Revised guideline for meetings and travel from 1 September 2017

Published Aug 30, 2017

The President and the University Board have decided on a revised guideline for meetings and travel where the handling of expenses is tightened.
The guideline includes all travel, national and international, carried out by employees and non-employees on behalf of the Royal Institute of Technology.

The main rule is that only trips and hotels booked through contracted travel agency will be reimbursed by KTH.

The revised guideline is valid from 1 September 2017.

The following expenses will not be granted for re-imbursement in connection with business trips (due to the fact that the cost should be invoiced by KTH via contracted travel agency or other agreement / framework agreement via Diner's invoice which is issued directly to KTH's financial system):

  • Transport: Flights, national train journeys. International train journeys in cases where it is possible to book through contracted travel agency. National taxi journeys (State framework agreement for taxi).

  • Accommodation: Hotels in the Nordic countries. Hotels in international destinations (outside the Nordic countries) where it is possible to book through contracted travel agency with pre-payment.

The following expense / expense may be granted for re-imbursement in connection with business trips (due to the fact that costs cannot be directly invoiced by KTH):

  • Transport: International train journeys. International taxi journeys as well as national and international airbus and airport transfer (Arlanda Express; transfer to/from airports). National and international public transport; for example commuter train / bus / subway / tram (when it is not possible to book through contracted travel agency).

  • Accommodation: Hotels in international destinations (outside the Nordic countries) booked through contracted travel agency, but where pre-payment is not possible, or when it is not possible to book through contracted travel agency. National and international hotel bookings on trips where KTH receives an in-house delegation or group; when KTH travelers are part of a delegation or group where accommodation is determined by the organizer and at course and conference trips where the accommodation is included (preferential conference hotel package with booking code) when contracted travel agency cannot book hotel rooms with the same preferential package. Campus rooms and other accommodation forms where it is not possible to book through contracted travel agency.

Travel order

All business trips must be ordered through a travel order. For business travel between KTH campuses and business travel up to 10 mil (from KTH campuses) however, no travel order is needed. Travel order is the documented way to prove that the trip is ordered and that insurance regulations and travel benefits comes with the business trip.

1 year rule for expenses
The right to re-imbursement for expenses is only valid if the employee requests compensation from the employer within one year from the date of payment. The cost must be verified with original receipt.

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