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Register allowance (per diem) abroad, trip by train or bus, in KTH-Expense

How to register

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

Dashbord KTH-Expense

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

Select per diem

2) Select "Abroad":

Select Abroad

3) Fill in the following fields:

  • Expense report: here you can choose to add the allowance to an existing expense report or create a new expense report. 

  • Description: country, city and date of your journey.

4) Add now the Travel route:

  • The trip began in Sweden: enter the date/time when you left home or KTH. 

  • Country was left: date/time when the train/bus crossed the border between Sweden and abroad. 

  • Destination: select the country of destination 

  • Arrival in destination country: date/time of border crossing between Sweden and abroad, i.e. the same date/time as in “Country was left”. 

  • Departure from destination country: date/time when the train crossed the border back to Sweden (or to another country if you visit several countries during your business trip) 

  • Add stop: add another country if you went to different countries (note: does not apply to transfers without overnight stays) 

  • Arrival in home country: date/time of border crossing between Sweden and abroad, i.e. the same date/time as in “Departure from destination country”.  

  • Trip ended, office or home: Date/time when you returned back home or to KTH. 

  • Save: press to save your travel. 

Tip! Your mobile operator usually sends you an SMS when you arrive in another country, giving you the time you crosses the border.

Here an example of a train journey between Sweden and Denmark: 

Example of train journey

You can now see a summary of your trip:

Summary of your trip

5) Set food and accommodation: here you can report whether you have received meals that you did not pay for yourself during the business trip. If you haven’t received meals, then you don’t 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. meal has been paid for 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.

You can now see a summary of your meals:

Summary of 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 can attach documents in addition to the scanned receipts, e.g. itinerary, hotel confirmation, program, invitation, agenda and boarding cards (EU projects). Note: Image format 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 allowance is 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

  • For departure from the country and arrival to the country, specify the date/time of border crossing. 

  • You can find the allowance amounts here: Domestic and foreign allowance amounts

  • If you are stationed abroad (URA), the allowance has to be reduced by 20% for business trips within your own country of stationing. 

  • 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 scan an explanation of why the allowance should be reduced.