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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

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.

Log in to Egencia’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 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.

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

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.

Log in to Egencia’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 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.

Read more about travel expense reports

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.

Claims form (Word 75 kB, new tab)

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.

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)

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.

In Lupin, you can find options for long-term hotel accommodation including kitchen facilities. There is no agreement with Airbnb. Egencia has various types of accommodation in its self-booking system. Search for accommodation type – apartments and housing.

Log in to Lupin

Log in to Egencia

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.

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

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:

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 Egencia

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 40 608 57 50

Email: customer_service [at] egencia [dot] se

Questions and answers about our travel agency services (PDF 454 kB, new tab, in Swedish)

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

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.