How to book a trip

This is how you book a business trip.

Business travel is to be booked through the travel agency with which Lund University has an agreement. This applies to 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.

Rail travel in Europe

All rail travel in Europe are to be booked via the Danish rail travel agency, Togrejse.

All air travel, airport transfers, accommodation, and rail travel in Sweden

All air travel, airport transfers, rail travel connected with air travel and domestic rail travel are booked as previously via BCD Travel.

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?
Clearly state if you wish to book changeable or refundable.
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

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.

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.

Inspiration for rail travel in Europe

Training sessions for the self-booking system Cytric - BCD Travel

Recordings:

The first session for travel bookers and the first session for business travellers (in Swedish) in Canvas

Sessions in English for travel bookers and business travellers in Canvas

FAQ - Business travel

Instructions and guidelines regarding business related travel.

Travel Safety Checklist

Check the Travel Safety Checklist before, during and after your trip.

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):

Link to the self-booking system (log in with Lucat)

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.

Changes or cancellations

Contact the travel agency directly or use their website or mobile app.

Booking group travels (10 or more travellers)

BCD Travel Meetings & Events

Telephone: +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

The taxi agreement covers the whole of Sweden as well as trips to and from Norway, Denmark and Finland. The agreement can be found under the category ”Travel, accommodation and conferences” in Kommers, choose Kammarkollegiet.

Rental car via LU Service

The Parking Office
E-mail: parkering [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.

Change your traveller profile name

E-mail: resor [at] lu [dot] se (resor[at]lu[dot]se)

Additional questions

The Purchasing and Procurement office

Please contact us via our support form (Category: Purchasing/"Agreements and procurement")