Business travel

Each member of staff has a responsibility to plan and conduct business travel as efficently, economically, safe and environmentally friendly as possible. This page contains information on how to make travel bookings and rules to be aware of.

Travel restrictions due to COVID-19

Because of the current situation with the global covid-19 pandemic, Umeå University have put special rules and recommendations in place regarding domestic and international travels.

Please visit the Travels page in the section of Umeå University's external website where COVID-19-related instructions for staff are collected. If recommendations should change, the page will be updated.

Rules for business travels

As an employee, you are responsible to plan your business travels in accordance with the Rules for business travels at UmU and the University's Environmental Policy.

The rules for business travels regulate subject areas such as:

  • Planning and obtaining permission
  • Booking
  • Invoicing, payment and expenses
  • Choosing means of travel
  • Vacation combined with business travel

Environmental aspects

The University travel policy emphasises that environmental aspects should be taken into account when choosing means of transportation, and that public transportation is often the best alternative both from a safety and environmental aspect.

In some cases, a digital or online meeting may be a sufficient substitute for a physical meeting involving travels. Read more about virtual meetings under Related information.

Temporary routines for travel booking

Umeå University's procured travel agent XLNT Travel filed for bankruptcy on 10 June 2020, which means that their services are currently not available.

At the present moment, University faculty and staff can make some types of travel reservations directly with the respective airline company, railway company or hotel:

Book a train ticket (also for booking airport transfers and interregional busses)
Book a flight ticket
Book hotel accommodation

Book a taxi
Book a rental car

In the event of other travel booking needs, a designated purchaser/financial administrator at the department or unit can contact for guidance and support.

How can I make travel bookings now?

The message from the University Management is that offices and departments should postpone making travel bookings and arrangements until a new travel agency has been made available.

One exception is domestic train travel, that can now be booked through an E-service on Aurora: Book a train ticket

If there are travel booking needs that simply cannot wait, the respective department or office will have to contact the airline company or other travel supplier directly.

Please not that all international business travel in cancelled until further notice. Domestic business travel in Sweden is allowed if safety precatutions are carefully observed.

Questions and answers about the XLNT Travel bankruptcy

Are issued tickets still valid?

Airline tickets and other tickets that have been booked through XLNT Travel are still valid.

Are vouchers issued by XLNT Travel still valid?

University employees with vouchers issued by XLNT Travel need to contact the travel agent promptly in order to investigate whether the voucher is valid or void.

Where should I direct questions about financial matters, invoices and claims?

University employees with questions about scheduled or canceled travel arrangements should primarily contact a financial administrator at the department or office.

Got questions about your travels?

If you have questions regarding reimbursements of travel expenses, please contact Torbjörn Carlsson.

If you have questions regarding our framework agreement contact Public Procurement and Purchase.

cancellation insurance

Umeå university has a cancellation insurance when a trip is cancelled because of sudden illness, an accident or death. The cost of the travel must exceed SEK 1,000 for the cancellation insurance to come into effect.

Form for application to the cancellation insurance (in Swedish)