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Business trip step by step

Before you travel

Think about planning and implementing your meetings and trips so that environmental impact is minimized and that the environmental aspect is weighed into all decisions regarding means of transport and accommodation.

Step 1 – Travel request

For trips longer than 100 km, you need to create a travel request.
The travel request is your proof that the business trip was approved beforehand 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 insurance company that the trip was workrelated, this proof can be found on KTH-RES as an approved travel request.

Always book flights, train, taxi in Sweden, hotel, and transfer (for example Arlanda Express) via travel agency Egencia which KTH works with.

Create a travel request

Is this your first time in KTH-RES? Make sure you've activated your travel profile before you book:

Create/update you travel profile

When your traveler profile is updated you can start creating a travel request in KTH-RES.
Here is a detailed guide:

Business travel insurance certificate

Before leaving on a buisness trip you should take a personal insurance certificate "Swedish State Business Travel Insurance Certificate" with you. Contact us before leaving and we will make it for you.

If you are travelling to a country within EU/EEA or Switzerland you should also bring a "Euopean Medical Insurance Card" (EU Card). Read more here: Business travel insurance

Step 2 – Create an expense report

Create an expense report in KTH-RES  as soon as possible after returning from your trip. KTH only reimburses travel expenses that are a maximum of one year old. If you have created a travel request you don't have to add the same documents again but you need to link them the travel request to your travel report.

Support with creating an expense report

Documentation to be attached to your expense report and in KTH-RES:

  1. Purpose of the trip (documentation such as conference program/invitation/certificate/e-mail)
  2. Travel documents/Itinerary (Flight dates and time) from Egencia. You can find the itenirary in Egencia when you have booked the flight.
  3. All original receipts, preferably numbered and taped on separate pages - NOTE, keep in mind the 1-year rule!
  4. Copy of bank transactions when you have paid larger amounts.
  5. If you have stayed longer than the conference / course took place in connection with your trip, written information needs to be attached that explains the reason.
  6. In the event of any deviations from our procured services, a written explanation must also be attached to your expense report. An example is when booking a taxi in Sweden, if the taxi company Cabonline can't send a car at the desired time, you can call another company.
  7. The first page of your expense report where your request number and name is included.

If you upload all the documentation needed in KTH-RES you don't need to print it and send it in paper format. Just e-mail the expense report summary. However, if you have any paper receipts that were given to you in paperformat when paying, you will need to mail those in original format (not scanned copies) with expense report summary (when you have successfully sent the expense report, you will be prompted to print the summary from the system) and send it in.

Need help?

Step 3 – Mail or drop of your travel bill

Please avoid stapling the documents together if you do not have access to tape. The expense report including original receipts in original format and other appendices can be sent to your travel administrator. If you only have digital documents you can e-mail the expense report summary to resor@itm.kth.se

You can also leave your travel bill here:

Södertälje

Front office
Kvarnbergagatan 12

KTH Campus

Travel administrator
Lindstedtsvägen 30