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Book your trip

Stockholm University has an agreement for business travel with Amex GBT (American Express Global Business Travel) as of 1 November 2023.

Below is information on how to book your travel with Amex GBT and with SJ.

Current information

SJ – ticket types

As of 22 May 2024, SJ will no longer offer the following ticket types, regardless of the booking channel:

  • rebookable tickets.

Bookings for train journeys during this period can be made directly with SJ using your department's own customer number. You can get it from the travel function at your department.

Book your trip with Amex GBT

Stockholm University has an agreement for business travel with Amex GBT (American Express Global Business Travel).

All employees at Stockholm University who have a monthly employment have an automatic login (via Single Sign On) to Amex GBT's online tool, NEO Online. If this does not work or if you don’t have a monthly employment and need to book a trip, contact the travel function at your department. You can either book your trip online through the NEO tool or receive personalised service through Traveler Care.


This is good to know about bookings:

  • Bookings via personal service cannot be cancelled in NEO but are visible there (not train bookings).
  • However, bookings made via NEO can be rebooked and cancelled by the personal service.
  • Bookings via NEO can be rebooked and cancelled in NEO until departure (not train bookings).
  • Bookings via NEO can only be made for one person at a time for flights, trains/coaches and hotel rooms (when booking a double room, the booking is for one person only).
  • Guest bookings via the personalised service are made via the guest booking form. You can find it under Contact Amex GBT.
  • Air taxis can only be booked via personalised service (coming in NEO in 2024).
  • Night trains can only be booked via personal service.
  • Complex and round trips are booked via personal service.

Good to know about hotels, flights and general:

  • Hotels
    In Sweden, always book hotels that are procured by Kammarkollegiet; they are marked with "three hearts" and "SU rate".

    For travel outside Sweden, always bring a payment card – e-vouchers are always issued, but for international travel the hotel may still refuse and require payment on the spot.

  • Flights
    Airlines procured by Kammarkollegiet should be booked in the first instance. These are marked, at Amex GBT, with "three hearts". They are linked to the Diners TAC travel account.

    For bookings with low-cost airlines, e.g. Easyjet, a debit card is required to book your journey. Reimbursement is then requested against a receipt in Primula.

    There are airlines that do not accept Diners TAC travel account as a payment method. This means that only after the trip is booked will you receive a message that a payment card must be added to the Profile for the booking to be authorised. The reimbursement is then requested against a receipt in Primula.

    Booking "According to policy" means that it is an approved class, i.e. economy class.

  • General information
    The profile must be updated with, among other things, dates of birth and names that must match the passport. All names must be included and spelt correctly.

    It is important that mobile phone numbers are included in the profile.

    Update your payment card in your profile, if you are booking low-cost airlines. Accept the privacy statement in your profile.

    For more complex bookings that cannot be booked through NEO (for example, flights where the return journey is not from the same airport) or for assistance with rebooking/cancellation of travel already started, whether booked through NEO or via personal service, contact Traveler Care.

  • Proactive Traveler Care
    If your flight is cancelled, delayed for more than 60 minutes or potentially missed connection, you as a traveller will be automatically notified by email and SMS. If you need help, answer YES. A travel agent will be notified and will call you back. You will also be contacted via the Amex GBT Mobile App.

Contact Amex GBT

  • Select button choice: 1 for technical support in NEO online booking.
    Phone: +46 8 502 523 01
    Opening hours: Monday–Friday 08:00–17:00

Price list

Amex GBT´s price list Pdf, 111.9 kB.

Travelling by train abroad

International train bookings are made via Traveler Care (personal service):

Book well in advance. However, tickets are usually released two months before departure.
Email your booking to se.travel@amexgbt.com.
Write "International train journey/tågresa utrikes" in the subject line.

Emailing makes it easier for the travel agent to search for the best options for your train journey. Please note that international train bookings may take longer to process due to different conditions in different countries.

Amex GBT mobile app

In the app you will find all important travel and contact information. You can also book your journey via NEO directly in the app and, if necessary, chat with Amex GBT ..

How to get started with the app

  • Download the "AMEX GBT Mobile" app from the App Store or Google Play by searching for "AMEX GBT Mobile".
  • Create your login name and password as you wish. It is important that you enter Stockholm University's e-mail address (su.se).
  • In order to book your trip via the app, please follow the instructions you receive when you click on "Book your trip".
  • Log in to NEO.
  • Go to your profile. At the bottom of your profile it says that you can add an app.
  • Click and scan the QR code that comes up.
  • Click on "Activate".
  • Now you can book!

Introduction films

You are welcome to participate in Amex GBT's open online introductions.

Authorisations in Amex

The following authorisations are available in your department/equivalent.

  • Profile Administrators (Admin suite)
    Assigns authorisations for Travel Bookers and Guest Bookers.
    If you need a manual profile for e.g. scholarship holders, consultants or hourly paid staff, the Profile Administrator at the department contacts yvonne.samuelsson@su.se.
    Information is submitted as below:
    – Name as per passport
    – SUKAT username
    – e-mail address
    – date of birth.
    It is important to send a message to Yvonne Samuelsson to cancel the profile, as the person should no longer be able to book travel.
  • Travel Booker
    This person can book travel for other staff members in their department in NEO Online. Can also change the profile of the traveller.
  • Guest Booker
    This person can book guests (e.g. external lecturers) in NEO Online.
  • Administrator delivery notes in the portal
    The delivery note can be accessed via the portal (online) for those who are assigned that authorisation. This authorisation/role can then see the delivery notes of your department.

