How to report expenses

All expenses must be registered in KTH-RES regardless of whether they are linked to a business trip or not. The manual handling of expense reports in paper format has been discontinued, but save the original receipts until your travel bill has been approved, as it is the examiner and the approver who decide whether the quality of the receipt copy is good enough. If the expense relates to internal or external representation, a list of participants must also be attached. If you can, please gather several expenses for the same report to simplify administration and please keep in mind that receipts for expenses older than one year have expired and will not be approved.

How to register your expenses in KTH-RES

Go to KTH's intranet, log in and then select Travel & Expenses (KTH-RES) in the top menu Services. Before you create an expense report, you must first register your transactions, i.e. expenses, car trips or per diems in box 1 on the dashboard. Once you have completed the registration and saved the transactions, you will be able to create an expense report in box 2.

Add expenses

Press the button Expenses+ to open the expense forms.
Enter the date, select the category of the expense, the country (if it is an expense you made abroad), the total amount and a description. All blue fields are mandatory.
VAT is calculated automatically by the system.
Quantity: filled in automatically by the system.
NOTE: The expense allocation is not mandatory to fill in. You only fill in the account assignment if you want to separate a transaction from the main expense allocation of your expense report.
Attach a receipt image or other relevant document via the “Upload new receipt” button. Unfortunately, Word documents cannot be uploaded, so please convert them to PDF.
Once the details are filled in, click on “Save” to save the transaction.
When you have registered all your transactions, do not forget to link them to an expense report, see separate guide.
If you have a previously saved expense report, you may instead select “Add to existing report” to link the expense to it.
If you paid with a Eurocard company-procured private card (FUP card) from KTH, you may enter the expense you want to be reimbursed for directly from My transactions. Then select the expense type. NOTE: clear your private Eurocard transactions from time to time so that it is easier for you to see which transactions should be reported as expenses.
Keep the original receipts until the travel claim has been approved to ensure that the copies submitted are of sufficient quality.
If you have any questions, please contact Travel bills.