Skip to main content
To KTH's start page

Create an expense report in KTH-Expense

We recommend that you first create an expense report, then register your transactions, which you can easily link to your report.

Create a new expense report 

1) On the dashboard, press the “+” icon:

Dashboard KTH-Expense

2) Select “+ New expense report”:

Select New expense report

3) Fill in the following fields (fields with an asterisk are mandatory): 

  • Name: erase the name that is created by the system, write a new one, e.g. “Conference XXX in Paris Nov 2025” 

  • Description: here you enter some more information about the report, e.g. why you needed to travel. 

  • Add expense to report: here you can select previously registered expenses, mileage and/or per diem that are related to your trip, here is an example:

Select expense to your report

  • Purpose: select from the dropdown list. 

  • School: This shows which school you work at (can be changed if necessary, for example, if you have two active positions at different schools). 

  • Save: press if you want to save your expense report as preliminary. 

  • Submit: press if you want to send your expense report for review/approval. 

Other functions on the dashboard 

On the dashboard, you will now see your expense report under “To-do” - “Draft” (if you only saved it as preliminary) or under “Submitted” (if you submitted it for review/approval): 

You can see your expense report under To-do

Tip: you can submit your report by swiping right:

Swipe right to send your report for approval

If you swipe left, you can delete your report instead. 

You can preview your report by tapping the name, which will open the report. You can see a summary of your report by tapping the three dots on the right: 

Tapp the three dots on the right to view a summary

Then press “Preview PDF report”:

Preview your pdf report

You can also delete the report by pressing “Delete report”, then the transactions will be moved back to “Drafts”. 

Once you have submitted your expense report for review/approval, it will be oved to the “Submitted” folder:

When your expense report is approved by your manager, you will receive an email from noreplyHogiaOpenHR@hogia.se. Your report will be moved to the “Done” folder.