Travel expenses

Once you are back home from your business trip, it is time to prepare your expense report. Please note that only expenses related to your business trip should be reported in the travel expense report and expenses not related to your trip must be reported separately. Please also attach any itinerary/flight times as well as documents proving any participation in a conference, e.g. conference invitation and conference program.

How to compile an expense report

Go to KTH’s intranet, log in and then select Travel & Expenses (KTH-RES) in the top menu services. Box 2 on the dashboard contains your entered transactions, which will now be compiled into an expense report.

Click in the box ”My transactions” to see and link these to an expense report. In the checkboxes on the left, select which transactions should belong to your expense report and then click on “+Create a new report”.

You have then to:

Enter a name for your report
Select Cost Center if the default cost center is not correct
Select project number by pressing the magnifying glass
If you have an approved travel request, you can attach it to the report
Select an approver by pressing the magnifying glass
It is not mandatory to select Activity Code
Enter the purpose of the trip
Select the employment number by pressing the magnifying glass
Save

Note: Cost center and Approver are filled in by default, but you can change these by selecting others using the magnifying glass next to each field.

You may review the contents of the report, edit/add/delete rows, and you can also attach other documentation to the report and enter comments in the field “Traveler’s comment”. You can also choose to delete it. If you delete, the transactions in the expense report will be moved back to your list of transactions.

Once you have clicked on "Submit", the compilation of your expense report will open.

NOTE: Expenses are reimbursed against verification, you must attach all receipts and other information such as conference programs, travel plans, boarding cards etc and send them to the travel administration at your school.

In box 3 on the dashboard, you can see the status of your expense report. Via symbols you can see if your report has been reviewed and approved:

2 clocks: your report is not yet reviewed nor approved.
1 clock and 1 green thumb up: your report has been reviewed and is awaiting approval from your manager.
1 red thumb down: your report needs to be adjusted. You will receive an email from noreply@mobilexpense.com, where you can read why you must adjust it. When it is completed then you must submit it again for approval.
2 green thumbs up: your report has been reviewed and approved. You will receive an email from noreply@mobilexpense.com. It is ready for payment at the next payment opportunity.

Once the expense report has been approved, the amount will be transferred to your bank account. Two payments can be made each month to KTH employees (approx. 10/11th and approx. 25th in connection with the salary payment).