Book Travel ONLINE - Egencia

From 07.01.2019 Stockholm University has reached a new agreement on travel agency services with the business agency Egencia Sweden AB. Below are instructions on the steps to be taken and how to proceed to book trips online.

In order to be able to book trips, you must have an updated traveler profile. This simplifies the booking process both when booking via telephone and via the online booking system.

Set your profile

To be able to book a trip online, you must first have a traveler profile. If you are an employee with a PRIMULA-account, it should be created automatically from the university HR system. Make sure your details are correct and complete with your phone number, mobile number and bonus card. Click on the link below. If your profile is missing or you can not change it, contact Alex or Lotta.

  • Personal data
    Enter contact information, work phone number and mobile number - with a phone number, customer service will find your profile directly when you call.
    NOTE! It is important that the name in your profile matches your full name in the passport.
  • Passport details
    Make sure that the name in your passport is identical to the one stored in your profile and enter your details to simplify the booking process.

  • Preferences
    For flights, hotels and cars; e.g. information about loyalty programs, home airport, bonus cards and preferences for seating.

Log in easily with your university account. Click on the link below to update your profile and book a trip in the booking tool. You will find your profile in the top right corner. Click on your name.

 Log in and book your trip online here.

 

Egencia's customer service (both for online support and booking assistance)
Opening hours: Monday-Friday 08.00-17.00
(Same number for 24h support.)
Telephone: 08-555 237 60
Email: customer_service@egencia.se

 (If you have an urgent case outside of office hours, please contact Egencia's 24h support. Please note that Egencia charges an extra fee for 24h support - this service should only be used in emergency cases!)

 

Meetings & Conferences
Opening hours: Monday-Friday 08.00–17.00
Telephone: 08-14 61 95
Email: MeetingsEventsSV@egencia.com

 

Egencia Resource Center
Egencias help pages: demos and guides. Click on SE and you will receive information in Swedish.
See, among other things, Travelers Frequently asked questions - frequently asked questions.

Egencia Recourse Center

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If you wish to get per diem (traktamente) for the days you were spending abroad or mileage reimbursement for having used your own car, you have to register your travel electronically in Primula. You enter Primula by stating your SUKAT in-log. Choose Travel bill – International or in Sweden.  If you just had regular expenses during your trip choose Expenses and car allowance, you only have to fill out the reimbursement form (see above).  For all reimbursements you have to scan and attach your receipts in Primula as well as hand them in. These should be taped onto a A4 sheet. You should also provide the original travel plan from BCD Travel, any program from the scientific meeting, participants list etc. should also be handed in to Lotta Andersson or Louise Lehto together with the registered form. Please note that you have to fill in the account codes yourself. Dept=431, unit=431xx together with activity 30400 and cost carrier 431xxx or  project number (no activity), cost carrier 431xxx.

Receipts which are sent in for scanning, e.g. expense claims for non-employees/non-civic number must be taped on all four sides.

It is not allowed to hand in receipts for food nor for visits to restaurants and similar which are considered as private. If you wish to be reimbursed for your extra costs, you should file for per diem. If you need cash to cover your expenses, you should fill out the form Reseförskott (98 Kb) (Travel Advances) before you start your trip. This should be done a couple of weeks beforehand so that you can be sure of getting the money in time for your travel. After your return, register a travel expense claim as usual and tick the box Travel Advance. If you received more advance than you account for, the deficit will be deducted from your next salary and vice versa.

Information concerning travel can also be found at: http://www.su.se/medarbetare/personal/resor

 

If you need to book a hotel for a guest in Stockholm you should do this through Egencia in case the invoice should be paid by you (the department).