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FAQ - Business travel

Travel regulations

The travel regulations and general advice on travel can be found in the Rules and Regulations section of the Staff Pages. The primary contact for employees with questions on interpreting the rules and regulations is their line manager.

Regulations for business travel at Lund University (PDF 41 kB, new tab)

General guidelines for business travel at Lund University (PDF 49 kB, new tab)

Managers can contact resor [at] lu [dot] se for help with interpreting the regulations.

Travel profile to enable bookings

Apply for authorisation as a Traveller via Lucat. The travel profile can be used from the day after authorisation has been approved in Lucat.

Read more about how to proceed

Apply for authorisation as a Travel Booker via Lucat. The travel profile can be used from the day after authorisation has been approved in Lucat.

Read more about how to proceed

Example:  It says “Anna Lena Kristin” in my passport, but it just says Lena in my profile and I need to add “Anna”.

First names

  • are the names listed before the surname in your passport
  • must be listed on airline tickets in the same order as in your passport. This means that if the name you usually call yourself as listed in Lucat is actually second in the order, you will need to have your first name added so that your travel profile matches the information in your passport.
  • is a compulsory field in the traveller profile in Cytric/BCD Travel. It is locked for alterations, but can be changed by contacting resor [at] lu [dot] se. Once you have received confirmation of the change, you will see it on your profile from the next day.  

In case of acute changes: Ask a colleague who can book for others to book on your behalf. They will be able to add the whole name as stated in your passport at the time of booking.

Surname

  • is the name listed after first names and middle name, if given
  • must be listed on airline tickets in the same order as in your passport
  • is a compulsory field in the traveller profile in Cytric/BCD Travel. It is locked for alterations, but can be changed by contacting resor [at] lu [dot] se. Once you have received confirmation of the change, you will see it on your profile from the next day.

In case of acute changes: Ask a colleague who can book for others to book on your behalf. They will be able to add the whole name as stated in your passport at the time of booking.

Middle name

  • is a name listed after the first names and immediately before the surname(s)
  • looks like a surname, but does not serve as a surname and can therefore not be passed on to children or spouse
  • is not permitted in Sweden after 2017, being listed as two surnames instead, but those who already have one may retain it as a middle name
  • middle name is an optional detail on airline tickets and an optional field in the traveller profile with Cytric/BCD Travel

Mobile phone number

  • mobile phone number is a compulsory field in the traveller profile in Cytric/BCD Travel and must be updated on the profile once or in every booking
  • is necessary for some modes of transport or certain operators in order to receive tickets or travel information
  • is also necessary in order for Lund University, as your employer, to be able to contact you in the event of an urgent situation arising at your destination
  • provide your work number if you have one or your private phone if you are taking it with you on the journey

Other personal information

  • can be found under separate headings in the traveller profile in Cytric/BCD Travel, such as travel preferences or date of birth.
  • as in other systems, Lund University strives to minimise the amount of information recorded, so be restrictive with providing details that are not obligatory for your booking or that do not make your booking easier in some way.

Start by checking when your authorisation was approved by your manager. If it was approved during the day, your profile will be generated overnight. Wait until the following day and then try logging in to BCD Travel’s portal.

Contact resor [at] lu [dot] se if your travel profile still doesn’t work.

Terminate the old authorisation and apply again for your new workplace via Lucat. Both removal of an existing profile and application for a new profile require approval from your manager, so make sure to coordinate so that all involved are able to carry out these processes on the same day.

Support guide about entitlements in Lucat (in Swedish, PDF 260 kB, new tab)

Booking a trip, in general

Once you have got a travel profile, you can book your trip via BCD Travel’s self-booking system. You can also contact BCD Travel by telephone between 08:00 and 17:00, on +46 8 505 461 12.

Log in to BCD Travel’s self-booking system (use your LUCAT authorisation)

There are help guides in the system itself. If you can’t find the answer there, you can contact BCD Travel between 08:00 and 17:00, by calling +46 8 505 461 12 or sending an email to lu [at] bcdtravel [dot] se.

Log in to BCD Travel’s self-booking system (use your LUCAT authorisation)

You must be authorised as a travel booker in order to book on behalf of guests.

How to book on behalf of guests in the self-service booking system Cytric:  

  1. Remove yourself as a passenger if you are not travelling yourself.
  2. Choose ”Add travellers” in the first field in the Travel Arranger Dashboard/Select travellers and booking type.  
  3. Choose “Book for a guest”. Fill in the passenger’s first name and last name (as stated in their passport).
  4. Continue making the booking by choosing flights, train, hotel etc.

