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Travel expenses account

All you need to know about how to submit your travel expenses account.

Travel expenses accounts in SAP

Apply for travel approval in the SAP portal and create travel expenses account and expense reimbursement.

Video: How to register the travel expenses account in the SAP portal

Only in Norwegian.

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Video: How to send receipts by email

Only in Norwegian.

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User guide travel expenses account

Registering travel and expense reimbursement

1. On the SAP portal’s main page: Select "Travel and expense reimbursement".

SAP screenshot guide is only in Norwegian.

 Fra startsiden i SAP-portalen velger du "Reise- og utgiftsrefusjon".

2. Then select: "Create travel and expense reimbursement".

Velg deretter "Opprett reise- og utgiftsrefusjon"

 

Forms

SAP will now offer different forms for travel reimbursement and one form for expense reimbursement.

Select the form which is most suitable for the trip in question

3. Select the form that is most suitable for the trip in question.

  1. Domestic travel form - used for overnight stays lasting more than one day or more than 5 hours of the night (definition of night is the time between 22:00 and 6:00).
  2. International travel form - used for overnight stays abroad lasting more than one day or 5 hours of the night (definition of night is the time between 22:00 and 6:00).
  3. One-day domestic travel form - used when the trip does not last more than 3 hours into the new day.
    • If the trip includes domestic overnight stays or if it lasts more than five hours of the night (22-06), use the domestic travel form.
  4. Expense reimbursement form - used for expenses you have had on behalf of the employer, such as office supplies or stamps.

Øverst i skjermbildet i reiseregningen finner du en veiviser over hvilke steg som finnes, og hvor langt du har kommet

Steps 1 to 4

In the top of the screen shot in the travel expenses account you will find an overview of all the steps and of how far you have come.

Submitting a travel expenses account on the basis of a travel application

If a travel application has been created in advance, this must be used when submitting your travel expenses account.

Marker den aktuelle reisesøknaden som du ønsker å benytte for reiseregningen

Travel application

Travel applications whose start date has passed the current date, will be visible under available travel applications / travel plans.

  1. Mark the travel application that you want to use for your travel expenses account.
  2. Select the form (see above under Forms) in the drop-down menu and click ‘Start’.
  3. Follow the normal procedure for the registration of travel expenses account.

Error message

Dersom det er registrert estimerte kostnader på reisesøknaden, vil utgiftstypen ESTI dukke opp under bilag på reiseregningen. Det vil gi feilmeldingen over

If estimated costs have been registered in the travel expenses account, the expense type ESTI will appear under Voucher in the travel expenses account. The error message above will appear.

  • The expense type ESTI must then be deleted before the actual travel vouchers can be registered.
  • The purpose of this feature is to provide the approver with an estimate of the trip's total cost.
  • The system does not validate whether the amount is lower or higher than estimated.

Registering domestic travel

 Skriv først inn reisens startdato, sluttdato og klokkeslett. Spesifiser deretter de feltene som er relevante for reisen.

  1. Enter the start date, end date and time of the trip.
  2. Then specify the fields that are relevant for the trip.
  • Country / region: upon domestic travel, this field must always say Norway
  • Travel destination: Location.
  • Several travel destinations: To be filled in if you have had several stops during the trip with different types of accommodation. This affects the calculation of the subsistence allowance.
  • Scale rate expenses payment: It is the accommodation that determines the scale rate payment. Business travel comes up as the default choice, and it corresponds to accommodation in hotels. If you have had other types of accommodation, you must choose another scale rate, for example “Bed & Breakfast without cooking facilities”.
  • Reason / purpose: The purpose of the trip.
  • Comment: Only complete if you have any additional information.
  • Advance: Only fill in if an advance has been disbursed for the trip. As a general rule, advances will not be disbursed.
  • Cost assignment: This field is already completed and should only be changed if you know that your cost centre should not be charged for your travel-/expense reimbursement.
  • Subsistence allowance: Tick off for subsistence allowance if you are entitled to it. You should tick off under deductions if you have had meals covered for you during the trip, i.e. meals you have not paid for yourself. More information about subsistence allowance.
  • Night allowance: night allowance is intended to cover private accommodation, B&Bs and the like. Tick off if you have been away from home for at least 5 hours of the night because of a business trip, and the employer has not covered hotel or other accommodation.
  • Travel mileage: If you are entitled to mileage allowance, click on mileage details to provide details. More information on mileage allowance.

