Description

<aside> 📑 Chalmers-level info:

• Booking a business trip
• How to pay and register expenses

This content was adapted from CSE PhD council.

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As part of your Chalmers employment, you may want/have to travel, e.g. to a conference, workshop, or PhD course.

Before your trip (booking)

1. Discuss your planned travel with your supervisor
   • Discuss cost estimate/budget
   • Clarify which project code to book your travel on
2. Book your travel (accommodation, travel)
   • Use Egencia by default.
     • Note: You will have to handle the invoice in Proceedo → see Making purchases/handling invoices (e.g. books)
   • Note: You may book accommodation and travel outside Egencia. This may be advantageous as not all hotels, airlines, and especially train connections are listed on Egencia. Keep in mind, however, that you will then have to pay yourself first (at your own risk) and get reimbursed later (see below).

During your trip (enjoying)

1. Collect receipts for ALL non-food related expenses (e.g. public transport tickets, city tax) during your trip
   • Physical receipts: keep in your wallet until you get home
   • Digital receipts:
     • Print as PDF if needed (e.g. receipt via email)
     • Give PDFs a name that makes eventual reporting easier for you, e.g. “230101_Public transport to GOT airport”
     • Collect in one place, e.g. a dedicated “Travel expenses” folder
2. Enjoy your trip 🙂

After your trip (reporting)

Use Primula to do your expense reporting (and get your costs reimbursed accordingly).

NOTE: In your own interest, aim to do the expense reporting as soon as possible after returning from the trip. The mortal deadline is 3 months. After that, your claim is no longer payable.

<aside> 📑 Below is a step-by-step guide for a prototypical expense reporting in Primula. Note that special cases like private accommodation, travel interruption, car allowance etc. are not covered. Reach out to your division administrator if you have questions or need help.

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1. Go to “My page” > “Travel/expenses”
2. Choose “Travel bill - International” or “Travel bill - in Sweden” as applicable > “Create new case”
3. Enter “Account code” → see screenshot and tips below

• A: You may select from your standard accounts here. As discussed with your supervisor, you will typically choose a dedicated project code for your research project or your division’s FOFU project code.

• B: You can save settings as favorite for future expense reports.

• C: This is where you will find your saved favorites.