Introduction

Business travel and meetings are integral to the University’s activities and are essential for initiating and maintaining external contacts. However, each year travel requires resources in terms of time and money and has an environmental impact.

Uppsala University’s Mission, Goals and Strategies (UFV 2018/641) states that the University aspires to a leading role in the transition to a more sustainable society. This means the University should be a role model in managing finite resources and actively addressing its own climate-impacting activities. The University’s environmental plan sets clear targets for reducing carbon dioxide emissions per annual full-time equivalent employee for business travel.

These guidelines include:

• Using online and video meetings to replace travel when appropriate (travel-free meetings).
• Ensuring travel is done in a cost-effective manner.
• Favouring environmentally and climate-friendly means of transport.
• Choosing means of transport and accommodation that allow for efficient use of working time.
• Considering safety and the working environment when planning journeys.

Responsibilities and decisions

The head of department or equivalent must ensure that all staff and contractors are aware of and follow the guidelines. All staff members travelling on official business must be knowledgeable about cost-effectiveness, safety and environmentally friendly travel.

Responsibility for the employee’s working environment and safety applies both in day-to-day work and during meetings and business trips.

The relevant manager must always make a balanced assessment of the need for travel or meetings, weighing all aspects against each other in each individual case based on these guidelines.

Before undertaking a business trip, it must be approved by the relevant manager. The authority to decide on matters regarding business travel follows from the current delegation rules.

Planning, environmental considerations and booking

In these guidelines, ‘meeting’ refers to meetings, conferences or similar gatherings on the University’s premises or at external locations in Sweden or abroad. A ‘business trip’ or ‘business travel’ means travel both beyond and within the ordinary working locality. In the case of posting abroad, special rules apply, and a URA agreement must be drawn up. Employees’ travel to and from work is not considered a business trip and is not covered by these guidelines.

Planning meetings and business travel

All meetings should be carefully planned, paying attention to the purpose, costs, climate impact, safety and working environment. Before booking a business trip, always consider whether it can be replaced by a virtual meeting, such as an online or video meeting.

When a trip is deemed necessary, it must be conducted as sustainably as possible, at the lowest possible total cost, and in a safe and time-efficient manner. The assessment must take account of travel costs, hotel costs, subsistence allowances and travel time.

Employee safety must be considered, including personal and road safety, as well as the general situation at the destination. The recommendations of the Ministry for Foreign Affairs must always be followed. The journey must be organised to avoid any unnecessary additional costs for overnight stays and subsistence allowances.

Environmental considerations and cost-effective business travel

All meetings should be planned paying the greatest possible attention to the environment. If a meeting is organised at a different location, travel to and from the meeting should be done with the least possible environmental impact. Whenever possible, choose an eco-labelled or environmentally certified meeting facility.

Each traveller is responsible for ensuring that travel is planned and conducted so as to minimise environmental impact. Various aspects must be taken into account in all decisions, such as the choice of transport and accommodation. The possibility of combining different modes of transport and ticket types must also be considered.

Booking of tickets and accommodation

The head of department/equivalent is responsible for ensuring that good procedures are in place for business travel. The traveller must register a travel notification in the existing HR system before the trip begins. No travel notification is required for travel between campus areas[1] or for business trips of up to 100 kilometres from a campus area.

As a public authority, Uppsala University must comply with the Public Procurement Act (2016:1145), along with related laws and regulations. All orders and bookings must be made through contracted suppliers. Exceptions may be made in cases where hotels have already been selected by conference or meeting organisers.

Extended business trip for private reasons

If, for private reasons, the traveller chooses to travel to the destination earlier or to stay on at the destination after the event, the traveller must pay all additional costs arising from the extended stay. The extended period of stay should be in reasonable proportion to the time spent on official business at the place.

Choice of means of transport and accommodation

The traveller’s line manager decides if any special factors affect travel and accommodation bookings. Domestic travel should normally be undertaken by rail rather than by air whenever possible on routes where this is feasible.

Local travel

Local journeys should preferably be made by public transport, and Uppsala University’s corporate solutions for bus and train services must be used. For international travel, public transport must be used if it is safe given the local conditions. Taxis may be used when there is no suitable public transport or when there are special reasons to use a taxi.

Rail travel

For journeys of 500 km or less, rail travel should be chosen. Other options may only be chosen when justified on overall consideration.

