All air travel and accommodation, and rail travel in Sweden

All rail travel abroad is to be booked through the Danish rail travel agency, Togrejse

On this page

• Customer profile
• Booking
• BCD Travel mobile app
• Choice of mode of transport, travel class and accommodation
• Several travellers travelling together?
• Cancelled flights or similar problems during travel
• Processing of personal data

Customer profile

Prior to logging in to the self-booking system for the first time or booking via customer service, you must apply for an entitlement in Lucat. This also applies if you need to add authorisation to book for others:

Support guide about entitlements in Lucat (PDF 233 kB, new tab)

Also remember to keep your traveller profile updated in BCDs self-booking system, Cytric. This can be edited under “my user profile”. Add your mobile phone number (including your country code; for example +46701234567) and preferred title.

Link to BCDs self-booking system, Cytric (log in using Lucat ID)

If you need to add to or change your name in your traveller profile, please contact resor [at] lu [dot] se (resor[at]lu[dot]se).

Training sessions in English for travel bookers and business travellers about the self booking system, in Canvas

Booking

When booking less extensive trips you may use the self-booking system, Cytric. Using this system, you can book domestic flights, hotels, cars, shuttle services and trains.

You can get personal service from BCD 08:00-17:00. 

After 17:00, you will be transferred to BCD’s 24-hour service. Bear in mind that the service fee is higher after office hours.

Bookings through the self-booking system involve a lower fee compared to bookings via customer service.

Please remember that no personal credit/debit card numbers should be stated as all invoices are automatically sent to a joint LU account. BCD makes the charge for hotel stays when you check out, but their booking fee is charged at the time of booking.

Any kind of bonus paid by a flight, hotel, train, or rental car supplier shall be passed on to the University and can only be used during the business trip or other business trips. Even though the bonus card is personal and private, if the card is registered with the travel agency the points may only be used in a work context.

Log into BCD Travel Sweden ABs self-booking system, Cytric (use your LUCAT username and password)

BCD Travel mobile app

With a registered customer profile with BCD you can easily access your travel information via the app. Cytric Mobile is available for iOS and Android.

You must provide your PIN and password the first time you log in on the Cytric Mobile app. These can be found in the self-service booking system, under your user profile, mobile. Here you will also find links to the App Store and Google Play, where you can download the app.

Guide – Downloading Cytric Mobile, in Swedish (PDF 473 kB, new tab)

Choice of mode of transport, travel class and accommodation

• Your first choice should be fossil-free modes of transport. For domestic travel, trains should be the first option. Flights may be considered if the time saved is at least two hours on both the outbound and inbound journeys. The total travel time shall be compared (including connecting transport and waiting times).
• Consider cost efficiency and pay attention to all aspects of the trip: transport to and from train stations/airports, accommodation, working hours, allowances etc.
• Train trips of more than two hours duration may be booked in first class or trips on night trains can be booked in a private compartment. Additional costs for night trains should be compared with an extra hotel night and the time saved by travelling via night train.
• Business travel by air should, as a standard, be booked in economy class. A flight should be booked so that costs are as low as possible while maintaining efficiency.
• For both train and travel by air, the tickets booked should be non-refundable and non-changeable. Exceptions can be made if a flexible ticket is considered to be cheaper than the work time potentially lost if it is not possible to change the departure time.
• Read the information concerning hotel standard carefully before booking.
• Normally, hotel rooms should be of good middle-class standard (three or four star). There may be circumstances, for example for field work and research trips, where accommodation cannot be booked in advance. Hotels may also be allocated for external conferences or equivalent. The traveller will then have to report the expense through the University travel expense report system after returning home.

Several travellers travelling together?

For bookings concerning ten or more people, special assistance is available through BCD Travel Meetings & Events.

This mainly applies to air travel bookings that include accommodation.

Carefully consider whether several key people, e.g. the entire departmental board, should travel on the same flight or bus, in case something were to happen.

Cancelled flights or similar problems during travel

Please always check your booking before departure. Flight schedules may change. In case of cancelled flights or similar problems during the trip, call or send an e-mail directly to the travel agency. Call the travel agency directly +46 8 505 461 12. For urgent calls outside office hours (8:00 -17:00) there will be a one-time fee of SEK 370. Other booking fees are applicable.

Processing of personal data

When you use BCD Travel in order to book business travel, BCD becomes responsible for your personal data in connection with the trip. This means that any comments or questions about how your personal data is processed in relation to your trip are to be directed to BCD.

For more information about how BCD processes your personal data, see their Privacy Policy – BCD Travel website