Travel security

This checklist is for both you as a traveller and you as a manager with responsibility for travelling employees. Before each trip, a risk assessment must be carried out to identify the threats and risks that exist, to ensure the safety of the traveller. For high-risk areas, some extra measures follow.

Making a risk assessment

The risk assessment is carried out by the employee/student/researcher together with your responsible manager. 

  • Find out information about your destination. The more you know about the climate, religion, political situation and crime, the easier it is to navigate and avoid excessive risks.
  • Look through the international travel recommendations from Swedish authorities.
  • For more support in your risk assessment contact sakerhetsenheten@ki.se.
  • Avoid travelling alone in high-risk areas.
  • Remember that the requirement of specific risk assessments for laboratory work or other work with similar risks also applies when travelling.
Train station
Photo: Pixabay.

Book a trip

  • You should always book your trip through Travel booking for business trip. In addition to the fact that it is procured and decided, it gives you security as a traveller.
  • The travel agency is always available to help you throughout your journey.
  • The travel agent will monitor the situation where you are and ensure that the trip is booked with safe airlines. In general, avoid stopovers if possible, it is safer to fly directly. Choose a hotel with good security standards.
  • Avoid ground and first floors because of the risk of burglary.
  • Choose transport companies that are well known.
  • As KI has a service where we continuously receive information about accidents and incidents around the world, KI will inform you if something happens in the area where you are (check that you have filled in the contact person in your travel profile with the travel company in case we cannot reach you).

Checklist before travelling

Vaccines and insurance

  • Check if you need to take any vaccines before travelling. Many vaccines need to be taken a long time in advance: WHO’s travel advice on Vaccines.
  • Check what rules apply for passports and visas at your destination and that your passport is available and valid.
  • KI has business travel insurance through "Kammarkollegiet" (Legal, Financial and Administrative Services Agency), where a digital personal certificate template for business insurance is issued by the respective department and must always be taken with you when travelling: Kammarkollegiet's insurance certificate.
  • When travelling within the EU, an EU card must also be ordered and taken with you when travelling: EU card and care abroad - Försäkringskassan (in Swedish).

Information, contacts and devices

  • Add useful phone numbers such as the travel agency, the responsible manager, embassy and consulate.
  • The Ministry of Foreign Affairs' travel app "UD resklar" (in Swedish) give you up-to-date information and practical advice.
  • Add ICE (In case of emergency) to some contacts in your phone's contact list (numbers of close relatives in Sweden).
  • The responsible manager must have the employee's phone number saved in their phone.
  • Only take with you the information you really need. Think about how you protect the information you take with you. Information should be backed up and encrypted as far as possible before travelling.
  • Make sure you have access to KI's VPN service.
  • Check that software and apps on your devices are up to date.
  • Check that your devices have automatic locking, password/PIN code.
  • Only bring the devices you really need - remember that a mobile phone is a small computer and contains a lot of information.
  • When travelling outside the EU - if possible, leave your computer at home and bring a loaned computer with you instead.
  • If you are taking products, samples, materials, instruments, software or technical information with you when travelling, you must check whether they are dangerous goods or subject to export controls. An authorisation may be required or they may be prohibited. Transport of biological specimens and chemical products

For high-risk areas, your responsible manager should have a copy of your itinerary and specific contact times should be agreed. More information can also be found at Business travel and Good advice on business travel - Kammarkollegiet (in Swedish).

While travelling

  • Contact the responsible manager at the agreed times.
  • Get into the habit of checking escape routes and fire extinguishing equipment in your accommodation.
  • Keep track of your devices and be aware of your surroundings.
  • Check if an adapter is needed for your electronic devices where you are travelling.
  • Use privacy filters on your screen so that others cannot see what you are doing.
  • Disconnect voicemail when travelling abroad. Also switch off all data traffic to avoid expensive phone bills.
  • Use Eduroam (WiFi) where available.
  • Do not connect your devices to public open WiFi networks. Use KI's VPN service to access your university resources.
  • Connecting to password-protected networks, for example in hotels, can also pose significant risks. Be critical of questions asked when connecting to the network.
  • Disable Bluetooth and location services you don't need while travelling.
  • Do not plug unknown accessories into the computer (e.g. USB).
  • Use your own charger - the wrong charger can damage your devices and chargers rigged with malware do exist.

Good to know

The emergency number 112 works throughout the EU. The number is accessible from both fixed and mobile phones.

Contact Falck Global Assistance if you have an emergency and need help quickly when you are abroad:

After travelling

  • Run a virus check on the devices (including USB sticks) you brought with you on your trip.
  • Be aware of any phishing attempts or contact attempts that may be linked to your stay abroad.
  • Report back to your manager on how the trip went.
  • In case of suspicious events/incidents or contacts, please contact sakerhetsenheten@ki.se.
  • Report events/incidents in the IA system: Reporting incidents.