Norwegian version of this page

Booking travel

Before you start booking a business trip, make sure all preparations are in place.


Simple trips

Travel and accommodation are booked in Egencia's online booking system, see user guide and the reasons for using travel agency. To use the portal, log in with your UiO username and password.

Note:

  • Train trips in Norway you can book yourself through vy.no or the portal.
  • International train trips cannot be booked through Egencia's portal. Here you send an email to customer_service@egencia.no.
  • Car rental is booked according to the current car rental agreement, see the contract catalogue.
  • Hotel accommodation is booked in Egencia's portal or through Egencia's consultants and only applies to hotels in Norway. Credit cards are the standard payment method at UiO, and the traveller is charged according to the payment method in his own profile. The hotel portfolio consists of hotels that are part of the agreement for the university and college sector in Norway as well as Egencia's own hotel portfolio. Contract hotels are marked with "UiOs prefererte" ("UiO's preferred") and contract prices should apply to these hotels. An overview of current hotel chains including prices and more information about the agreement can be found in the contract catalogue (log in to the agreement directory and use the keyword «hotellovernatting»).
  • Flights: As a user of Egencia's portal you have access to all ticket prices with traditional airlines, contract prices and low cost airlines. Read more about Egencia's price guarantee and how you can travel the cheapest possible.

Book via mobile phone or tablet

Egencia has created an app to make booking easy from your mobile phone or tablet: Egencia TripNavigator. Read more about how to download and use the app (Norwegian).

Travel with Ryanair

  • Booking: All Ryanair tickets must be booked in Egencia’s portal using the credit card travel profile. This is because Ryanair does not issue invoices but requires payment by credit card.
  • Check-in: All employees must use customer_service@egencia.no  as their e-mail address and their Egencia reference number on ryanair.com when checking in.
  • Travel tracking: Information concerning the originally booked ticket can be tracked in the Egencia travel portal. Ticket changes are made on ryanair.com and cannot be tracked in the travel portal.

Trips with multiple stops

  • To order round trips or intercontinental flights with multiple stops, complete the order form (word) and send it from your UiO email address to customer_service@egencia.no. Note: For such orders do not use portal!
  • For questions about these trips please contact Egencia travel consultants by:
    • Telephone: +47-51 44 44 38 (office hours: Monday – Friday 07:00 – 18:00; redirect to 24 hour service outside office hours at a service fee of NOK 250)
    • E-mail: customer_service@egencia.no (e-mails are followed up during ordinary work hours Monday – Friday 08:00 – 15:00)

Group trips

  • Group travel is travel in which 10 or more persons travel together in a group with the same itinerary.
  • For booking of group travel including only airplane/train travel and/or hotel accommodation contact Egencia Meetings & Events:
  • The payment method for group travel is a joint invoice (samlefaktura).
  • You must create an order in UiO's purchasing management system, and the provider must include the E-number on the invoice. Read more about UiO's procurement routines.

Course and conference services

  • Request for course and conference services is made via Egencia's portal or by request on your own. See the contract catalogue for a complete description of order routines.
  • The link to the Egencia inquiry form can be found under "Favourite links" on the first page of the portal.
  • The payment method for course and conference services is a joint invoice (samlefaktura).
  • You must create an order in UiO's purchasing management system, and the provider must include the E-number on the invoice. Read more about UiO's procurement routines.

Booking for others

Do you have a travel booker role in the Egencia system?

Staff who book travel on behalf of other UiO employees or guests must require a travel booker role in the Egencia system. You can apply for this role by sending an e-mail to reiseportal@admin.uio.no. Your application should contain the following:

  1. Personal information about you who shall act as travel booker:
    • Name
    • UiO e-mail address
    • Employee number
    • Mobile phone number (mandatory filed in the travel portal)
  2. Whether you request authorisation for booking for guests and/or UiO employees
  3. The organisational unit ID (6 digits) of the unit(s) for whom you shall act as travel booker

It may take a few days to create a travel booker role. If it is urgent to book the trip, exceptions can be made for this one trip. The exception must be approved by the travel portal at UiO (e-mail), which confirms this for customer service at Egencia.

This is how you book for others

Special bookings

  • The guidelines for business travel at UiO stipulate that “the trip must be conducted at the lowest price, albeit so that the travel time is not unreasonably long”. The settings in the portal help safeguard this by showing a red flag when a trip is considered outside the guidelines based on selected criteria.
  • Travel marked with a red flag may be booked in the system, but you must give a reason. The codes used for this are:
    • AC - Selected because of the airline
    • AD - Must travel on this day
    • HL - Selected because of the distance/location
    • HM - Meeting/conference at the hotel
    • HV - No approved hotels available
    • AO/HO - Other

Optimising scheme for flight bookings

As of 22 April, 2019, Egencia has a scheme to optimise the travel process:

  • You book your flight in the usual way through Egencia travel portal.
  • Before departure, Egencia monitors price reductions on flight tickets. If they discover savings opportunities, they will re-book qualified tickets at a cheaper price.
  • After the journey: If you need to change your travel plans or you miss your plane and cannot cancel your flight, Egencia will continue to refund for unused tickets.
  • To learn more about the scheme, read through the frequently asked questions.

Issue date of tickets

Egencia issues tickets as close to departure as possible in accordance with the airline's ticket registration rules on the individual ticket/fare.

See what advantages this has for you.

Egencia’s flight price guarantee – price complaints

  • UiO has a contractual flight price guarantee. This means that Egencia must pay the difference if you can document that Egencia has not offered the cheapest alternative according to specified search criteria.
  • In order to lodge a complaint about the price, follow the procedure for flight price complaints.

Cancellation of tickets

Phone or e-mail Egencia travel booker:

Use of taxi

  • Consider using an electric car instead of a taxi. This is better for the environment and you do not have to register travel expense claims. You can borrow an electric car for travel during working hours via UiO's electric car pool.
  • If you need to take a taxi, some taxi companies provide the option of choosing an environmentally friendly car when booking (electric car/hybrid).
  • Before you order a taxi, remember to check UiO's guidelines for the use of taxi cards, and use the attachment taxi invoice (word) when submitting your travel expense claim.
Did you find what you were looking for?
Published Nov. 8, 2015 8:44 PM - Last modified Feb. 21, 2020 9:57 AM