Business travel

Business travel is important in building upon and retaining national and international contacts as well as gaining new knowledge. Travelling is currently restricted because of the COVID-19 outbreak.

Umeå University's procured travel agent XLNT Travel has filed for bankruptcy. This means that university employees can no longer receive assistance with business travel bookings. Read more under the Travel agent section on this page and in the news story on Aurora: Ongoing efforts to fill the need for a new travel agent

Travel restrictions in 2020

Because of the current situation with the global covid-19 pandemic, special restrictions apply:

  • the Vice-Chancellor decided on 12 May to extend the decision to cancel all international business travel until 30 August
  • from 13 June, the Swedish Government has announced that healthy individuals can travel within Sweden
  • when it comes to planning days, conferences and other activities for staff at Umeå University, a restrictive approach must still be used based upon the guidelines of the Public Health Agency of Sweden stating that employers should advice staff to, if possible, hold online meetings, keep physical distance and work from home.

Read more on umu.se: Information for staff regarding travelling and COVID-19

Rules for business travels

Our business travels are regulated in our collective agreements, the University travel policy, the Income Tax Act and procured agreements.

As an employee, you are responsible to plan your business travels in accordance with the laws and agreements that Umeå University is regulated by.

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.

Travel agent – XLNT Travel declared bankrupt

In normal circumstances, Umeå University's procured travel agent is handling all travels and hotel bookings for university staff. Unfortunately, the currently procured travel agent XLNT Travel filed for bankruptcy on 10 June 2020.

This means that at the present time, university employees can no longer receive assistance with business travel bookings.

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.

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.

For other concerns regarding XLNT Travel

If there are other questions or concerns related to XLNT Travel and the recently filed bankruptcy please contact Maria Westberg, public procurement officer at the Legal Affairs Office.

Booking routines for different means of travel

For the following means of travel, Umeå University have special procedures:

Taxi

Taxi travels can be booked through the taxi company Flygtaxi.

The recommendation is to book a shared taxi as it is cheaper and better for the environment than a personal one.

Read more: Book a taxi

Train

The e-service from SJ (Swedish Railways) lets you book train tickets with all domestic train companies in Sweden.

Read more and book tickets: Book a train ticket (Umu-ID authentication needed)

Rental cars

If you need to make a business travel by car, first and foremost use a rental car.

When booking a rental car, you must use one of the University's procured car rental companies.

The agreement includes suppliers of rental cars, mini buses or light-duty trucks up to 3.5 tonnes. Read more on the page Book rental car.

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)

Personalenheten
6/24/2020