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Questions and Answers

Commonly asked questions and answers.

 This page is a complement to .

Question: Egencia is telling me that I dont have a profile when im trying to book a new travel.

Answer: Since it is a new system (new system supplier), you will need to approve GDPR again in order for it to work.

Follow these steps:

  1. Log in to KTH- RES - KTH RES
  2. Click on "My profile".
  3. Choose "Traveler´s profile"
  4. Check the box in the yellow field to approve GDPR. Don´t forget to save!
     

 The connection can take a couple of days to work.

 Question: Why havent I received my money yet?

Answer: The most common reason is that you did not submit your expense report via KTH-res or that the supporting documents for your expense and the PDF report that is generated automatically when you submit your expense report in KTH-res have not been sent in for review. Below are three sections of information regarding the most common reasons and how you can look in the system to see if you have created an expense report.

See if you have made an expense report

If you do not know whether you have submitted your expense report/travel bill, you can see the status of your expenses if you log into KTH-RES and look at the start page. That's the page you end up on straight away. There are four fields. If you look under the heading "3. Rewiew pending exspense reports" you can see if it has been submitted and where it is in the process of approval. If it is empty under that heading, you need to create an expense report.

How to create an expense report

On this link Guide to create an expense report  you will find written information on how to create an expense report as well as a short film.

Which documents must be submitted for review?

For each expense that is made, the paper receipt must be scanned or pdf receipts/email receipts must be attached to the individual expense. The receipts that you have in paper format must be submitted together with the report that is generated when you submit your expense report. Paper receipts need to be sent in even if they are scanned in KTH-res. You send in receipts and report to:

With internal mail to: Akvariet, TR8, SCI, KTH
By regular mail to: KTH - SCI, Attn: Akvariet, Teknikringen 8, 114 28 Stockholm

If you only have PDF receipts or e-mail receipts, you can e-mail the PDF report that is generated when you send in your expense report to travelbills@sci.kth.se  for review to begin.

The PDF report is generated when you submit your expenditure report and looks like this:

Question: I can´t find approver in my expense report, what do I do now?

Answer: 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.

Question: Why do I need to create a travel request?

Answer: 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.

Question: Where do I add cost center for my expenses?

Answer: In the expense report. It is possible to add project number or cost center in the expense directly, but not neccesary. That information can be added when making the expense report instead.

Question: I have lost some original receipts, what do I do now?

Answer: 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.

Question: I can't book any travels online with Egencia?

Answer: In case of problems with online booking or rebooking and cancellation, contact Egencia, customer_service@egencia.se  or call: 08 555 237 20.

Question: Why is the invoice for my business procured personal card (FUP) coming to me?

Answer: 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 LÄNK XXXX

Did you not find your question here? If you can't find the information you seek in the KTH travel pages , you can always mail us at service@sci.kth.se​​​​​​​ ​​​​​​​for help and guidance.