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How to book a trip

This is how you book a business trip.

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

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 the system. This can be edited under “my user profile”. Add your mobile phone number and preferred title.

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

Booking rail travel in Europe

Booking rail travel in Europe, as well as Interrail Passes, is conducted via personal service, to the extent that BCD can provide the service.

BCD Travel mobile app

With a registered customer profile with BCD you can easily access your travel information via the app.

Download the app TripSource through the self-booking system

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.

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. Travellers will be able to access the self-booking system throughout February. There you can see your booked tickets and when necessary, cancel trips.

Change and cancel trips booked with Egencia (Egencia self-booking system)

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

Training sessions for the self-booking system

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.