FAQ - Business travel
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.
Managers can contact resor [at] lu [dot] se for help with interpreting the regulations.
Travel profile to enable bookings
Contact resor [at] lu [dot] se.
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 Egencia’s portal.
Also check that you have one or several organisational roles on "My page" in Lucat and that at least one of them is marked as a primary role. If not, address the issue. This also applies to people associated with the University.
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.
Booking a trip, in general
Once you have got a travel profile, you can book your trip via Egencia’s self-booking system. You can also contact Egencia by telephone between 08:00 and 17:00, on +46 40 608 57 50.
There are help guides in the system itself. If you can’t find the answer there, you can contact Egencia between 08:00 and 17:00, by calling +46 40 608 57 50 or sending an email to customer_service [at] egencia [dot] se.
When booking for people who do not have their own travel profile, select Guest Traveller X in the first field and enter the traveller’s name further on in the form.
Remember to enter your own name in the Reference field (First and last name) which is under the section on "Information for your organisation". That way, the invoice will be sent to you for review in Lupin.
There are help guides within the system itself. If you don’t find the answer there, you can contact Egencia by telephone between 08:00 and 17:00 on +46 40 608 57 50 or send them an email to customer_service [at] egencia [dot] se.
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 Egencia. 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.
In case of errors or shortcomings in your trip, please file your claim directly with Egencia Customer Service by emailing customer_service [at] egencia [dot] se with a copy to maria [dot] plaschke [at] eken [dot] lu [dot] se.
Booking train travel and hire cars
- SJ (national railways) – to be booked preferably via Egencia
- Skånetrafiken (regional railways) – to be booked preferably via Egencia
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 Egencia’s personal service, (between 08:00 and 17:00, call +46 40 608 57 50).
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 Egencia.
The agreed prices are available via the Legal, Financial and Administrative Services Agency (Kammarkollegiet):
The hotels update their pricelists in Egencia’s self-booking system. If the prices don’t match up, start by contacting the hotel and informing maria [dot] plaschke [at] eken [dot] lu [dot] se.
Egencia has something called “Savings Finder for hotels”.
Example of how this works: The client books a hotel for around SEK 2000/per night five weeks before arrival (date). Egencia’s search engine goes in to check whether the same hotel and room standard are available at a lower price one week before the stay. If so, the system rebooks at the lower rate. As the client, you are reimbursed 70% of the price difference, while Egencia keeps the remaining 30%.
Over the past six months, Egencia has saved Lund University approximately SEK 30 000.
Group and conference bookings
Group bookings are limited to a maximum of 6 guests at a time in Egencia’s online booking system (the self-booking portal). If you have more than 6 participants, you must make two separate bookings in the system.
If you need to book for more than 10 people, please contact Egencia Meetings & Events, by telephone +46 317 245 590 or email groups [dot] meetings [dot] SE [at] egencia [dot] com.
The Staff Pages feature information for staff on organising meetings:
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.
Travel expense reports, expenses, invoices and entertainment
The Staff Pages feature information on entertainment and how to proceed regarding taxable benefits and VAT:
Insurance and safety when travelling
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 group travels (more than 10 travellers)
Egencia Meetings & Events
Telefon +46 31 724 55 90
E-post: groups [dot] meetings [dot] SE [at] egencia [dot] com
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.