Register expenses outside of business trips
You can read about how expenses outside business travel are handled here
How to register the expense
In order to be reimbursed for your expenses, you first need to create one or more transactions and then compile these in an expense report in KTH-RES. The expense report and associated documents are then sent to the travel administration for further processing.
1. Log in to KTH-RES
Go to KTH's intranet, log in and then select Travel & Expenses (KTH-RES) in the Services top menu. You can also log in from the Business Travel website (KTH's intranet/About your employment/Business Travel).
2. Create a new transaction
When you have logged in, you are starting on the page called Dashboard. Here you can register the daily allowance by clicking on "Expenses+".
3. Register details about the expense
You will need to register details about your expense in the following fields.
Date: Date of purchase that is also printed on the receipt.
Category: Select the expense category. Here you can register are all types of expenses except "Other advances" and working meals (these are registered in HR+web). Meals are not reimbursed by receipt, except for business entertaining. If you need help assess the category/type of your expense to determine whether it should be registered in KTH-RES, you can contact firstname.lastname@example.org.
Country: Sweden by default. Choose another country by writing the first 3-4 letters. The country controls the field of currency and exchange rate.
Gross amount/VAT: To be registered including VAT. The system automatically calculates the VAT for Swedish expenses, but it must be adjusted manually if there is a different VAT percentage on the receipt. Note: if the trip is funded by an EU project, the VAT must be reported separately from the total amount. In this case, choose the expense type "Foreign VAT Hotel & Accommodation".
Quantity: filled in automatically by the system.
Currency: SEK as default. If you change the country, you will see the correct currency. The system fills in the exchange rate automatically. The exchange rate is the purchase price applicable on the day of purchase. If you were given a different exchange rate, change this manually, but don’t forget to attach a copy of the receipt for the purchase of currency.
Description: Describe what the expense is for or context.
Upload new receipt: Upload a scanned copy of your receipt. The original will need to be sent to the travel administration with the expense report you also need to create.
Expense allocation (cost center, project number): not mandatory. It is in the expense report that you will register the accounting. Fill in only if you want to register a specific accounting to this expense.
4. Convert your transaction to an expense report
In the top right corner you can see "2. Create expense reports". In that list, you should now see your registered expenses under the heading "My transactions". Click anywhere on the transaction, see yellow marking below:
If you have a Eurocard, the transaction will be listed among other expenses. The list is sorted so that the most recent expenditure is last, but you can click on the date heading to change the sorting order to the opposite. You can distinguish your registered transaction by a symbol showing coins in a pile under "type".
Tick the box and click on the blue button "+ create a new report" to the right.
5. Add details to expense report
You will now see a smaller window pop up called "Create a new report". You will now need to add cost center, project number and approver. Follow the steps in order for it to work.
Name your report: Name it explanatory such as "books for project".
Cost center: There will be a pre-filled field with a department name here, this need to be deleted. Click on the magnifying glass and then search for the correct information by writing the name or reference (your four-digit letters). It will probably show the name of the project leader rather than dept name, that is correct. Click on the one that applies to you.
Project number: When you have added the cost center, you can search for the project number.Search for the project number named “task name” or "task code" using the magnifying glass icon, then you can choose the right project number from a list:
Travel Request: Not applicable here so just skip it.
Pick approver: Search for your approver by using the magnifying glass icon. Now you should see a list of approvers (if there is more than one), click on the correct approver.
Optional (activity code): Skip this.
Purpose: Select purpose of your expense report.
Employment number: Choose from the list, if you have several positions, more options will appear. Otherwise, you choose what is available.
Tick Save to save your report.
6. Upload documents in the expense report
In this step, you can make the final additions to the report and upload essential documents such as the purpose, the purchase decision (if this is applicable) and a copy of the receipt if this is not uploaded in the transaction.
7. Send your expense report for further processing
If you are ready, select "submit". Follow the instructions and print the report cover sheet.
You can also choose to save the report if you have more to add at a later time.
If there are no documents of payment created in paper or paper receipts (scanned or photografed documents or receipts are not original documents) then you may e-mail all documents incl. the expense report page in PDF format to email@example.com . For a quicker processing, please upload all documents in KTH-RES. Especially if it is connected to a EU-project.