This page is a complement to
due to ITM school structure. Steps described as optional in the manual are mandatory for us.
Cost center are one of the fields that will be pre-filled but with incorrect information even if it looks right. You will have to change this by clicking on the magnifying glass, search for your cost center and then choose it again. When the cost center and project number are added in that way, you should be able to search and find the approver. You don´t have to select cost center in the expenses, only the expense report.
Since it is a new system supplier, you will need to approve GDPR again in order for it to work.
Check the box in the yellow field to approve GDPR. Don´t forget to save!
Note! Wait at least 30 minutes before trying to book any trips.
This is ususally connected to the cost center field. The cost center field (it usually has your department name) is automatically pre-filled but with incorrect information even if it looks right. So you will need to change it.
Follow these steps:
Remove the department name and click on the magnifying glass, then search for your cost center by writing your cost center code the in the second field from left, see picture. Choose the name that appears next to the cost center code, it may be the approvers name shown.
Click on the magnifying glass, then search for your project number.
Click on the magnifying glass, now you should be able to see a list of available approvers. Click on the right one.
The travel request is your proof that the business trip was approved and that insurance regulations and travel benefits apply during the trip. If something happens on your trip, you must be able to prove to the insurer that the trip took place in the service.
The most common reason is beacuse you haven't succesfully submitted your expense report. You can see the status of your report when you log in to KTH-RES. Look att dashboard, which is the first page you see when you have logged in. There are four fields with numbers. Look at "3. Review pending expense reports" too see the current status of your report. If its empty it might be beacuse you haven´t succesfully sent the report.
If your manager can verify that you have made the expense, then that could replace the receipts in your travel request. Ask for an email or signed document and add in the travel report.
The next step is to make an expense report. After that you need to print the report and mail all original receipts and purpose of the trip to the travel group who will approve it.
Beacuse FUP-cards are a personal debit card with personal liability. You need to make a travel bill in order to get reimbursed. Please read more here:
Expenses and Eurocard
In case of problems with online booking or rebooking and cancellation, contact Egencia via phone or online. Use primarily online booking since it's cheaper for you who travel.
