How to book a trip
All business travel is to be booked through the travel agency with which Lund University has an agreement; currently, this is Egencia. 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 Egencia, the University can quickly locate the University’s travellers in the event of an incident or terrorist attack and assist with bringing them home.
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.
Booking a trip
Prior to logging in to the self-booking system for the first time or booking via customer service, you must register a customer profile at Egencia; please make sure to keep it updated.
Contact Egencia to register a customer profile 08:00-17:00. Call +46 40 608 57 50 or email customer_service [at] egencia [dot] se.
When booking less extensive trips you may use Egencia’s self-booking system. Bookings through this system involve a lower fee compared to bookings via customer service.
Contact customer_service [at] egencia [dot] se for technical questions concerning the system. If you need to change your personal details in your traveller profile, please contact Ann-Charlotte Dahlberg, ann-charlotte [dot] dahlberg [at] bygg [dot] lu [dot] se, or Håkan Jönsson, hakan [dot] jonsson [at] bygg [dot] lu [dot] se. For other queries, please contact inkop [at] eken [dot] lu [dot] se.
Egencia mobile app
With a registered customer profile with Egencia you can easily access your travel information via the app.
You can get personal service from Egencia 08:00-17:00. Call +46 40 608 57 50 or email: customer_service [at] egencia [dot] se.
- 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, taxis, etc.
- It is important to clearly state if you would like the travel agent to make a preliminary booking or a definitive 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.
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.
Several travellers travelling together?
For travel bookings concerning more than nine people, special assistance is available through Egencia’s Meeting & Events, email: meetings [dot] events [dot] se [at] egencia [dot] com, tel: +46 8 146 195.
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 40 608 57 50. For urgent calls outside office hours (8:00 -17:00) there will be an added fee of SEK 200. Other booking fees are applicable.
Contact - Business Travel
Book travel via the travel agency Egencia
Self-booking (if you have created a traveller profile):
Telephone +46 40 608 57 50
Email: customer_service [at] egencia [dot] se
Booking taxis within Skåne
Rental car via LU 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.