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Business trip

Take the following steps when you are about to undertake a business trip.

Before the trip: travel order and booking trip

The system used at KTH for business trips is called KTH-RES.

Is this your first business trip at KTH?

If you have not travelled during your time at KTH, start by updating your travel profile .
If you are unsure about any step - contact reserakning@eecs.kth.se .

1. Travel request

Before you book your trip, you must create a travel request to be approved by your supervisor or manager. You do this to protect yourself: to make sure that the travel insurance is valid during the trip and that your expense report will be approved. Exceptions: if the trip is shorter than 100 km from the KTH campus, no travel request is needed.

2. Book your trip

All trips should be booked by KTH's procured travel agency Egencia. You may therefore not buy a ticket directly with the airline or a web-based agency.

See here for a step-by-step description of how to proceed.

3. Look over your insurance coverage

You should bring with you:

  • The service insurance certificate that you order from Service Center .

  • If you are traveling within the EU: The European Health Insurance Card, which you order from Försäkringskassan

Read more about insurance during a business trip .

During the trip: if anything happens

Contact in case of illness or emergency

Here is contact information and instructions for illness or other emergencies

Contact details to Egencia in case of problems with flights or similar

Travel bookings and online support:
Opening hours: 08.00-17.00 (weekdays) Telephone: +46 8 555 237 20 (for problems, temporary telephone number 040 608 57 31) E-mail: customer_service@egencia.se Fax: 08 555 237 91

In case of emergency - 24-hour service:
Within Sweden: 08 555 237 20
From the rest of the world: +46 8 555 237 20
(Service outside regular office hours, higher fees will be paid)

Save receipts

Always save original receipts from the trip, as you need them for your travel bill. Tickets purchased with the mobile phone may also be reimbursed (print screen and print on paper).

After the trip: travel bill

Create a travel bill

When you return from your trip, you should create a travel bill in KTH-Res. 

Consider the following:

  • KTH only reimburses travel bills/documents that are up to one year old.

  • Receipts that do not have anything to do with the trip should not be included in the travel bill for the trip - you will have to make a separate expense report for this.

  • Attach the following documents in "Attachments":
    • Itinerary from the travel agency, showing the booked flights.
    • All invoices, receipts or bank statements as proof of payment. If receipts are missing, please attach the intended form signed by the head of the division.  
    • Exchange note or bank statement showing the actual exchange rate.
    • Conference program/agenda for meeting/invitation to meeting.
    • Comments regarding exceptions to the use of procured suppliers.

Travel Expense Specifications

When you have filled out your travel expenses you should send the printed expense report and the original paper receipts (not digital) to the address below. If you do not have any original paper receipts you can send the expense report as a PDF to our e-mail reserakning@eecs.kth.se

  • Lindstedtsvägen 3-7 (CST, MID and TCS):
    • With internal mail to, or in the mail compartment for "travel and expenses" at Lindstedtsvägen 3, level 4.
    • If posting from outside KTH, send the letter to:
      KTH EECS, Attention: Travel and expenses, Lindstedtsvägen 3, 100 44 Stockholm.
  • Electrum (COS, Elab, EES and SCS):
    • With internal mail to, or in the mail compartment for "travel and expenses" in the mailroom at your division or in the mail compartment for "travel and expenses" in the large mailroom on level 3, elevator B.
    • If posting from outside KTH, send the letter to:
      KTH EECS, Attention: Travel and expenses, Lindstedtsvägen 3, 100 44 Stockholm
  • Q (DCS, ISE and MST):
    • With internal mail to, or in the mail compartment for "travel and expenses" in the mailroom at your division or in the mail compartment for "travel and expenses" at Malvinas väg 10, level 3.
    • If posting from outside KTH, send the letter to:
      KTH EECS, Attention: Travel and expenses, Lindstedtsvägen 3, 100 44 Stockholm
  • TR 29-33 (EME, EPE, NSE SPP and FPP):
    • With internal mail to, or in the mail compartment for "travel and expenses" in the mail room at Teknikringen 31, level 3.
    • If posting from outside KTH, send the letter to:
      KTH EECS, Attention: Travel and expenses, Lindstedtsvägen 3, 100 44 Stockholm
  • TR 14 (PDC and RPL)
    • With internal mail to, or in the mail compartment for "travel and expenses" at Teknikringen 14, levels 4 and 6.
    • If posting from outside KTH, send the letter to:
      KTH EECS, Attention: Travel and expenses, Lindstedtsvägen 3, 100 44 Stockholm
  • LV 24 (TMH and RPL)
    • With internal mail to, or in the mail compartment for "travel and expenses" at Lindstedtsvägen 24, level 4.
    • If posting from outside KTH, send the letter to:
      KTH EECS, Attention: Travel and expenses, Lindstedtsvägen 3, 100 44 Stockholm
  • OB5 (Digital Futures)
    • With internal mail to, or in the mail compartment for "travel and expenses" at Osquars Backe 5, level 2.
    • If posting from outside KTH, send the letter to:
      KTH EECS, Attention: Travel and expenses, Lindstedtsvägen 3, 100 44 Stockholm
  • SciLifeLab or outside of KTH: 
    • With external mail, send the letter to:
      KTH EECS, Attention: Travel and expenses, Lindstedtsvägen 3, 100 44 Stockholm