When all relevant and obligatory information fields (marked with an asterisk) are filled in, click on "register expense voucher".

Registering international travel

Skriv først inn reisens startdato, sluttdato og klokkeslett. Spesifiser deretter de feltene som er relevante for reisen

  1. Enter the start date, end date and time of the trip.
  2. Then specify the fields that are relevant for the trip.
  • Country / region: Enter the country in which you have resided.
  • Travel destination: Location.
  • Several travel destinations: To be filled in if you have had several stops during the trip with different types of accommodation. This affects the calculation of the subsistence allowance.
  • Scale rate expenses payment: It is the accommodation that determines the scale rate payment. Business travel comes up as the default choice, and it corresponds to accommodation in hotels. If you have had other types of accommodation, you must choose another scale rate, for example “Bed & Breakfast without cooking facilities”
  • Reason / purpose: The purpose of the trip.
  • Comment: Only complete if you have any additional information.
  • Advance: Only fill in if an advance has been disbursed for the trip. As a general rule, advances will not be disbursed.
  • Cost assignment: This field is already completed and should only be changed if you know that your cost centre should not be charged for your travel-/expense reimbursement
  • Subsistence allowance: Tick off for subsistence allowance if you are entitled to it. You should tick off under deductions if you have had meals covered for you during the trip, i.e. meals you have not paid for yourself. More information about subsistence allowance.
  • Night allowance: Night allowance is not granted for international travel, but SAP has not removed this section. Skip this part.
  • Travel mileage: If you are entitled to mileage allowance, click on mileage details to provide details. More information on mileage allowance.

When all relevant and obligatory information fields (marked with an asterisk) are filled in, click on "register expense voucher".

Registering one-day domestic travel

Skriv først inn reisens startdato, sluttdato og klokkeslett. Spesifiser deretter de feltene som er relevante for reisen

  1. Enter the start date, end date and time of the trip.
  2. Then specify the fields that are relevant for the trip.
  • Country / region: upon domestic travel, this field must always say Norway
  • Travel destination: Location.
  • Several travel destinations: To be filled in if you have had several stops during the trip with different type of accommodation. This affects the calculation of the subsistence allowance.
  • Scale rate expenses payment: It is the accommodation that determines the scale rate payment. Business travel comes up as the default choice, and it corresponds to accommodation in hotels. If you have had other types of accommodation, you must choose another scale rate, for example “Bed & Breakfast without cooking facilities”
  • Reason / purpose: The purpose of the trip.
  • Comment: Only complete if you have any additional information.
  • Advance: Only fill in if an advance has been disbursed for the trip. As a general rule, advances will not be disbursed.
  • Cost assignment: This field is already completed and should only be changed if you know that your cost centre should not be charged for your travel-/expense reimbursement
  • Subsistence allowance: Tick off for subsistence allowance if you are entitled to it. You should tick off under deductions if you have had meals covered for you during the trip, i.e. meals you have not paid for yourself. More information about subsistence allowance.
  • Travel mileage: If you are entitled to mileage allowance, click on mileage details to provide details. More information about mileage allowance.

When all relevant and obligatory information fields (marked with an asterisk) are filled in, click on "register expense voucher".

Registering expense vouchers

1. Click on 'Register expense voucher’

You'll be taken to this image below.

Klikk på knappen Registrer utgiftsbilag . Du kommer da til dette bildet

2. Click on New post to register expense vouchers.

  • If you do not have any expense vouchers to register, click Check.

3. Select type of expense from the drop-down menu by clicking on the arrow to the right of the field.

Klikk på knappen Ny post for å registrere utgiftsbilag. Hvis du ikke har noen utgiftsbilag å registrere, klikk på Kontroller

4. Enter the amount in the field Voucher amount.

  • Be aware that some types of expenses require additional information.
  • An extra obligatory field where you can enter information will then appear below, such as the field Description for Reimbursement other expenses in this example.

5. Click Accept if you do not have several types of expenses.

6. Click Accept and new post if you want to register other types of expenses.

7. When you are finished registering your expenses, click Check.

Upload attachments

Receipts and vouchers should be submitted electronically as attachments in SAP.

