Guidelines for business travel at UiO

Issued by the University Director 22.10.2025

Case 2025/96212

Content

UiO has a goal of reducing our carbon emissions related to business travel by 50 percent by 2030 compared to 2018 levels.

All employees are responsible for contributing to UiO��s effort to cutting emissions from travel. We must be aware of why and how we travel, also when inviting guests to UiO. To ensure that activities related to research and education are maintained in the best possible way, each leader and unit should address how to best implement these changes.

Annually, an overview of travel emissions for each unit will be made available to leaders. Units are encouraged to work out local guidelines for their travel activities.

The guidelines will be revised, if necessary, to ensure that we achieve the goal of a 50 percent reduction of emissions.

Learn more about our carbon emissions in UiO��s climate accounts.

All employees

Before travelling

The employee and their manager should assess whether the trip is necessary, or if the purpose of the trip can be met through digital participation. Special guidelines apply if you are staying abroad for more than 28 days: Guidelines for working abroad
All travel must have be approved in advance by the immediate manager.
When booking your trip, the carbon emissions from different modes of transport should be considered. Tools like Klimatsmart Semester can be used for this. If it is practically possible train, bus or electric car should be the first choice. Travel by private car must be approved prior to the trip.
A comprehensive assessment of resource use and climate considerations should be made well in advance of booking, and climate considerations should be given significant weight.
If there are special needs for the trip, like travelling with a companion, this should be approved beforehand and noted on the travel expense claim with the approver��s name and the time of approval.
UiO has framework agreements with a travel agency, hotels, and car rental that should be used when possible.

During the trip

On domestic routes where both flights and trains are available options, you should consider taking the train at least one way.
When flying, the traveller should strive for as few layovers as possible.
Flights in economy class are more climate friendly than business class and should be prioritized unless there are specific needs. Economy tickets are the standard option when travelling.
Driving a car can be a better option than flying if there are at least three people travelling. An electric car is more sustainable than flights when you travel with at least one other person.

Meeting activities

When taking part in recurring meetings UiO employees should propose that at least half of the meetings should be held digitally.
Internal meetings, seminars, and events should be placed in locations where options for sustainable transport are available.

Payments and bonus programmes

It is recommended that all travel expenses are charged to a credit card. Expenses should be settled through a travel expense claim.
When using a credit card, follow UiO��s guidelines for use of credit cards.
Do not book private trips through UiO��s agreements.
Employees cannot use benefits earned on business trips from EuroBonus or other reward programs, on private purposes. Private use is considered a breach of employee��s service duties.

Travel expense claim

The employee should submit the claim for approval as soon as possible, and no later than one month after the trip has concluded.
The travel expense claim should be filled out according to applicable laws and guidelines. Expenses that are not documented properly will not be refunded.

For leaders

Consider how many participants from UiO are necessary on the same trip, to limit the number of travellers as much as possible.
Research trips for young researchers should be prioritized.
UiO has over 400 disputations annually. For professional events like these, it should be considered whether experts from abroad can participate digitally.
Unit managers should monitor the travel emission of their unit annually and implement measures to ensure emission reductions.