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How to book a trip

This is how you book a business trip.

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.

Read more about rail travel in Europe

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.

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

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.

Local travel

Read more about university bicycles, public transport, use of cars, taxis and buses

Several travellers travelling together?

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.

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)

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 85 171 0836.

Business travel insurance

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.

Read more about business travel insurance

Contact - Business Travel

Book all air travel and accommodation, and rail travel in Sweden via the travel agency BCD Travel

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

Technical questions concerning the self-booking system:

clienttechnologysupport [at] bcdtravel [dot] eu (clienttechnologysupport[at]bcdtravel[dot]eu)

Customer service:

Hours: 08:00-17:00

Telephone +46 8 505 461 12

E-mail: lu [at] bcdtravel [dot] se (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.

Booking group travels (10 or more travellers)

BCD Travel Meetings & Events

Telefophone: +46 8 5054 6373

E-mail: groups [dot] sweden [at] bcdme [dot] com (groups[dot]sweden[at]bcdme[dot]com)

Questions on invoices and credit notes

BCD Travel AB

E-mail: fakturafragor [at] bcdtravel [dot] se

Booking rail travel in Europe

Contact information for the travel agency Togrejse (LU Box - log in with Lucat)

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

E-mail: 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.