Last day to submit complete documents for payment of hourly wage, reimbursement and travel bills (regarding payment on the 25th of October)

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 .