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Register domestic allowances (per diem) in KTH-Expense

How to register 

You register a new allowance (per diem) using the plus icon on the dashboard:

Dashboard KTH-Expense

1) Press "+", then select "Per diem":

Select Per diem

2) Select "Sweden" (if you traveled over the day, then select "One-day Sweden"):

Select Sweden

3) Fill in the following fileds:

  • Expense report: here you can choose to add the allowance to an existing expense report (that you have not submitted for approval) or create a new expense report. 

  • Description: enter city name 

4) Add now the "Travel dates":

  • Travel day: enter the date and time when you left home or KTH. 

  • Travel ended: enter the date and time when you came back home or back to KTH. 

5) Set food and Accommodation: here you can specify if you have received meals that you did not pay for yourself during the business trip. If you have not received meals, then you do not need to do anything. 

Breakfast, lunch, dinner:

  • Unselect: here you can uncheck your meal deduction if you have filled in incorrectly before.

  • Entertainment: e.g. you have been invited by an external participant or you have invited an external participant.

  • Included in accommodation: breakfast was included compulsorily in the price of the hotel room (i.e. you could not opt out of the price)

  • Included in ticket price: meal was included compulsorily in the ticket price (i.e. you could not opt out of the price), e.g. train ticket. 

  • Meal benefits: e.g. breakfast has been paid by KTH or was included in the conference fee 

  • None: you paid for your meal yourself.

Accommodation: selected by default. If you did not stay at a hotel but stayed privately (note: does not apply during holiday/days off), then deactivate the button and you will receive a night allowance. 

Save: Press to save your meals.

6) Complete the posting as follows:

  • Cost center: filled in by default. Can be changed to another cost center if necessary, using the dropdown list.  

  • Project: Select project number using the dropdown list or by searching for the number. 

  • Activity: Not mandatory! Select from the dropdown list if the project number is linked to an activity code. 

  • Your approver: Your approver is filled in by default. Here you can change to another approver, if necessary, for example if the allowance is to be posted to another department or school. In the search field, you can search for the name of the approver. 

7) Attachments: Here you attach documents, e.g. itinerary, hotel confirmation, program, invitation, agenda and boarding cards (EU projects). Note: Imageformat or pdf only.

8) Comment: here you can enter more information for the reviewer or approver, for example when your expense report was sent back to you. 

9) Press "Save" to save your per diem reimbursement.

10) Saved allowances are now visible on the dashboard under the heading “Drafts” in the “To-do” folder. 

11) If you have already linked the allowance to an expense report, you can click on the report and choose to submit it when all expenses and allowances are added to the same trip 

Note

  • You are not entitled to a per diem if your business trip is less than 50 km from KTH or your home.

  • Read more about meals with or without tax benefit here: Meals with or without tax benefits?

  • If you and your manager have agreed on a lower allowance, then you register an expense with expense category "Allowance reduction" with a negative amount. Instead of scanning a receipt, you attach a explanation of why the allowance should be reduced.