  • Please note that SAP only accepts documents in .pdf or .jpg format.
  • It is recommended that you keep your receipts until you have received the reimbursement.

1. Click on General Data

2. Click on Attachment

3. Type: Tick off for File

4. Press Browse ... to access the copy of the voucher / receipt you wish to submit

5. Then press Upload

6. Repeat if more vouchers / receipts are to be uploaded

 

Hvis du ønsker å slette et vedlegg du har lastet opp, må du først markere vedlegget ved å klikke på den grå boksen foran linjen. Deretter kan du klikke på knappen Slett vedlegg

7. When all attachments are uploaded, press Save draft

Når alle vedleggene er lastes opp, trykker du Lagre utkast

Delete attachments

To delete an attachment that you have already uploaded:

  1. Select the attachment - by clicking on the grey box in front of the line.
  2. Click Delete attachment

Save and send for approval

  • Click Check and send to get an overview of the reimbursement requirement, and forward the travel expenses account for assessment.
  • Click View travel expenses account form to see the travel expenses account and to make sure you have included everything.
Klikk på kontroller og send for å få en oversikt over refusjonskravet, og videresende reiseregningen til oppgjør.
 

The picture above shows a summary of your reimbursement.

Concluding activity

Note the two options you have under Concluding activity:

  1. Save draft - select this if you wish to only save the travel expenses account. You can access the saved travel expenses account later on to continue the registration and to send it for approval. See the document "assistance for the service Overview previous trips" for how to do this.
  2. Save and send for approval - select this if you wish to send the travel expenses account for further processing right away.
  3. Finish by pressing save and send for approval
  4. You will then see an acknowledgment message, see the picture below.  

Simulate travel expenses account

  1. Click on the button Simulate travel expenses account.
  2. The travel expenses account will appear with a travel number.
  3. Use this travel number as a reference when submitting vouchers to the contractor / employer.

Du får da en kvitteringsmelding

Printout

You can print out the travel expenses account with this icon:

Print out icon

You may need to hover the mouse pointer at the bottom of the image until this appears.

Print out icon at the bottom of the image

Or press Ctrl + P to print out.

Travel slip

Please note that you will not receive the travel slip by post upon disbursement. However, you may print it out from the self service portal. See the document "assistance for the service Overview previous trips" for how to do this.

Reimbursements

When the travel expenses account has been approved, it will automatically be included in the next run of received expenses accounts.

  • Disbursements of travel expenses / reimbursements normally happen every week.

Submission of vouchers

All vouchers must be submitted electronically as attachments in SAP.

In June 2014 the Directorate of taxes revoked the requirement for originality for travel expenses accounts and expense statements.

  • It is highly recommended that you take care of all your original vouchers until you have received the reimbursement.

Travel mileage - use of own car

If you have used your own car in connection with the trip, press the button mileage details.

Dersom du har du kjørt egen bil i forbindelse med reisen, trykker du på knappen strekningsdetaljer

  1. Enter the total number of kilometres in the field Distance covered. Remember both ways.
    • If you have had someone with you, enter the right number of passengers.
  2. Enter the exact address in the fields for departure and destination.
    • You must also register who has approved the use of your car.
    • Use of personal cars should normally be approved in advance.
  3. In the Comment field you must provide the name of the passenger(s), if applicable.
    • You may also enter other necessary information.
  4. When you are done, click the button Accept or Accept and new post if you are registering more lines.

Several travel destinations

You have the option to register stays in several countries, or in several scale rate payments during a trip.

  • This is registered by clicking on the button Register several destinations.

Reisemål

Note the fields marked above.

  • First of all, you must enter the date and time for when you travelled to a new destination.
  • You must enter reason and purpose here as well. Select country from the drop-down menu.

In the field scale rate payment, you choose depending on the type of accommodation you have had.

  • If you stayed in a hotel in the second location as well, you do not need to make any changes here; it will already say Business travel.
  • If you have stayed in a B&B, a bed-sitter or had private accommodation, change it.

Change the cost assignment

Please see internal procedures for cost assignment.

If you know that your cost centre should not be charged for your travel-/expense reimbursement, you can change or share the cost assignment by clicking on Change cost assignment.

You can change the cost assignment for the entire travel expenses account or for single vouchers.

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