip: transport to and from train stations/airports, accommodation, working hours, allowances etc.
Step 4 - Book
Travel must be booked via the travel agency with which Lund University has a procured agreement regardless of the mode of transport. This way, safety requirements and insurance are automatically included.
Cars shall be used restrictively for financial, environmental and safety reasons. Our procured rental cars shall always be green vehicles.
You can hire a plug-in hybrid car via LU Service. Bookings are made through Lupin.
Things to consider before and while travelling
There are also some practical things to consider and prepare before travelling, such as vaccinations and visas.
You will be covered by travel insurance via the procured travel agency. As an employee, you are also insured via Kammarkollegiet’s business travel insurance.
For travel-related expenses while travelling, it is recommended you apply for a charge card.
You are eligible for subsistence allowances and travel cost reimbursements for business travel.
Extend a business trip
If the traveller, for personal reasons, wishes to travel earlier or stay longer in connection with a business trip the line manager must approve this. The prolonged duration of the stay must be in reasonable proportion to the length of the business trip. You are responsible for the additional costs that occur due to the extension of the trip.
Accommodation shall be booked via the University’s procured travel agency. Hotel rooms should be of good middle-class standard (three or four star).
When it is not possible to book accommodation in advance or when the hotel is allocated for an external conference, you will have to report the expense through the University travel expense report system after returning home.
When you return home from your trip
Tickets and other travel-related expenses shall be invoiced whenever possible. If this is not possible, you may report expenses in the travel expense report system.
If you are unhappy with your trip or booking, it is important that you file a complaint. Below is a complaints form to be sent to customer_service [at] egencia [dot] se and evelina [dot] kelvgard [at] eken [dot] lu [dot] se.
Booking for visitors
If you have a guest whose travel and accommodation is to be covered by the University, bookings shall be processed in the same way as above via the procured travel agency.
For short-term and long-term accommodation with cooking facilities in Lund, Lund University has some guest accommodation to offer. Hotel bookings shall be booked according to the public hotel agreement.
Contact - Business Travel
Book travel via the travel agency Egencia
Self-booking (if you have created a traveller profile):
Telephone +46 40 608 57 50
Email: customer_service [at] egencia [dot] se
Booking taxis within Skåne
Rental car via LU Service
campusservice [at] service [dot] lu [dot] se
Help with interpreting regulations
Employees are to address any questions on interpretation of the regulations and general advice to their line manager. Managers can email their own questions to resor [at] lu [dot] se.
Lund University Guest House
Lund University Guest House is located at Sparta, close to the Faculty of Engineering as well as Ideon and the School of Economics and Management, and a quick walk or bike ride from the rest of the University. Lund University Guest House offers simple rooms at a modest price.
In connection with your trip you may be speaking about Lund University. If this is the case, you can make use of general presentation material. You will find this here: