How to register a travel expense claim

When you have logged into Self-service portal, choose ‘Register travel expense claim’.

Select the button ‘+ Create new’ to register a new travel claim.

Remember to save your travel claim as you go along when filling it out. You can always retrieve drafts and continue later. It’s also possible to check the status of your travel claim throughout the process. Read more about the different status for your travel claim below under payment.

From – To: Enter the time and dates when you start and finish your trip.

Purpose: The purpose of the trip must be filled out as accurately as possible. For example, include the name of the seminar or specific event you attended

Country/Region: Destination, for example Norway

Location: Destination, for example Bergen

Select ‘Type of trip’ from the dropdown menu. These are the most used types:

• Day trip: If the trip only lasts one day, no accommodation
• Hotel: If you stay at a hotel
• Dorm/Flat/Private w/kitchen: If you stay at an apartment with access to a kitchen, for example Airbnb or private
• Flight, Board h., Dorm w/o kitchen: If you stay at a guesthouse or similar, without access to a kitchen
• Holiday/Private stay: If you combine business travel and holiday, add a new destination, and register the holiday period as Holiday/Private stay

Add a new destination if you visited more than one location or stayed in different types of accommodation.

Cost allocation: Select ‘Custom/other’ and enter the cost centre (8 digits), activity (K5), where the default is typically a standard value labeled ‘dummy’. If there is an activity for the project, the field should be filled out. Subproject number/work order (K7) (9 digits). If you select ‘Standard’, the cost allocation you were registered with will be used.

Select ‘Save’.

Proceed to allowances by selecting the ‘Step 2’ button to continue to allowances.

• Subsistence allowance: If you have agreed to and are entitled to meal allowances, you must select this option. Then, check off the meals you have received. If you stayed at a hotel in Norway, breakfast is usually included. You must check off breakfast regardless of whether you have used this service.
• Night supplement: You are entitled to night supplement if you have stayed privately, for example, if you stayed with friends or acquaintances.
• Kilometer allowance: Provide details if you used a private vehicle for travel. Use of a private car must be agreed upon in advance; enter the name of the person who approved this.

Choose the correct expense post:

• Hotel/accommodation: If you stayed at a hotel or Airbnb. Provide the name and address if you stayed at a hotel.
• Flight: If you travelled by air. Attach travel receipts showing travel dates, ticket price and payment method (confirmation), as well as the boarding passes. If you have a travel receipt indicating status “travelled/flown”, you do not need to attach boarding passes.
• Meal/Breakfast hotel: If you do not have a meal allowance but have incurred meal expenses, provide details.
• Public transportation: If you have traveled by public transportation, provide the relevant details.
• Taxi: Briefly explain why you used a taxi instead of public transport and attach a detailed receipt.
• If UiB or others have paid for your flight or accommodation directly, you must enter the expense under the expense post ending with “paid by company”. If you don’t know the price/amount, enter 0 NOK.

All expenses must be documented with receipts showing both the items purchased and proof of payment. If you attach, for example, an invoice or booking confirmation, you must also attach a proof of payment (for example an excerpt from a bank statement).

For EU projects, receipts are required for all expenses (including public transportation).

Cost allocation: Select ‘Same cost allocation as trip in general’ to apply the same allocation to the entire travel claim. If the expense should be charged on a different cost allocation, select ‘Custom/Other’.

Select ‘Ok’ to register this expense. Follow the same steps for any other expenses you have incurred.

If you wish to attach multiple attachments, such as a funding letter, invitation or other documentation showing that the travel expense claim will be covered by UiB, you can upload them under ‘General attachment(s)’ ‘+ Add attachment(s)’.

In the comment section, you can provide any additional explanation/remarks regarding your travel.

Select ‘Save’ to save your travel claim. Go to the submission page to complete the process.

Review the travel claim before sending it for approval by selecting the dots on the bottom right corner, which will reveal a menu. Choose ‘Show payslip’ to view all the details of your travel expense claim.

Once your travel claim looks good, select ‘Send’.

The travel expense claim will now be sent for review and approval. You can see the status for your travel claim in the overview. It is also possible to check your status throughout the entire process. Read more about the different status types for your claim down below under payment.

Be aware that the travel claim may be sent back to you if further information is needed. After making any changes to the travel claim, you must resubmit it.

UiB processes travel expense claims payouts twice a month. Typically, the reimbursement will be paid out after about one month.

You can easily check the status of your travel expense claims in Betalmeg under ‘Register travel expense claim’:

• Draft: The travel expense claim has not been submitted.
• Sent: The travel expense claim has been sent for approval.
• Approved: The travel expense claim has been approved.
• Paid: The money has been transferred to your account.

Travel expense claims are paid twice a month. See the schedule under 'reisekjøring (alle kunder)' for specific dates.

You can view the specific schedule for the current year here.