Claiming Travel Expenses

The following applies to those who have access to PagaWeb. For those of you who do not have access we kindly ask you to fill out the form kopi-av-travel_expenses_2017

The form Reiseregning (Travel Expenses claim) should be used to apply for reimbursement of travel costs.

Reimbursements will be made in accordance with government guidelines for civil service employees. Journeys that are covered under government travel allowance guidelines are designated Official Journeys in PagaWeb. The purpose of the journey should be stated in the field  Formål/Arrangement  (Purpose/Event) (i.e. course, conference, etc.). Applicants should also state whether the event was attended under their own initiative (Guidelines for Compensation for Travel)

Journeys that are not covered under government travel allowance guidelines must be claimed for by manually completing a travel expenses claim form, as before. This also includes travel in connection with field work, which is dealt with separately and has its own specific rates for compensation.

Travel Documentation : All claims for reimbursement for travel must be supported by receipts or tickets. These should be stapled to a physical printout of the first page of the electronic application form and submitted to the attestant for variable pay for the applicant’s department.
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In the menu to the left, you will find Skjema/Oppgaver (Forms/Assignments). Click on the New Form tab. Click on the required form, to open it.
All fields marked * must be completed. When you have fully completed the form, click on the Send-button at the bottom of the form, and select Til kontroll (For Check) to send the form to the attestant for variable pay for your department.
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Claims for International Travel:
Additional compensation will only be awarded for journeys made on official university business and not for participation in courses/seminars (cf. guidelines, ePhorte case no. 2011/9914). Accordingly, the appropriate category box must be checked for the compensation to be calculated.

Foreign Currency: Travel expenses from abroad may be entered in the original currency of issue. The currency must be selected when entering the figure into the Amount in Foreign Currency field. The amount will then be converted automatically to NOK, at the current rate of exchange.

Organisation: In PagaWeb, employees are linked by default to the department they belong to. This should not normally be changed, except where travel expenses are to be covered by a different department. If the default department is changed to another, then the claim will be verified and processed by the attestant for variable pay for that other department. All original receipts and tickets must also be submitted to the attestant.

Overriding Entries: Employees may make ledger entries in the travel claims form if they know which department is covering their travel expenses. If no entry is made, the attestant for variable pay for the employee’s default department will input the correct information. On the first page of the form, a primary entry must be made. This will act as a default, and all expenses will follow that primary entry, unless this is specifically overridden at a later date. Any food allowance, night supplement and compensation supplements will always be debited to this primary entry.

For example: if you wish to split the travel expenses on two different projects, you can do this by overriding the ledger entries when you register the expenses against the different events later on in the claims form. Every time you click on the green box to add an expense, a dialogue box will open. The option to debit to a second project appears at the bottom of the dialogue box. If you do no make any entry here, the expense will debit to the primary entries made on the first page.

Per diem: Daily allowance claims can be made either by checking the Diett (Daily allowance box) on the first page of the Travel Expenses claim form, or by choosing Diett (Daily Allowance) when registering Destination/Overnight Stop. If the journey straddles the year end, for example from December 2011 to January 2012, it must be entered as two separate stays for the daily allowance to be calculated correctly. In this instance, two line entries should be made under Hotel/Destination: one from the day of commencement of travel up to and including 31st December, and another from 1st January up to and including the last day of travel.

To input travel expenses, fill in the fields on the first page, then click on Neste (Next-button).

To input data related to expenses that require reimbursement, click on the green cross. A dialogue box will appear, in which the required information should be entered.

ReisemĂĄl/overnatting (Destination/Overnight Stop): The cost of any accommodation must be input in the field Amount in NOK. The Whereof Breakfast/Meal Amount field should always be filled as 0 (zero). If accommodation costs have already been covered by the university in advance, the box Paid in Advance should be checked. When all of the necessary information has been entered, click Save.

MĂĄltidstrekk (Deductions for food): When Daily Allowance is selected, a menu for food deductions will appear. This will show separate rows for breakfast, lunch and dinner. Any meals that are already included in the daily allowance should be checked, so that they are deducted from the daily allowance claim. If the stay is for more than one day, a separate line entry should be made for each day.

Kjøregodtgjørelse (Driving Allowance): Any driving allowances being claimed for should be filled in here.

Utlegg (Other Expenses): This field is for any other expenses being claimed for. For flights, there is an option to check for return tickets. Expenses may be grouped together where they logically correspond, for example, bus and train fares, etc.

Mottatt reiseforskudd (Travel Expenses Received in Advance): This field is for travel expenses received in advance. All necessary data should be entered. The date should be the date of receipt of the advance payment. The actual travel dates should be entered in the Comments field, along with any other pertinent facts.

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