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Create an expense report

The expense report is where you claim expenses. Follow the step-by-step guide to create an expense claim. Do you have physical receipts? Submit them along with a printout of your expense claim.

Before you can create an expense report, you must register your expenses in KTH-RES.

Register expenses

Create an expense report (step-by-step guide)

1. Log in

  • Log in to your Intranet page.
  • Go to the 'Services' tab in the main menu.
  • Click on the 'Travel & Expenses (KTH-RES)' link.
  • You are now logged into KTH-RES!

2. Click on 'My transactions'

  • Go to 'My transactions' in the view on the left.

3. Select transactions

  • Select the transactions you want to include in your expense report.
  • Click 'Create new expense report'.

4. Name the expense report

  • Choose a descriptive name for the expense report, e.g. 'Conference in the USA', and fill in the 'Expense report name' field.
  • Click on the magnifying glass to the right of the 'Org Unit' field to bring up the drop down list.

5. Enter the cost center code

  • Enter the code for your organisational unit in the 'Org Unit Code' field.
  • Click on the magnifying glass on the far right to continue.

 6. Select the organisational unit

  • Select the 'Organisation Unit' from the list.
  • Click the magnifying glass on the right.

7. Enter the Project Code

  • Enter the project number in the 'Project Code' field. Leave the other fields blank.
  • Click the magnifying glass on the far right.

8. Select projects from the list

  • Select the project from the list.

9. Link any travel order

  • Click on the magnifying glass to the right of the Travel Order field.
  • Select the approved travel request from the list and it will be automatically linked.

10. Select the approver from the list

  • Select the authorising officer from the list. Highlight the name so that it appears in the 'Authorising officer's name' field.
  • Click on the magnifying glass on the right. 

11. Select purpose and officer

  • Fill in the 'Purpose' field and select the purpose of your expenses/travel.
  • Click on the magnifying glass to the right of the 'Select line number' field. Select the item number from the list.
  • Save your expense report. The expense report is now preliminary.

12. Submit for review

  • Select the expense claim to submit.
  • Submit your expense report for review by clicking the "Submit" button (the tick/symbol at the top right) or the "Submit" button at the bottom (not shown).

13. Submit report for review

  • Click the 'Submit the report' button.
  • If you have physical receipts, you will also need to print a report.
  • Staple your receipts in date order on a white A4 sheet of paper.

Have you already made a preliminary expense claim?

If you have already created a preliminary expense report, you can choose to submit it from the home page.

  • Select 'Expense Report' in the left column of the view.
  • Click the arrow button in the right-hand corner and click 'Submit'.