Claiming travel expenses – checklist

KTH is a public authority. It is a requirement that we are transparent and can explain the purpose of a business trip.

Report your receipts immediately after the trip. Receipts older than one year are invalid and cannot be reimbursed. It is not possible to obtain an exemption.

Registering expenses

You must register your expenses in KTH-RES before you can create an expense report.

Register expenses  (step-by-step guide)

Expense report

Create an expense report in KTH-RES once you have registered your expenses.

You should include the following documents:

• Programme, invitation or list of participants.
• Original receipts in chronological order attached to a white paper.
• Copy of the bank statement if you paid by invoice.
• Screenshot of the boarding pass if the trip is EU funded.
• Printout of the expense report if you are submitting physical documents.

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

Submitting receipts to the travel and expenses team

Subsistence allowance

The purpose of the subsistence allowance is to cover additional costs for meals and other minor expenses incurred during the mission.

The allowance is tax-free and is paid according to a fixed scale. To qualify for the allowance, the destination must be more than 50 kilometres from your place of work or home.

When claiming an allowance, you should

• attach a travel itinerary
• provide information on arrival and departure times at your destination
• provide information on departure and arrival times in local time in each country; stopovers should not be included.

Foreign travel allowances (link coming)

Allowance abroad in KTH-Res  (KTH Play)

How to contact us

Do you have any questions? Email CBH's travel specialists at travelexpenses@cbh.kth.se.