Guidelines for business travel and meetings

Last changed: 26 January 2018

Business travel and meetings are part of the university’s activities and an important means for creating and maintaining contacts. However, travel also costs time and money. In addition, travel has a negative impact on the environment.

The purpose of these guidelines, adopted by the vice-chancellor on 27 October 2014, is to make it easy for staff to choose their mode of transport. The guidelines should also guarantee that necessary travel is done in a safe, cost-efficient manner and with greatest possible respect for the environment.

The guidelines cover the following aspects: (click on the heading to read more)

Booking a trip

Choosing the mode of transport

Choosing the standard of travel

Paying for accommodation

Bonuses and award programmes

Holidays linked to business trips

Accompanying persons

Own accommodation

Advance allowances

Group bookings and conferences

Travel insurance

 

Booking a trip

The head of department must approve business trips and related expenses in advance. Book plane, train and boat tickets, accommodation, rental cars, airport transfer/taxis etc. with SLU’s contracted travel agency. You do not need to book public transport through the travel agency. You can book your trip over the phone, via mail or on the web according to the procedure in place at SLU.

For the personal details in your booking to be correct, you must make sure that your personal profile is updated. You are personally responsible for creating and updating your profile in the booking system. The profile is used both when you book trips using the self-service system, and when you book directly with the travel agency.

The travel agency will suggest travel options taking into account our guidelines and the agreement in force. They will then book the trip and invoice your department/division according to the conditions agreed between SLU and the travel agency.

Choosing the mode of transport

Plan your trips in a way that helps fulfil SLU’s environmental objectives. Planning a trip well in advance makes it easier to take advantage of any discounts available. Choose the train over air travel.

The purpose of these guidelines is not to regulate travel in detail when it comes to mode of transport, standard etc. However, at SLU some trips are very frequent. For those we have certain rules, which may also serve as examples for other types of trips.

Since we have activities at several different locations, trips between above all the campuses in Alnarp, Skara, Umeå och Uppsala are frequent. Trips between these locations should follow the guidelines below, unless there is good reason to choose a diffent option.

When staying overnight, book accommodation at or close to the location where you will be working. You must also make sure that the total cost is as low as possible.

Uppsala-Alnarp (and reverse)

  • First choice should be train, but weigh up travel time, environmental considerations and cost. Air travel can sometimes be justified.
  • Travel to airport or train station (Arlanda or Uppsala C) should be by bus or train. If you travel by taxi, choose a company with green cars, and if possible share a car.
  • From Sturup or Lund C/Malmö C you can travel by bus or taxi. If you travel by taxi, choose a company with green cars, and if possible share a car.

Uppsala-Skara (and reverse)

  • First choice should be train.
  • Travel to the train station should be by bus. If you travel by taxi, choose a company with green cars, and if possible share a car.

Uppsala-Umeå (and reverse)

  • Travel by air or train. Weigh up travel time, environmental considerations and cost. From an environmental point of view, train travel is preferable.
  • Travel to airport or train station (Arlanda or Uppsala C) should be by bus or train. If you travel by taxi, choose a company with green cars, and if possible share a car.
  • From Umeå airport/Umeå C, travel by bus. If you travel by taxi, choose a company with green cars, and if possible share a car.

Choosing the standard of travel

Air

Book your air travel at the lowest cost offered by SLU’s contracted travel agency. Avoid stopovers as far as possible. Uncomplicated bookings, such as return trips within Europe and the Nordic countries, can be booked using the self-service system. More complex bookings, such as trips with several stopovers and intercontinental travel, can be booked by phone or email. 
For long-distance international travel, choosing a ticket other than economy may be acceptable.

Train

Train travel can be booked using the self-service system, or by contacting SLU’s contracted travel agency. Book the standard you consider the most suitable, taking into account distance, your need to be able to work or sleep, and price. As a rule, economy/second class train tickets should be booked.

Accommodation

Book your accommodation using the self-service or by contacting SLU’s contracted travel agency.

Book your accommodation at an hotel with a coordinated framework agreement. In Sweden, you need to follow the ranking order for contracted hotels.

Book a normal standard single room. Breakfast is usually included in the price.

The travel agency will issue you an e-voucher which you use to pay for accommodation.

Rental cars and taxi

If you cannot use public transport, either because it is not available or would take too long, you can instead choose rental car or taxi. Rental cars should be a standard category green car in order to minimise the environmental impact while at the same time safeguarding a sufficient standard of safety. If you travel by taxi, choose a company with green cars, and if possible share a car.

Own car

Exceptionally, you may use your own car for business travel. However, this is only an option if it means shorter travel time and the cost does not exceed that of public transport.

Paying for accommodation

In Sweden:

Book your accommodation at the same time as your travel ticket. Accommodation and travel should both be booked through the travel agency. Do not pay directly to the hotel. The travel agency will issue you an
e-voucher which you will then use to pay your accommodation with.

Countries other than Sweden:

Pay for accommodation with the credit/debit card provided by SLU. Or, use your own card and then claim the cost as part of your travel expenses.

Bonuses and award programmes

Some suppliers will grant bonuses and other forms of loyalty discounts. Such bonuses or similar awarded for business trips may not be used for private travel.

Holidays linked to business trips

If you are planning to take leave (e.g. Sat-Sun) in connection with a business trip, you must yourself cover any additional expenses that arise because of this. Such costs should be settled directly with the travel agency and may not be invoiced to SLU.

Accompanying persons

Family, partners or any other person accompanying an SLU employee on a business trip must cover their own expenses. Such costs should be paid at source or settled with the travel agency and may not be invoiced to SLU.

Own accommodation

If you arrange and pay for accomodation during a business trip yourself and SLU is not charged, an extra allowance is paid.

Advance allowances

According to the applicable collective agreement (Villkorsavtalet) Chap 10 Section 10, employees have a right to advance allowances according to Sections 4 – 7, for a maximum of one month at a time. If you need an advance, you should use the debit/credit card provided by SLU. The card, as well as the liability, are personal, which means the card can also be used for private purchases.

Group bookings and conferences

• Opt for video meetings whenever possible. Check the conditions carefully when booking.

• For larger events, contact Akademikonferens.

• For smaller events, contact one of the conference centres contracted through the coordinated framework contract.

• Group bookings for air and train travel should be booked through the travel agency’s unit for group bookings.

Travel insurance

As an SLU employee, you are covered by a travel insurance in accordance with regulation (1993:674) on insurance for state employees on business trips. You can order an insurance card from Kammarkollegiet. Read more about the conditions on Kammarkollegiet’s website.

 


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