Booking travels at IDT
The IDTs staff (the traveler) will from now on order their travel themselves.
To continue to have a good cost control on our travelling all personnel must
have knowledge of the MDHS travel policy;
http://www.mdh.se/polopoly_fs/1.9877!/Menu/general/columncontent/attachment/resepolicy.pdf
The following practical procedures apply:
Our travel agency is Ticket, phone 021-40 46 40, at 8-17, or mail
[email protected]. They can handle orders in both Swedish and English.
The travel agent is booking flights and long train journeys (outside TIM
zone, see below), bus from Västerås to Arlanda (must be booked in
conjunction with a flight), and they can also, if required reserve hotels.
The travel agency needs the following information:
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Reference crn07. Carola Ryttersson (IDT Västerås) then receives the
invoice and connects it to the travel expense report.
Project number or project name, otherwise the agency cannot place
an order.
Approximate desired travel times
Your full name (as in your passport)
Mobile phone number (not just your MDH phone while it is
connected to a mobile phone). The airlines would be sending you sms
about changes in flight times, etc.
For railway travel within the TIM zone (ie within the range of Gavle Stockholm - Linköping -Örebro) you should use our SJ invoice card, they
can be borrowed from Carola in Västerås or Ingrid Andersson in Eskilstuna.
The ticket is bought with the card in SJ automatic machines at the railway
stations. You can now also purchase day ticket on public transport in
Stockholm, or on public transport in the other towns in the Mälardalen
region, in SJ automatic machines. Arlanda Express tickets are booked and
paid for by the traveler and reimbursed through the travel expense report.
Trips to the airport, where taxi must be utilized should be booked via TaxiKurir, 021-122222, customer number 3531 in Västerås, or 016-145800
customer number 0716 in Eskilstuna.
Hotels at the destination are booked by the traveler himself. Often
conference organizers have booked hotels at discounted rates. A list of hotels
where there are state framework agreements is also available on
www.avropa.se.
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Rental cars are booked in Västerås at Europcar, 021-124143,
[email protected], contact Pelle Bjelke. In Eskilstuna rental cars are
booked through Hertz, 016-519096, customer number CDP544215. For
billing, state HCC26499473.
Carola continues to book travels, hotels, etc., to Swedish and foreign
guests, students, etc. The travel agent must have the same information for
these travelers. Here, project managers and supervisors must take
responsibility for the cost and clearly inform the travelers what is applicable,
enter the project number, etc. If we have different options for travel routes,
costs etc, project managers and supervisors must make decisions about the
trip to be selected.
We also remind you that the travel expense report must be written within
two months from the end of the trip. Remember to attach documents like eticket, trip programs, etc., so that the report is complete and accurate from
the beginning. Also remember to notice the meals obtained during the trip.
The travel expense form should be submitted to Carola.
Remember to order and bring the European Health Insurance Card when
traveling in Europe. This is obtained from Försäkringskassan. If you are
traveling outside the EU, you should bring a personalized insurance card
(Swedish State Business Travel Insurance Certificate). These are issued by
the Personnel Department at MDH (Jan Romedahl).
Last but not least, book your trip well in advance! It is very important
for the cost, and the possibility to find travel times that suit you. When the
agency makes a preliminary booking of a travel, they must make a definitive
booking on the same day to ensure that you receive the specified price, and
after 24 hours the booking will be canceled if not confirmed. Therefore, it is
important that you are available for the travel agent when you
receive a proposal and that you check that your name and travel
data are correct. The ticket will be sent electronically to you by the travel
agency.
Have a nice trip!
(The translation from the Swedish version is made with the help of Google
translate, so it might not be as fluent as it could be, but many thanks
anyway!)
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