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Business travel

Are you going on a business trip? There is a lot to consider before you go, during the trip, as well as after you have returned. In these pages, we will guide you to the latest information about how to book a business trip, rules and agreements, travel insurance, debit cards, etc.

Some tips and advice

  1. Think of the environment! Is the trip necessary to do in person? By meeting without travel, you contribute to all three aspects of sustainable development, i.e. reduced environmental impact, financial savings and social benefits. To the greatest extent possible, travel should be replaced by travel-free alternatives, such as web, video or telephone conferences. If you want to book traintickets abroad you need to contact Egencia Personal Service by phone or e-mail.
  2. If you want to book international train contact Egencia personal service for help. Domesticc train and destinations Oslo, Copenhagen, Berlin, Hamburg are avaliable in Egencia online self booking tool. Information about International train
  3. Make sure you read the KTH rules for Business travel KTH guidelines for meetings and travel
  4. Make a risk assessment - What happens if you become ill in another country? Check the countrys entry rules about quarantine for example.
  5. Check the Foreign Ministry's (UD) recommendations. You as a traveler must always check and follow the recommendations. Countries UD advises against (in Swedish)  (in Swedish.) There is also an mobile app avaliable.
  6. Do you travel often? (See nr 1.) Also Get a Eurocard - Business procured personal card (FUP)  .Eurocard FUP is a debit card with an extended payment period of 30 days so that you have time to get reimbursed through KTH-RES before the invoice comes to your home adress. Please note that you need to create an expense report in KTH-RES and send it for review and approval before you can get compensation for certain expenses such as for example local travel abroad, see KTH guidelines for meetings and travel. 
  7. Do not use services like UBER, Bolt, AirBnB or similar. Because the authority KTH has a responsibility to ensure that the suppliers we hire do not engage in money laundering or shortcomings in their obligations regarding taxes and social insurance contributions. AirBnb, UBER etc are only intermediation and booking services for private individuals and there is no possibility for the university to carry out the necessary checks towards the individual landlords, taxi drivers. It is also not possible to check working conditions. KTH's guidelines for meetings and travel may allow expenses for accommodation on campus, boarding or other forms of accommodation where it is not possible to book via an agreed travel agency. Reimbursement for expenses for mediation services is only allowed in exceptional cases for longer business trips abroad if all other options have been exhausted. Travelers are advised to check whether the host university can recommend accommodation.