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Expenses

Goods and services must be purchased through contracted suppliers and paid via invoice. For more information, read Purchasing and procurements web site. If you still make a purchase on KTH's behalf, here is how you apply for compensation in KTH-RES.

If you have had expenses that are not linked to any business trip, this page is for you. Important: If you have to purchase something you must first control if there are any framework agreement that you should use, see Link to Purchasing and procurement   or contact the Purchase administrator at your school.

If you have had expenses during a business trip, please refer to instructions on the Travel page . Please observe that expenses for work meals (that is subject to benefit taxes) can't be registered in KTH-res. These should be reported on an expense form with attached benefit tax form.

Expenses

If you have had expenses KTH's behalf, you can apply for compensation in the KTH-RES system. Payment is made to the bank account where you receive your salary. Payments are made twice a month. Expenses must be reported as soon as possible after purchase, but within one year at the latest. The right to compensation lapses after one year, no exceptions may be given.

Register your expenses in KTH-RES

  1. Go to KTHs intranet and log in to your Services. Or log in here: KTH-RES
  2. Press the Create expense report button.
  3. Select the date of purchase.
  4. Select the expense category: Here you can register are all types of expenses except Övriga förskott and arbetsmåltid. These should be reported on an expense form. Arbetsmåltid should be reported with attached benefit tax form.
  5. If you paid with a Eurocard from KTH, you can select the expense you want compensation for directly from My transactions.
  6. Select country if not Sweden.
  7. Enter the amount including VAT. The system automatically calculates the VAT for Swedish expenses. VAT should not be stated for expenses for entertainment and entertainment gifts.
  8. Currency is SEK by default. If you have selected another country, the system will fill in the current exchange rate at the date of purchase you specified. If you have paid another exchange rate, change it manually. NOTE! If you paid by card, you can instead state the cost in Swedish kronor and attach a copy of your bank statement and original receipts.
  9. Fill in description of your purchase (purpose of your purchase)
  10. Upload your receipt
  11. Expense allocation: If you want to report several expenses that require reporting to different accounts, enter accounts here.
  12. Tick Save to save your expense.
  13. If you want to report additional expenses, repeat step 3-12.
  14. Go back to Dashboard and tick My transactions.
  15. Tick all expenses you want to report in an expense report.
  16. Select +Create a new report
  17. Name your report, for example purpose of your purchases
  18. Your org.enhet is already filled in under the Accounting tab. If the expense should be accounted on another org you may change it.
  19. Fill in the project code your expense should be accounted on.
  20. Your approver is already filled in. If you changed org, you will be able to choose another approver. You can only select the approvers who are eligible to approve expenses in the Org you selected during accounting.
  21. Select purpose of your expense report.
  22. If you have multiple valid positions then you need to choose the correct employment number.
  23. Tick Save to save your report.
  24. Tick Confirm and thereafter Submit the report. Now you can print your expense report and attach all receipts in original. Send all documentation to the travel administration at your school.

The Accounting Act requires KTH to retain original receipts for a certain period.