Stockholm University has an agreement with Egencia Sweden AB - The travel agency has been contracted in accordance with the Swedish Public Procurement Act. The agreement means that it obliges everyone at the university to buy their business travel with them.

Everyone employed has a traveller profile with Egencia. However, all travellers must activate their profile before they can book a trip using the online tool. If you don't have a traveller profile please contact Gelana Yadeta, gelana.yadeta@su.se.

Book your trip online


Egencia's Customer Service

Both for online support and help with booking.
Opening hours: Monday–Friday at 08:00–17:00
(Same number for 24-Hours Emergency Service.)
Telephone: +46 31 724 55 20
E-mail: customer_service@egencia.se

 

Practical information

Transportation: Tickets shall be booked via Egencia Sweden AB, which SU has a binding contract with. If you are SU employee you will get your personal user profile to make the reservation online. Contact Gelana Yadeta gelana.yadeta@su.se or Birgitta Olsson birgitta.olsson@su.se to get a user profile and more information.

If you are not SU employee Gelana or Birgitta will help you to make the booking of your ticket.

Transfer to and from airport: Transfer by taxi to and from Arlanda airport can be pre-ordered and paid by MBW directly (via invoice). Contact Gelana Yadeta to arrange transfer.

Transfer with Uber?
It is not allowed to use the Uber service for business travel.

Conference fee: The conference fee often has to be paid online by card. MBW has two Mastercards that may be used for online payments. Contact Gelana Yadeta gelana.yadeta@su.se or Birgitta Olsson birgitta.olsson@su.se to arrange the payment.

Accommodation: In case the conference offers reservation of accommodation, you may use that option. If not, hotels shall be booked via Egencia. You will get a voucher and will not have to make any private expenses. If you are SU employee you will get your personal user profile and can make the reservation online. Contact Gelana Yadeta gelana.yadeta@su.se or  Birgitta Olsson birgitta.olsson@su.se to get a user profile and more information.

If you are not SU employee Gelana or Birgitta will help you to make the booking of your hotel.

Overnight through Airbnb?
It is not allowed to use this type of booking of accommodation.

Documentation of travel: For payment of tickets and accommodation, the MBW Administration will need a copy of the program of the trip, such as conference program, program of study visit or alike. If the travel is done to meet partners for discussions or co-operation; names, titles and organisation of the partners have to be attached to the invoices.

Meals: No meals will be covered by travel expenses, except for those included in the conference or the hotel.

Allowance: If you have increased expenditures during your travel (for example meals) you may get allowance for the days that meals are not included in the program. Allowance is decided upon individually by the supervisor/ person responsible for payment of the travel.

Reimbursements: If you have had any expenses to be reimbursed, please fill in the form available on the MBW Intranet. Hand in the form to Beata Gillving at the MBW Administraion. Please note that we need the original receipts and that only expenses verified by receipts can be reimbursed.