Delivery notes from Amex

Explanations of the delivery note (in Swedish).

Följesedlar

 

Explanations of the purpose of the journey (in Swedish).

Ändamål med resan

Book train tickets with SJ

Stockholm University and SJ AB have an agreement on business travel by train. The agreement is valid until further notice.

Special fare (contract fare)

Applies to the purchase of 1st and 2nd class domestic rail travel.

The price reduction for Stockholm University is 7 % for refundable tickets, 2 % for non-refundable/rebookable tickets and 3 % for rebookable tickets. The redistribution of the discount rate to include the cheapest tickets means that the discount rate for the regular, more expensive refundable tickets is slightly lower. Only 15 % of the University's travellers are in this category and 85 % of travellers are in the cheaper categories.

The contract fares are available through all SJ purchasing channels and the travel agency Amex GBT, with which the university has an agreement.

Booking options at SJ

1. SJ Business Travel

Call 0771-75 75 55, dial 2, and make your booking(s).
State the current customer number, which you will primarily receive from the travel responsible at your department. Diners invoices via the department's/equivalent's travel account.

2. Internet booking

A. Travel responsible – when you book travel for others:
As a travel resposible, you book tickets for everyone in the company. As a travel responsible, you need login details in the form of a username and password to be able to log in to SJ's corporate booking system. Remember to enter the department's/office´s number in the invoice reference field. The ticket price includes a booking fee of 4 % of the price of the journey, with a minimum of SEK 5 per person and a maximum of SEK 95. The fee on other operators' journeys is 7 %. Diners invoices via the department's/office´s travel account. Travel responsible who do not have login details can register via the link below.

B. Traveller – when you book your own travel:
By having login credentials as a traveller, you book your own travel on SJ corporate booking. As a traveller, you need login details in the form of a username and password to be able to log in to SJ företagsbokning. Remember to enter the department's/office´s number in the invoice reference field.

Travellers without login details register for SJ Prio. Once you have signed up for SJ Prio, you will receive a confirmation email containing your membership number. Your membership number must also be linked to the correct SJ customer number in order for you to be able to log in to SJ Företagsbokning. Membership cards are sent by post within 10–14 days.

We recommend that if you make more than two journeys a year with SJ, you sign up for SJ Prio. SJ Prio ensures that you receive information and offers that directly affect your travel with SJ.

Earned Prio points may only be used for new business trips in accordance with the university's travel policy. An employee's earned points can be used to purchase a new trip, including for other employees at the same department/equivalent.

The ticket price includes a booking fee of 4 % of the price of the journey, but no less than SEK 5 per person and no more than SEK 95. The fee on other operators' journeys is 7 %. Diners invoices via the travel account of the department/equivalent.

Travel documents can be obtained in the following ways:
E-ticket via email as a pdf printout or via mobile phone.

Travel documents can also be collected from SJ ticket machines or at SJ sales points.

Persons responsible for contracts

SJ – support and further information

  • SJ Business Travel, phone: +46 771 75 75 55, dial 2.
    For bokning SJ Business Travel by phone.
  • SJ Customer Service, phone: +46 771 75 75 55, dial 2.
    Please contact SJ Customer Service if you have a comment or wish to make a complaint.
  • SJ Customer Service/Traffic Information,
    phone: +46 771 75 75 55, dial 1.

Information on the tone choices available: link to tone choices.

External conference

For external congresses/conferences attended by university staff, the booking should be made directly with the organiser. Usually the organiser requests card payment and sometimes there are a number of choices such as hotels, lectures, events, meals, and it is both easier and smoother for the traveller to have that dialogue themselves. The travel agent cannot make these bookings because the travel account cannot be used as payment for these arrangements.

Taxi journeys

Taxi contracts will be tendered. Until then, air taxis can be booked via personal service at Amex GBT. Other taxi journeys are booked directly with the taxi companies (not Uber, Bolt and similar). Reimbursement for the taxi journey is requested via a receipt in Primula.

Uber, Lyft or similar companies

It is not allowed to use services such as Uber, Lyft or similar companies for business travel. Stockholm University has a responsibility to ensure that the suppliers we use do not engage in money laundering or fail to fulfil their tax and social security obligations. These companies are only an intermediary and booking service and there is no possibility for Stockholm Universi to carry out the necessary checks on the individual drivers/riders. It is also not possible to check the working conditions of the drivers.

Airbnb, HomeAway or similar providers

It is not permitted to use Airbnb and similar services when booking accommodation.

The government framework agreement "Hotel services" includes accommodation of the "long stay" type and the Swedish Tourist Association's (STF) hostels in Sweden.

See government framework agreements at avropa.se.

Payment cards and currency exchanges

Find out more about payment cards and currency exchanges.

Contact

In the first place, please contact your department.

Last updated: 2024-12-05

Source: Human Resources Office