Skip to main content
To KTH's start page

Frequently asked questions and answers about KTH-Expense (FAQ)

Here you will find answers to frequently asked questions about functions in KTH-Expense. The information is intended for all users of the system.

Here you can find answers to frequently asked questions about the functions in KTH-Expense.

Getting started with KTH-Expense

How do I log in to the system?
You can either log in via the intranet service menu or access it via the button in KTH-Expense.

How do I download and use the app?
In App Store or Google Play, search for Hogia OpenHR Utlägg & Resa. In the app, you can perform the same tasks as on the web and also take photos of receipts for easier expense management.

I cannot log in to KTH-Expense?
Do you have an active employment? For fixed-term positions, your contract extension may not yet have been processed in the HR system.

If you are an affiliated user: has the school administration sent a request to set you up in KTH-Expense?

Daily allowance

How do I register a daily allowance?
Depending on whether the trip was domestic or international, and which transport was used, there are different guides for how the daily allowance should be registered. You can find these guides here.

I took annual leave/days off in connection with a business trip. How do I report this?
The Swedish Tax Agency has specific rules regarding annual leave/days off. See the quick guide .

I want to reduce the daily allowance, for example to 200 SEK per day
If you and your manager have agreed on a lower daily allowance, you should register an expense using the expense category "Minskning traktamente" and enter a negative amount. Instead of scanning a receipt, upload a written explanation of why the daily allowance is to be reduced.

Other system-related questions

I am an approver and want to change the accounting details for an employee’s expenses
Return the report to the employee to correct and resubmit.

How should I handle my receipts?
Take a photo using the app or upload a digital receipt in the system when registering expenses. Keep your digital or physical receipt until the reimbursement has been paid.

I cannot upload my attachment in the system
Word document do not work. Try another format such as PDF or JPEG.

I need to make a deduction on my expense report. Can I do this in the system?
No, deductions cannot be added in the system. Please email kthexpense@kth.se.  It will be processed directly through the payroll system.

I have not received my reimbursement
This may be due to several reasons:

  • Have you created an expense report and submitted it for review/approval? Check that it isn’t under ”To-do” on your dashboard. If you have submitted it, it will be under ”Submitted”.

  • Has the review team sent your expense report for completion? Check that it isn’t under ”To-do”.

  • After you submit your expense report, it must be reviewed, approved, and then included in an upcoming payroll run.

Where can I see my Eurocard transactions?
The existing card type will expire 260228, according to the information that has been communicated. We have not set up an integration for these cards yet.

Hur do I register travel request?​
The travel request has been removed from the system support. Read more about the new way of working at Business trip– step by step . Local routines may apply.

User permission

I need to submit expense reports on behalf of an employee. How do I obtain permission?
Email kthexpense@kth.se  with the name of the employee you will be reporting for.

I will be registering on behalf of an affiliated person. How do I obtain permission?
Fill out the form “ Set-up of affiliated person in KTH-Expense ” and email it to kthexpense@kth.se.

The old system KTH-RES

Where can I find my previous expense claims?
KTH-RES system is closed and archived. Some administrators have access to this archive.