How to book a trip

Read more about digital meetings and video conferences at Lund University

FAQ - Business travel

All business travel is to be booked through the travel agency with which Lund University has an agreement; from 1 February 2023 onwards, this is BCD Travel Sweden AB. This applies to all travel paid for by Lund University (for staff and persons travelling at the request of the University). Only staff are authorised to book trips under this agreement.

If travel is booked through BCD Travel Sweden AB, the University can quickly locate the University’s travellers in the event of an incident or terrorist attack and assist with bringing them home.

Read about how to change or cancel a booking made with the previous travel agency Egencia

Booking a trip

Customer profile

Prior to logging in to the self-booking system for the first time or booking via customer service, you must apply for an entitlement in Lucat:

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

Also remember to keep your traveller profile updated in BCDs self-booking system, Cytric. This can be edited under “my user profile”. Add your mobile phone number (including your country code; for example +46701234567) and preferred title.

Link to BCDs self-booking system, Cytric (log in using Lucat ID)

If you need to add to or change your name in your traveller profile, please contact resor [at] lu [dot] se.

Booking

When booking less extensive trips you may use the self-booking system, Cytric. Using this system, you can book domestic flights, hotels, cars, shuttle services and trains.

Bookings through this system involve a lower fee compared to bookings via customer service.

Please remember that no personal credit/debit card numbers should be stated as all invoices are automatically sent to a joint LU account.

Any kind of bonus paid by a flight, hotel, train, or rental car supplier shall be passed on to the University and can only be used during the business trip or other business trips. Even though the bonus card is personal and private, if the card is registered with the travel agency the points may only be used in a work context.

Log into BCD Travel Sweden ABs self-booking system, Cytric (use your LUCAT username and password)

Customer service self-booking system

• Technical questions concerning the self-booking system: clienttechnologysupport [at] bcdtravel [dot] eu
• Personal service concerning bookings: lu [at] bcdtravel [dot] se
• Questions on invoices and credit notes: fakturafragor [at] bcdtravel [dot] se
• If you need to add to or change your name in your traveller profile, please contact resor [at] lu [dot] se.
• For other queries, please contact Purchasing and Procurement:
  Please contact us via our support form (choose the category Purchasing - "Agreements and procurement")

Booking rail travel in Europe

It will now be easier for Lund University staff to travel by train in Europe. This means that we can further reduce the climate impact of our business travel. As of 1 June 2023, all rail travel abroad is to be booked through the Danish rail travel agency, Togrejse, via the link to a form, which can be found in Lupin/Proceedo. However, all air travel, airport transfers, rail travel connected with air travel and domestic rail travel are booked as previously via BCD Travel.

More information about this will be published soon.

Log in to Lupin/Proceedo

 

What is an Interrail Pass?

An Interrail Pass is a rail ticket that is valid on almost all trains throughout Europe. With an Interrail Pass, you have access to 37 rail and ferry companies in 33 countries. Please note that the Interrail Pass, if used for private travel, is taxed as a benefit according to the Swedish Tax Agency’s rules for season tickets.

Read more about the Swedish Tax Agency’s rules on travel (in Swedish)

You must report the benefit amount yourself in Primula. More information about how to do this is available in a document in the Statens Servicecenter (SSC) Portal, User guidance for staff (2.3.3 Benefit value). Contact SSC or your local HR officer if you have any questions.

Log in to the SSC Portal

BCD Travel mobile app

With a registered customer profile with BCD you can easily access your travel information via the app. Cytric Mobile is available for iOS and Android.

You must provide your PIN and password the first time you log in on the Cytric Mobile app. These can be found in the self-service booking system, under your user profile, mobile. Here you will also find links to the App Store and Google Play, where you can download the app.

Guide – Downloading Cytric Mobile, in Swedish (PDF 473 kB, new tab)

Personal service

You can get personal service from BCD 08:00-17:00. Call +46 8 505 461 12 or email: lu [at] bcdtravel [dot] se. After 17:00, you will be transferred to BCD’s 24-hour service. Bear in mind that the service fee is higher after office hours.

