Norwegian version of this page

Booking travel

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


Simple trips

Travel, accommodation and car rental are booked in Berg-Hansen's online booking system:

BH travel portal

To use the portal, log in with your UiO username and password. Note that the portal is not supported by the browser Edge. To make bookings, see user guide (pdf) (Norwegian).

Note:

  • Train trips in Norway and to Sweden you book in the portal.
  • International train trips cannot be booked through Berg-Hansen. Such trips you must book yourself.
  • Hotel accommodation
    • You book hotel accommodation through Berg-Hansen or directly at the hotel:
      • Ordering through Berg-Hansen is done in the portal, app or via Berg-Hansen's consultants. Credit cards are the standard payment method at UiO, and the traveller is charged according to the payment method in his own profile.
      • If you wish to book hotel accommodation directly, call the hotel to check capacity and conditions. Then you ask the local purchasing officer to place the order in UiO's purchasing system Unit4 ERP. The purchasing officer will provide you with a purchase number which you must forward to the hotel.
    • In Norway, the hotel portfolio consists of hotels that are part of the agreement for the university and college sector in Norway as well as Berg-Hansen's own hotel portfolio. Contract hotels are marked with «A» 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»).
    • Hotels abroad are not covered by the agreement, but nevertheless can be booked through the Berg-Hansen portal, app or its consultants. 
  • Flights: As a user of Berg-Hansen's portal you have access to all ticket prices with traditional airlines, contract prices and low cost airlines.

Book on the Berg-Hansen app

Berg-Hansen has an app for easy ordering from a phone or tablet. The app is called «Berg-Hansen» and can be downloaded from AppStore or GooglePlay. See which functions the app offers (berg-hansen.no) (Norwegian).

Travel with Ryanair

It is not possible to book flights with Ryanair in Berg-Hansen's portal as the airline only allows the use its own channels. Users wishing to book with Ryanair must have their trip approved by their manager before booking.

Trips with multiple stops

Round trips or intercontinental flights with multiple stops can be booked in the BH travel portal or with a travel consultant (bestilling@berg-hansen.no).

Group trips

  • Group travel is travel in which 9 or more persons travel together in a group with the same itinerary.
  • For booking of group travel contact:
    • E-mail: grupper@berg-hansen.no
    • Telephone: +47 21 02 46 12
    • Opening hours: 08:00 – 18:00 (Monday – Friday)
  • 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 purchase order number (reference number, 6 digits) on the invoice. Read more about UiO's procurement routines.

Course and conference services

  • Requests for course and conference services are made through Berg-Hansen's travel consultants:
    • E-mail: grupper@berg-hansen.no
    • Telephone: +47 21 02 46 12
    • Opening hours: 08:00 – 18:00 (Monday – Friday)
  • 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 purchase order number (reference number, 6 digits) on the invoice. Read more about UiO's procurement routines.

Booking for others

Travel booking role

In accordance with UiO's guidelines for business travel, employees must book their own business travel in the BH travel portal.

The role of Travel Booker is assigned only to employees who are to book trips for external visitors as part of their ordinary work tasks. Requests for the travel booking role are sent to reiseportal@admin.uio.no. Your application should contain your name and postal address at UiO. Note: It may take a few days to create a travel booker role.

This is how you book for guests

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

Cancellation/ refund of tickets

  • Berg-Hansen automatically reimburses fully or partially unused airline tickets within 30 days after the trip should have taken place. The refund process is fully automated, the systems catch all unused tickets, carry out the refund and return the correct amount to the customer.
  • In some cases, this is only a refund of taxes and fees. In other cases, it is all or part of the ticket price. Berg-Hansen reimburses in accordance with the airlines' reimbursement rules. They have no conditions beyond the airlines' own.
  • Customer complaints are handled by Berg-Hansen's customer service. Customer service takes care of all inquiries after a trip, questions related to the trip, invoices, refunds and the like. In addition, they assist customers with complaints to third parties. Customer service can be contacted at:

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 Dec. 1, 2021 11:00 AM