Booking travel

Content

• Simple trips
• Complex trips
• Group travel
• Booking hotel only
• Booking for others
• Booking outside the guidelines
• HGS's price guarantee - complaints procedure

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Simple trips

• Book flights, hotels and rental cars for simple trips directly at HRG online (hrgworldwide.com), which is the travel agency's online booking system.
• This requires you to have created a profile with HRG.
• As a user of HRG online (hrgworldwide.com), you have access to all ticket prices with traditional airlines, UiO's agreement prices, and many low-cost airlines. Read more about HRG's price guarantee.
• All basic domestic and international return trips, including hotels and rental cars, can be booked on HRG online (hrgworldwide.com).
   

Complex trips

Contact HRG's travel consultants to book inter-continental trips and trips with multiple destinations:

• Telephone: +47-32 25 50 10
• E-mail: uio@hrgworldwide.com
• Office hours: Monday-Friday 8 a.m. - 4:15 p.m.
   

Group travel

• Group travel is travel in which 10 or more persons travel together in a group.
• Contact HRG's group travel consultants to book group travel:
  • Telephone: +47 23 35 37 85
  • E-mail: uio.konferanse@hrgworldwide.com
  • Office hours: Monday-Friday 8 a.m. - 4:15 p.m.
• Each traveller's credit card can be charged for group travel (the credit card that is listed in the HRG profile). Alternatively, an order can be created in UiO's ordering system (Norwegian). In such cases, the HRG invoice must include the order number.
• Group travel for fewer than 10 persons must be ordered on HRG online (hrgworldwide.com) or by contacting HRG's travel consultants by telephone or email. You can read more about how to book travel for others. The primary form of payment is to charge each traveller's credit card (the card listed in the HRG profile). Alternatively, you can make an agreement with HRG about invoicing and create an order in UiO's ordering system (Norwegian). The HRG invoice must include the order number.
   

Booking hotel only

• If you are only booking a hotel, you can do this on HRG online (hrgworldwide.com) or directly with the hotel.
• The primary form of payment is to charge each traveller's credit card. Alternatively, you can make an invoicing agreement. For invoicing, you must create an order in UiO's ordering system and the hotel invoice must include the order number.
• Click on the relevant hotel for information about direct booking:
  • Nordic Choice Hotels (Norwegian)
  • Rica Hotels (Norwegian)
  • Scandic Hotels (Norwegian)
     

Booking for others

For employees at UiO

• Those who book travel on behalf of others must create a separate profile in HRG and specify in their profile that they are a travel booker.
• Those for whom the travel booker books travel, must specify/provide access for the travel booker in their profile.

For people who are not employeed at UiO

• If you are to book travel for a person who is not employeed at UiO but where the costs are to be covered by UiO, contact HRG's travel consultants:
  • Telephone: +47-32 25 50 10
  • E-mail: uio@hrgworldwide.com
  • Office hours: Monday-Friday 8 a.m. - 4:15 p.m.
• Note: Travel must be booked in the name the traveller is registered with in his/her passport.
   

Booking outside the guidelines

• The guidelines for business travel at UiO stipulate that air travel must be booked at the lowest cost available within a set time period from the departure time (+/- 2 or 4 hours). Such bookings must be marked as within UiO guidelines on HRG online.
• If you book travel that is outside the guidelines, you must provide a reason. The codes to be used to do so are:
  • PU - Travelling with others
  • PF - Need a flexible ticket
  • PC - Preferred airline
     

HRG's price guarantee - complaints procedure

• UiO has a price guarantee agreement. This means that HRG must pay the difference if you can document that HRG has not provided the cheapest alternative for specific search criteria. 
• To complain about the price, follow the procedure for price complaints.
• The complaint must be sent to uio@hrgworldwide.com, and a copy must be sent to the Purchasing section, care of hilde.haug@admin.uio.no.