Be prepared

• Is the price especially important? Be sure to specify this when speaking with the travel agent.
• Be prepared when contacting the travel agency: Where are you going? When? Changes?
• Include as much as possible: hotel, connecting trains, buses, air taxis, etc.
• It is important to clearly state if you would like the travel agent to make a preliminary booking or a definitive booking.
• Remember to confirm the booking.
• When you receive your booking confirmation, it is important you check that all the information is correct.

Choice of mode of transport, travel class and accommodation

Your first choice should be fossil-free modes of transport. For domestic travel, trains should be the first option. 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.

Train trips of more than two hours duration may be booked in first class or trips on night trains can be booked in a private compartment. Additional costs for night trains should be compared with an extra hotel night and the time saved by travelling via night train.

Business travel by air should, as a standard, be booked in economy class. A flight should be booked so that costs are as low as possible while maintaining efficiency.

For both train and travel by air, the tickets booked should be non-refundable and non-changeable. Exceptions can be made if a flexible ticket is considered to be cheaper than the work time potentially lost if it is not possible to change the departure time.

Read the information concerning hotel standard carefully before booking.

Normally, hotel rooms should be of good middle-class standard (three or four star). There may be circumstances, for example for field work and research trips, where accommodation cannot be booked in advance. Hotels may also be allocated for external conferences or equivalent. The traveller will then have to report the expense through the University travel expense report system after returning home.

Travel agency contact details

• Preferably book your trip online by logging into BCD’s self-service booking system; see link below.
• Urgent matters and trips, i.e. within 72 hours: contact via telephone +46 8 505 461 12
• General questions and trips that are not as urgent: contact via personal service lu [at] bcdtravel [dot] se, telephone +46 8 505 461 12; online support: clienttechnologysupport [at] bcdtravel [dot] eu or use the self-service booking system under the help function.
• For changes and cancellations, you can also try to log in and cancel via the BCD’s website or mobile app
  Link to self-service booking system (log in using Lucat ID)

Information regarding the coronavirus/Covid-19

When an employee has been given approval for a business trip to a country where a travel certificate confirming a completed PCR and/or antigen test for Covid-19 is required for entry, the employer is to cover any costs for testing/obtaining the travel certificate. Any costs for sample collections are to be allocated to the local cost centre. Reimbursement for a PCR and/or antigen test for Covid-19 is only paid if the testing is required in connection with a business trip.

The information, available in English, is updated around the clock, in the self-service booking system, Cytric.

Link to self-service booking system (log in using Lucat ID)

You can also download the Ministry for Foreign Affairs app – Resklar –  for the ministry’s most recent information:

Click here to access the Resklar app (Ministry for Foreign Affairs website; information in Swedish)

For travel within the EU, you can also find useful information on the European Union website. Click “Travel” and enter your itinerary to obtain information on what is required in the relevant countries.

Re-open EU (European Union website)

Several travellers travelling together?

For bookings concerning ten or more people, special assistance is available through email: groups [dot] sweden [at] bcdme [dot] com tel: +46 8 5054 6373.

This mainly applies to air travel bookings that include accommodation.

Carefully consider whether several key people, e.g. the entire departmental board, should travel on the same flight or bus, in case something were to happen.

Using the telephone while travelling

For travel abroad, see the terms and conditions for your mobile contract as well as roaming rates for calls and data.

Cancelled flights or similar problems during travel

Call the travel agency directly +46 8 505 461 12. For urgent calls outside office hours (8:00 -17:00) there will be an added fee of SEK 370. Other booking fees are applicable.

Processing of personal data

When you use BCD Travel in order to book business travel, BCD becomes responsible for your personal data in connection with the trip. This means that any comments or questions about how your personal data is processed in relation to your trip are to be directed to BCD.

For more information about how BCD processes your personal data, see their Privacy Policy – BCD Travel website

Previous bookings with Egencia

Bookings made with Egencia up to and including 31 January will continue to be handled by Egencia. After that date, Egencia will only provide help for bookings made with them. Email customer_service [at] egencia [dot] se, telephone +46 40 608 57 50.