Rail journeys should normally be made in the cheapest class. However, for journeys longer than two hours, first class or equivalent may be chosen if work needs to be performed during most of the trip. For overnight journeys (00:00-06:00), a single sleeping compartment may be booked. Travellers can travel in second class in countries where it is considered safe.

Air travel

For journeys of less than 500 km, air travel may be chosen if other options are not realistic, considering all aspects, such as time and cost. For longer flights, a direct flight should preferably be chosen. In exceptional cases, such as for longer journeys outside Europe, the traveller may opt for more expensive tickets if there are special reasons. Special reasons that can be taken into account include safety aspects, health reasons, travel time and itineraries.

Boats and ferries

For business trips, single cabins of normal standard class with windows may be booked.

Taxi journeys

Taxis may be used when there is no suitable public transport or when there are special reasons for travelling by taxi. Such reasons include transporting heavy and bulky luggage on behalf of Uppsala University, having several passengers on official business in the car, and/or saving time. Taxis may also be used when the security situation requires it or when it is complicated to find the way to the destination on your own.

Taxi journeys should be made using environmentally friendly vehicles.

Car hire or private car

A hire car or private car for travel to and from the destination, or for connecting transport in the home locality, may generally only be used if there is no suitable public transport available at the time of travel or if it offers significant time savings compared with public transport. There may also be special reasons for using a hire car or private car, such as travelling late in the evening or at night, or other safety considerations.

When domestic travel by car is deemed necessary, a hire car should preferably be used. For environmental and safety reasons, travel by private car should be avoided and may only be used for domestic business journeys of up to 300 km and in special circumstances.

Accommodation

Hotels that are eco-labelled, eco-certified, or can otherwise demonstrate active environmental efforts should be chosen. The standard of the hotel should be suited to the nature of the journey, with good mid-range hotels being the preferred choice when available. Single economy or standard rooms should normally be selected. If special reasons, such as security needs, justify it, a different hotel standard may be chosen.

Exceptions to these rules may be made when hotels have already been selected by congress or conference organisers.

In cases where simpler accommodation is needed due to limited means, the traveller may book a hostel, youth hostel, etc. For longer stays, other options such as renting a small apartment should be used if possible.

If, during a business trip, a traveller is accompanied by someone who is not traveling on behalf of Uppsala University, the costs for the accompanying person must not be paid by Uppsala University. If a traveller shares a hotel room with an accompanying person who is not participating in the event, the cost for the employee will be considered to be 75% of the price of a double room.

Other matters

Travel expenses

At the end of the business trip, a travel expense report must be completed as soon as possible and, in accordance with the current local travel agreement, must be submitted within two months. Hotel, hire car and other travel expenses should preferably be settled by invoice to Uppsala University. In cases where the traveller has to pay for travel expenses, these will be reimbursed via the travel expense report.

Benefits – Bonus programmes

All types of discounts, bonuses, free tickets, cash compensation and similar benefits that airlines and hotels, for example, provide in connection with business travel belong to the University and may only be used for other business travel. The possibility of earning bonus points must not influence the choice of travel provider.

Travel advances

Travel advances can only be paid to employees at Uppsala University in exceptional cases.

Vaccinations

The traveller is responsible for obtaining the necessary vaccinations and preventive medication for the business trip. Vaccinations recommended for the trip will be paid for by the University and must be carried out by a contracted occupational health service.

Passports and visas

The traveller is responsible for bringing a valid passport and obtaining a valid visa if required. Visas must be ordered via the contracted travel agency.

Right to compensation in case of flight and train delays

Compensation and damages in the event of delays, cancellations or denied boarding must comply with current legislation and regulations.

Travel insurance

All employees and contractors are covered by Kammarkollegiet's business travel insurance for domestic and international travel on behalf of the University.

Insurance for postings abroad

Uppsala University takes out URA insurance for all employees posted abroad.

Fines, incidents, accidents

Criminal penalties and fees for violations of traffic laws and similar regulations, such as fines for speeding, parking violations, and late fees, are the responsibility of the traveller. All occurrences of accidents must be reported by the employee to the employer without delay.

Follow-up

The person who has authorised a meeting or business trip is responsible for ensuring compliance with the guidelines.

[1] Including travel between Campus Gotland and Uppsala.