Train may become first choice for short business trips

What exactly does a travel coordinator do?
“I support both managers and staff, giving advice and tips on most aspects of business travel,” replies Engegard. In addition to that, I also have a lot of contact with different suppliers and discuss business solutions that match our needs at Uppsala University. I collaborate with different divisions at the University Administration, organise internal training sessions on business travel, compile statistics on costs and the environment.”

Engegard handles support cases that involve answering both run-of-the-mill and highly complex travel issues every day. Among the most common questions Engegard receives relate to the cost centre and invoice reference of the traveller, whether the train is the right option and whether the journey can be made by taxi.

But what do the unusual questions involve?
“Sometimes there are very private questions about wanting a fellow traveller who doesn’t work at the University,” reveals Engegard. “Or about what I can take in my hand luggage.”

Not all issues are of a pleasant nature. Sometimes Engegard assists in various incidents that may occur during business trips, resulting in insurance claims. Furthermore, she can submit complaints about aspects that went wrong during a business trip.

Can we travel however and wherever on business?
“No, we can’t,” says Engegard. “Business travel must always be ordered or approved by the responsible head of department or equivalent, the purpose of the business travel must be specified and the means of transport and accommodation must be agreed in advance. Regardless of the research grants or funds used for travelling, the head of department or equivalent has ultimate responsibility and decides whether the employee may travel or not.”

But what about environment versus efficiency at work – does this play a part?
“The environmental aspect is of the utmost importance and should always be considered during every business trip,” explains Engegard. “But this does not mean that you can travel by train within Europe just because you want to, for example. This is also where the aspects of feasibility and cost come in. We have to assess on a case-by-case basis. The first thing to consider before travelling on business is the alternative, that is, ask yourself if you have to travel? Can I replace it with a digital meeting?”

Are there written and adopted guidelines for business travel?
“There are guidelines, but there is also a draft of new travel guidelines,” confirms Engegard. “They propose that trains should be the first choice for short journeys. What is meant by short journeys is under discussion. Another proposal is to allow train journeys longer than two hours to be made in first class or equivalent in cases where you need to work for most of the journey. But the guidelines have not been finalised yet; the Vice-Chancellor takes the final decision.”

Everyone books their business travel by logging into the self-booking system. You need to create a traveller profile to access the system of the contracted travel agency supplier.

Why is a login required?
“Security reasons require it to be a locked page for staff,” explains Engegard. You can only log in if you have an AKKA ID.”

Finally, what is the best thing about your job?
“Certain things and questions come up every day, but no two days are the same,” says Engegard. Travel is a fast-moving area and new things are happening all the time. New challenges make it exciting. You need to be pragmatic and solution-oriented as a travel coordinator and enjoy offering good service at a qualified level.”

A travel coordinator needs to stay calm when pressurised travel situations arise, such as missed connecting flights. This means that the travel coordinator must constantly innovate and actively work on different areas of development.

“I like it when things are fast-paced,” notes Engegard. “Every day I feel very appreciated by my colleagues and I enjoy being helpful. That's the best part!”

Ulrika Hurtig