News for you who make business trips
In September, 2021, KTH launched a new version of the travel expense system, KTH-RES. We asked Rebecca Ljungqvist, ITM´s Travel officer, for the newest changes and the most problems that people have when using the system.
What are the latest changes in KTH-RES?
- "There is a direct link now within KTH-RES to the approved travel agency, Egencia, which makes it easier to book trips.
- The system displays a clearer answer (green or red) which indicates right or wrong. There are also explanation texts and it is easier to understand where the traveler is in the system.
- KTH-RES collects information directly from HR+ (salary system), for example: email address, private and work mobile telephone numbers and this means that the information must be correct.
- All receipts must be scanned in, otherwise the expense will not be registered. A receipt can even be photographed with the mobile app Spend Catcher, and then sent directly to KTH-RES.
- In the new KTH-RES you do not enter an interruption. Instead, report the days for which you want an allowance.
- An integration with Google Maps calculates mileage for you, as soon as you put in the start and end address.
- You can save recurring trips as favorites, so that it is easier to retrieve them at a later date".
What are the usual problems that travelers have?
"Many forget to check their personal information and to approve sharing with a third party. Plus if the GDPR square is not checked, then Egencia cannot see the travelers profile and book your trip.
Some people have a difficult time with compiling an expense report. There are detailed instructions on how to do this on the KTH intranet":
How well do ITM's employees manage the new system?
"I would say that ITM employees manage the new system best at KTH. 75% of our employees book their trips via Egencia online, which is the highest at KTH.
Many have commented on that the system is a little complicated in the beginning, but it is not often apparently that ITM employees contact KTH RES at the Central office. We resolve most of the problems directly".