Deadline for submitting complete documents for payment of hourly wage, reimbursement and travel bills (regarding payment on the 25th of October)

Employment with hourly wage

• Fill out the form (”Utbetalning av timlön/ersättning”)
  • Report the working hours – consecutive days can be reported as a period (not weekends or over month breaks!)
  • Note the accounting information (project number and org.enhet)
  • The financial approver (for the specific org.enhet) shall sign the form
• A new employee?
  • Fill out the form “Employment confirmation for temportary employment” (is required to register the employee in the system)
  • VhC and/or Head of Department shall sign on the behalf of the employer
  • The employee fills out and sends the Nordea-form to Nordea (not to HR!)
    Otherwise, payment will be made through a check (sent to the address registered in HR+)

Note:

• Hourly wages are decided by KTH
• Incomplete documents may delay the payment
• New employees will receive payment not sooner than the next following month

Read more about hourly wages & fees . In this link, you also fins direct links to current forms, etc.

Reimbursement

• If invoice isn’t possible, you shall register your purchase in KTH-res
• If you don’t find a suitable headline/title for your reimbursement in KTH-res
  • Use the form for Expenses (“Redovisning av utlägg – avser anställda”)
• Do not use KTH-res if the reimbursement is
  • Representation OBS! Attach form for Benefit Taxation
  • Subscription
  • Language review
• Send the form to HR (either printed KTH-res-form or the form for expenses)
  • Always attach original receips (not older than 1 year!)
  • Attach participant’s list and purpose when representation

Note:

• No private purchases can be made on the same receipts as your reimbursement, e.g. always split the payments!
• I some cases, account statements may be required
• Incomplete documents may delay the payment

Read more about reimbursement .

Questions regarding hourly wage or reimbursements – contact persadm@itm.kth.se

Travel claims

• Create a travel order in KTH-res, and have it approve from your supervisor
• Always book flights, train tickets, hotels and transfer via Egencia
• Go to your travel bill in KTH-res, and register any reimbursements
  • Please upload all attachments in KTH-res (not original receipts)
  • Always attach the itinerary (departure and arrival times must be clear for every stop in the itinerary)
  • Always attach all boarding passes (including digital ones)
  • Attach conference-, workshop-, seminar and course programs
• Complete your travel bill when you are done (change status from “preliminary” to “definitive
• Send the travel bill to HR
  • Print the travel bill in KTH-res
  • Always attach all original receipts etc. (attach to the printed travel bill)
  • All other attachments (above) if you haven’t uploaded them in KTH-res

Note:

• Save all original receipts, travel tickets, booking confirmations, itineraries, e-tickets, digital boarding passes and programs
• You must have a valid business travel insurance card before you travel (which you get from HR)
• Travel bills are required also for travel advances
  • Equalizing is made shortly after the travel is completed, but no later than three months later than the travel advance was paid
• Incomplete documents may delay the payment

Read more about travel claims .

Questions regarding travel claims and travel bills – contact resor@itm.kth.se .