There are help guides within the system itself. If you don’t find the answer there, you can contact BCD Travel by telephone between 08:00 and 17:00 on+46 8 505 461 12 or send them an email to lu [at] bcdtravel [dot] se.

Log in to BCD Travel’s self-booking system (use your LUCAT authorisation)

If you are unable to book the trip yourself, you can ask someone with authorisation at your department/unit to book for others.

It is currently not possible to book travel for family members via BCD Travel. Please contact your local HR officer.

Staff can always report expenses after completion of a trip, although travel expense reports only cover the staff member.

Read more about travel expense reports

In case of errors or shortcomings in your trip, please file your claim directly with BCD Travel at lu [at] bcdtravel [dot] se.

Complaints about a booking made with the previous travel agency Egencia? Contact customer_service [at] egencia [dot] se.

Booking train travel and hire cars

  • SJ (national railways) – to be booked preferably via BCD
  • Skånetrafiken (regional railways) – to be booked preferably via BCD

You can select either Expenses for reimbursement in Primula or direct contact with Skånetrafiken to create a business account/purchase a travel card.

As the client, you are free to choose the provider when purchasing tickets.

You can select Expenses for reimbursement in Primula, or purchase via BCD Travel’s personal service, (between 08:00 and 17:00, call +46 8 505 461 12).

You can hire a car internally via LU Service in Lupin. It is also possible to book externally via a procurement agreement in Lupin or when booking your trip with BCD Travel.

Read more about booking a hire car

Booking accommodation

The agreed prices are available via the Legal, Financial and Administrative Services Agency (Kammarkollegiet):

Find agreed prices via the Legal, Financial and Administrative Services Agency (avropa.se, in Swedish)

If the prices don’t match up, start by contacting the hotel and informing maria [dot] plaschke [at] eken [dot] lu [dot] se.

In Lupin, you can find options for long-term hotel accommodation including kitchen facilities.

Log in to Lupin

Group and conference bookings

Group bookings are limited to a maximum of 4 guests (flights only) at a time in Egencia’s online booking system (the self-booking portal). If you have more than 4 participants, you must make two separate bookings in the system.

Log in to BCD Travel’s self-booking system (use your LUCAT authorisation)

If you need to book for more than 10 or more people, please contact BCD Travel Meetings & Events, by telephone +46 8 5054 6373 or email groups [dot] sweden [at] bcdme [dot] com.

The Staff Pages feature information for staff on organising meetings:

Read more about meetings, digital meetings and conferences

Conference premises outside Lund University are to be booked via our procured conference agency Svenska Möten, or at one of the conference facilities procured via the Legal, Financial and Administrative Services Agency (Kammarkollegiet) to be found on avropa.se. You will find the agreement with Svenska Möten in Lupin.

Find information on the procured conference agency Svenska Möten in Lupin

Find procured conference facilities (avropa.se, in Swedish)

Travel expense reports, expenses, invoices and entertainment

Your primary contact is your local HR officer.

Read more about travel expense reports and expenses

Insurance and safety when travelling

Contact your local HR officer with questions about insurance.

Read more about insurance

The page “In case of emergency while travelling” provides information on how to proceed and who to contact.

In case of emergency while travelling

Contact - Business Travel

Book travel via the travel agency BCD Travel

Self-booking (if you have created a traveller profile):

Link to the self-booking system (log in with Lucat)

Customer service:

Hours: 08:00-17:00

Telephone +46 8 505 461 12

Email: lu [at] bcdtravel [dot] se

Booking group travels (10 or more travellers)

BCD Travel Meetings & Events

Telefophone: +46 8 5054 6373

E-post: groups [dot] sweden [at] bcdme [dot] com

Booking taxis

From 1 September 2022 orders are to be placed with Flygtaxi.

The taxi agreement covers the whole of Sweden as well as trips to and from Norway, Denmark and Finland. 

Read more about the aqreements in Lupin

Rental car via LU Service

Campus 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.

New agreement for travel agency services

Lund University has procured a new agreement for travel agency services. From 1 February 2023 onwards, the new supplier will be BCD Travel Sweden AB.

Bookings could be made with Egencia up to and including the last day of January. After that, Egencia will only deal with bookings that have been made before the end of the agreement.