Booking and managing business trips at KTH Meeting agenda Travel request/order in KTH-RES Ticket booking, option 1 - Order directly at Ticket Affärsresor Ticket booking, option 2 - Online booking by KTH-RES Travel expenses report in KTH-RES
Contact information and useful links Link to KTH-RES, KTH:s online travel managing system: https://kth.ebuilder.se Login with your KTH account Change the langue to English if necessary (button to the upper right) and log in again to save the language option. Contact info to Ticket Affärsresor Email: affarsresor70@ticket.se, Phone 08 58574670 Opening hours: 08:00-17:00 Info in Swedish about business trips at KTH http://intra.kth.se/administration/tjansteresor
Travel request/order in KTH-RES The travel request is to be done in KTH-RES. The request gets electronically sent to the department manager for approval. Why don t travel without a travel request? The travel insurance that KTH has signed with Kammarkollegiet for all it s employees is not valid without a travel request prior to the trip start Agreement with the dept. manager about the trip dates, costs, etc. Possibility to ask for advance payment together with the travel request When the travel request is approved send a copy to your traveladministrator (Alina or Marianne) for payment of the travel advance (!). The administrator has to have the travel request (advance payment) by the 4 th or 14 th in the month so that payment can happen around the 10 th or 25 th, respectively. Accounting information in the travel request Ask your supervisor or administrator for info
Ticket booking option1 Order directly at Ticket Affärsresor According rector s decision 591/2007, all business trips should be ordered at Ticket Affärsresor AB. They can book flight tickets, train tickets, hotels, car rentals, etc. Contact in English with the travel agents works trouble free both by email and telephone. The first email the travel agency sends is just on offer, not a final booking. Do not forget to confirm the booking /schedule at the date mentioned in the offer. Specify for the travel agency that the invoice should have the reference ALINAM KTHICT (price approval/ sakattestant) so that the invoice gets sent correctly to our department.
So does the emailed offer from Ticket Affärsresor look like. Notice the small text with info about the price and the last confirmation day Detta mail ersätter eventuellt tidigare bekräftelse. This mail replace previously sent confirmation if applicable. ------------------------------------------------------------------ For information in English, see: http://www.ticketaffarsresor.se/itinerary ------------------------------------------------------------------ Observera att du som resenär har skyldighet att kontrollera bekräftelsen så snart denna erhållits. Vid eventuella felaktigheter kontakta Ticket Affärsresor omgående. Vi ansvarar inte för eventuella felaktigheter som inte påtalats omgående efter att du erhållit denna bekräftelse. ------------------------------------------------------------------ Your online Itinerary: https://www.checkmytrip.com/plnext/xcmtxitn/cmt.action?site=xcmtxitn&r=x3ku2f&n=markendahl&language=gb Hej Irina, Hur ser detta ut? Ska jag skriva ut den elektroniska biljetten. Ulla ITINERARY TICKET AFFÄRSRESOR AB 03SEP09/09:16 MR JAN MARKENDAHL RESERVATION NBR.: X3KU2F PAGE 1 ------------------------------------------------------------------ -------------------------------------- V.G. KONTROLLERA ATT BOKNINGEN OVERENSSTAMMER MED ERA ONSKEMAL PRIS SEK2254 GILTIGT ENDAST 03SEP BILJETTEN ATERBEKRAFTAS AV ER SENAST 03SEP OMBOKNINGSBAR UTRESA: JA MED RESTRIKTIONER OMBOKNINGSBAR HEMRESA: JA MED RESTRIKTIONER ATERBETALNINGSBAR: NEJ -------------------------------------- DATE TIME FLIGHT CL ------------------------------------------------------------------ 09SEP 0655 AY 632 K DEP STOCKHOLM - ARLANDA (NONSTOP) 0850 OK ARR HELSINKI Departure terminal 2 Arrival terminal 2 Meal: Snack or brunch Duration: 0:55 V.G. KONTROLLERA ATT BOKNINGEN OVERENSSTAMMER MED ERA ONSKEMAL PRIS SEK2254 GILTIGT ENDAST 03SEP BILJETTEN ATERBEKRAFTAS AV ER SENAST 03SEP OMBOKNINGSBAR UTRESA: JA MED RESTRIKTIONER OMBOKNINGSBAR HEMRESA: JA MED RESTRIKTIONER ATERBETALNINGSBAR: NEJ
Ticket booking option 2 Online booking by KTH-RES Advantage for the online booking: KTH pays lower booking fees and you get a better picture of the travel options Online booking is available for you after you have updated My profile and saved the PUL- Acknowledgement in KTH-RES (se the attachment for step by step manual) PUL = Privacy Protection Law. By signing the agreement you give the program owner the allowance process the necessary personal information in a profile database which is owned by KTH The first name and surname in your profile must be spelt the same way as in your passport!
Travel expenses report in KTH-RES Tips and tricks Look under Help (button to the upper right) for a detailed step by step manual Possibility to start from the travel order when creating the travel expenses report in KTH-RES Meal deductions free meals are tax chargeable as they are considered a benefit of being employed Meals with no tax benefit: meals on public transportation means (flights), the included hotel breakfast, when invited by the host Meals with tax benefit: meals included in the conference fees Per diem allowance there are fixed amounts varying by country, decided by the Swedish Tax Agency. Look under Help to find the link to the per diem list. Do not write anything on the VAT line if your expenses are done in other currency than SEK. The exchange rate for other currencies has to be typed in manually. Look - under Help for a currency converter. Do not forget to send all the receipts in original to your travel administrator after finishing the report for control and archiving.
Thank you for your attention!