How to handle expenses in connection with business travel
Register expenses and travel allowances and link these to an expense report in KTH-RES. You can do this on your computer or in the mobile application "SpendCatcher" as soon as possible after completing the trip to receive compensation. Travel expenses older than one year are not compensated.
Reviewing of expenses and travel expenses at the ABE school
The Finance Administration at the School's office reviews expenses and travel expenses in KTH-RES. Print the expense report and send it together with the original receipts and other documentation, (see below) to the Finance Administration at the Schools Office by internal mail or regular mail. Send all documentation as soon as possible after the trip has ended and with a good margin before the due date for the next salary payment.
If you have questions about expenses or need support with your travel expense report, contact your department's operational support.
Avoid expenses
Book flights, trains, hotels and transfers (eg airport bus or Arlanda Express) through the travel agency Egencia which invoices KTH. Booking travel in other ways is not allowed as it violates the agreement that KTH has signed with Egencia.
Make sure to:
- Register your expenses in KTH-RES. You will find manuals and films for KTH-RES at this page
- Save all original receipts, travel tickets/boarding passes, booking confirmation/Itinerary, copy of e-tickets and documentation that proves the purpose of the trip (conference program/invitation) and bank account statement showing the transaction and currency so that you can attach them in original to your expense report. Send everything to the Finance administration for review.
- Sort your receipts and give them numbers 1,2,3 etc in the same order as you did on the expense report and attach them to a copy of the receipt with tape. This will make sure the original receipts will not disappear in the mail and the text on the receipts will not rubb off. Receipts has to be kept in archives for several years.
- If you have paid a conference fee long before your trip, you can register an expense and expense report immediately after the expense has been made to receive compensation at the next pay opportunity.
Business procured personal card
An employee who has recurring business trips or who has service-related expenses that the employer must bear (which cannot be ordered and invoiced) can apply for a business-procured personal card from Eurocard (FUP). The purpose of using Eurocard FUP is to reduce the need for cash travel advances and to enable smooth payments in connection with business travel.
Read more about Debit card - Business procured personal card (FUP)
Do not wait to submit an expense report for your trip. Expenses must be reported as soon as possible after the business trip.