New routine for handling paper receipts for expenses made after July 1, 2024
Archives & Records at KTH has recently updated the information management plan Klara Dialog in line with the National Archives' new recommendation on original receipts, a legal change from July 1, 2024.
KTH no longer needs to request original receipts from the person who has had expenses, if the receipt is scanned, readable and saved in the travel administration system.
Reviewers of travel and expenses must check that scanned receipts are clearly readable and the employee who made the expense must save the receipts until reimbursement is received.
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Paper receipts are scanned and attached in KTH-RES by the employee who made the expense.
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Receipts must always be scanned in separately, one receipt per expense.
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The employee must save the receipt until the expense report/travel account has been approved and reimbursement is received.
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Receipts no longer need to be sent or submitted to the revewer.
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The reviewer checks and ensures that the scanned receipt is clearly readable. If the receipt cannot be opened or read, the reviewer must ask for the receipt to be re-uploaded in a different format or sent/submitted to the reviewer.
Please note that receipts for expenses made before July 1, 2024 must be submitted in original to the reviewer together with a printout of the expense report.
Receipts for expenses older than one year have expired and will not be accepted.