Travel Safety Checklist

Before each trip, a risk assessment is to be undertaken to identify the threats and risks involved. A risk assessment is done so that we can ensure the safety of those travelling. The risk assessment is carried out by the employee/student/researcher together with the manager responsible. For high-risk areas, some additional measures are required.

• Undertake a risk assessment
• Before departure
• Book your trip
• During your trip
• After your trip

Undertake a risk assessment

• Find out about your destination. The more you know about, for example, natural events, religious sensitivities, laws, the political situation and criminality, the easier it will be to manage on your own and avoid excessive risks.
• Check the Ministry for Foreign Affairs travel information (in Swedish)
• Check the Ministry for Foreign Affairs travel warning (in Swedish)
• Find out more about the University's work on global responsible engagement
• If a large group (e.g. the departmental management) is travelling to the same destination, you should consider whether it is appropriate to travel together or whether you should choose different modes or times of travel.
• Remember that the requirement for a special risk assessment for laboratory work, or other work that entails similar risks, also applies to business travel.
• Document the risk assessment.
• Solo travel to high-risk areas is to be avoided.
• If you need further assistance with the assessment, please contact the Division of Global Engagement at LU.
• For digital risks, please contact security [at] lu [dot] se for advice.

Before departure

• Draw up a travel plan that includes the following:
  • The purpose of the trip, and an itinerary including details of flights and hotels (including telephone numbers).
  • Contact details (name, address and telephone number) of all places/persons you intend to visit.
  • Schedule for the entire trip including all activities and events.
  • If several people are travelling together, all travellers are recommended to have their own travel plan.
• Provide your line manager with a copy of the travel plan. Also take a paper copy of the travel plan with you and keep it in your hand luggage. When travelling to high-risk areas, specific contact times are to be agreed in advance.
• Check the applicable rules on passports and visas, and that your passport is valid. Keep a paper copy of all documents including those pertaining to prescription medicine, if used.
• Check whether you need to be vaccinated before travelling. Many vaccines need to be administered well in advance of travel.
  Read about vaccines on the 1177 web site (in Swedish)
• LU has business travel insurance. Travellers are to obtain a certificate from their department. 
  Insurance for business travel
• When travelling within the EU, a European Health Insurance Card must also be ordered and carried.
  EHIC card and healthcare abroad (Swedish Social Insurance Agency, in Swedish)
• For travel-related expenses while travelling, you are advised to apply for a charge card with personal payment liability from Eurocard. Your head of department’s/equivalent’s approval is required.
  Charge card with personal payment liability
• Register on the Swedish list via swedenabroad.se (Embassy of Sweden, in Swedish)
• Download the Ministry for Foreign Affairs’ app, Resklar, and activate push notifications for the country you are visiting
  The Resklar app (Ministry for Foreign Affairs website, in Swedish)
  Preparations before departure – checklist (Ministry for Foreign Affairs website, in Swedish)
• Document useful contact details such as addresses and telephone numbers, e.g. those of the travel agency, the manager responsible, the nearest embassy/consulate, police station and medical centre. Copy and carry these in paper format too.
• Add ICE (In Case of Emergency) to your phone's contact list,with the telephone number of your next of kin in Sweden.
• If you are taking products, samples, materials, instruments, software or technical information with you on your trip, you must check whether they considered to be dangerous goods or subject to export controls, as an authorisation may be required or they may be prohibited.

More information about business travel at Lund University

Good advice for business travel – Kammarkollegiet, in Swedish

Information and IT security before travelling

• Review what information you need to manage during your trip and minimise the amount of sensitive information – travel light. This applies whether information is on a computer, telephone or paper.
• Only bring the devices you really need. Remember that mobile phones, tablets and smart watches are small computers and contain a lot of information.
• Think about how to protect the information you take with you. Before travelling, information is to be both backed up and encrypted as far as possible.
• In good time before travelling, check that you have access to the University's VPN service and that it works. 
  VPN - Virtual private network at LU
• Check that your operating system, software and apps are up to date.
• Check that the devices have automatic screen lock, password/PIN code.
• On Apple devices, enable lockdown mode if possible for enhanced security.
  Guide (support.apple.com – iPhone User Guide, in Swedish)
• Check if a special power adapter is needed.
• When travelling outside the EU, if possible, leave your computer/phone at home and bring a loan device if available. Contact your IT department to see if they can help you.

Book your trip

• Always book your business travel via Lund University's contracted travel agency. As well as being procured and official policy, it gives you peace of mind when travelling.
• The travel agency is always available to help you throughout your journey.
• In general, avoid stopovers if possible, flying direct is safer.
• Choose a hotel with good security standards. Make sure that your room is not on a higher floor than fire escapes reach. Avoid the ground and first floors because of the risk of burglary and ask for a room close to the lifts to avoid the discomfort of walking down long corridors. Choose transport providers that are well known.
• LU has a service, via the contracted travel agency, through which we receive regular information on accidents and incidents around the world. Make sure you have entered the correct mobile phone number in your travel profile with the travel agency in case your employer is unable to reach you.

More information about booking travel

During your trip

• Contact your line manager at agreed times. Stay in contact with your relatives.
• In the event of potential events or incidents, contact your line manager and let them know what has happened, how you are doing and how you can be reached.
• Get into the habit of checking escape routes, fire extinguishers and defibrillators in your accommodation.

Information and IT security during your trip

• Keep constant track of your devices and be aware of your surroundings. Do not leave devices unattended.
• Use Eduroam (Wi-Fi) where available.
• Disconnect voicemail when abroad. Also switch off all data traffic when not in use to avoid expensive phone bills.
• Do not connect your devices to public open Wi-Fi networks – use your mobile phone to connect to the internet instead.
• Connecting to password-protected networks, for example in hotels, can also pose significant risks. Be sceptical about the questions asked when joining a network.
• Use the University's VPN service not only to access your university resources but also to avoid information leaks.
• Disable Bluetooth and location services that you do not need while travelling.
• Do not plug unfamiliar accessories into the computer, such as USB sticks or cables.
• Always use your own charger – the wrong charger may damage your devices and some chargers can contain malware or damaging hardware.
• Use privacy filters on your screen so that others cannot see what you are doing.

Useful information for your trip

• The emergency number 112 works throughout the EU. The number is available from both fixed and mobile phones.
• Contact Falck Global Assistance if you find yourself in an emergency and need help quickly when you are abroad.
  Telephone: +46 8 587 717 49
  Fax: +46 8 587 717 62
  Email: fga [at] se [dot] falck [dot] com (fga[at]se[dot]falck[dot]com)
• If something goes wrong during your trip

After your trip

• Report back to your line manager about how the trip went.
• Report any events/incidents in the IA system.
  If something goes wrong while you are travelling

Information and IT security after your trip

• Run a virus check on the devices (including USB sticks) that you took with you on your trip.
• As a precaution, if you have travelled outside the EU or you suspect that an incident may have occurred, please ensure that your devices are reinstalled by IT technicians.
• Change your LU passwords after travelling to ensure they have not been stolen.
• Be aware of any attempts at phishing, fraud and contact tracing that may be linked to your stay abroad.