Checklist – Travel expense claim/Expenses

To claim a per diem and other reimbursements, after completing your trip, log in to Primula and select "Travel/expenses" under "My page".

Checklist for employees

1. Before registering your travel expense claim in Primula, ensure that the travel and/or expenses have been approved by the responsible manager.
2. Register your travel expense claim/expenses in Primula. Guidance documents can be found in Primula under External links.
   • Select option 1, 2 or 3.
   • If you are only claiming expenses, whether domestic or international, select Option 1: Expenses and car allowance.
3. Ensure that the following information is included in your claim so that the correct subsistence allowance can be paid:
   • Name and personal identity number
   • Date and time of departure and return
   • Destination
   • Purpose of the trip
   • Account coding.
4. Tick any meals that were provided free of charge. (Lunch and dinner should be registered as taxable meal benefits. See the guidance document for exceptions in Primula under External links.)
5. Attach relevant supporting documentation to confirm that the journey was an approved business trip.
   Examples of relevant supporting documentation:
   • Programme/Agenda
   • Registration or attendance confirmation
   • Justification/approval for booking outside the contracted travel agency agreement
   • Receipts.
6. Ensure that all expenses have been correctly registered and attached in Primula.
   A receipt must include:
   • Date of purchase
   • Description of the expenses (e.g. hotel, taxi, meal, parking)
   • Amount
   • VAT amount (applies only to Swedish receipts)
   • Supplier/company name
   • Currency (for expenses incurred in a foreign currency). When registering in Primula, select the currency code, click the “Currency Converter” link, and enter the exchange rate applicable at the time the expense was incurred.
7. Entertainment and hospitality:
   • Internal or external hospitality
   • Date
   • Purpose
   • List of participants
   • Supplier according to the receipt.
8. Gratuities (tips) are considered a personal expense and are not reimbursed by Stockholm University. However, exceptions may apply in certain countries outside the Nordic region.
   Rules for entertainment and gifts etc. at Stockholm University (in Swedish)
9. If using a private vehicle, provide:
   • Date
   • Route taken
   • Number of kilometres travelled
   • Tax-free mileage allowance.
10. Ensure that all registered information corresponds to the supporting documentation attached.

Travel expense claims must be registered in Primula within three months of the completion of the trip; after this period, entitlement to subsistence allowance is forfeited. Expenses may be reimbursed for up to one year after the date of purchase.

Checklist for review and approval

Ensure that:

1. All basic information has been completed correctly.
2. Subsistence allowance has been calculated correctly and deductions for meals have been applied.
3. Relevant supporting documentation confirming that the claim relates to an approved business trip has been attached.
   Examples of relevant supporting documentation:
   • Programme/Agenda
   • Registration or attendance confirmation
   • Justification/approval for booking outside the contracted travel agency agreement
   • Receipts.
4. Check that receipts are attached and legible.
   A receipt must include:
   • Date of purchase
   • Description of the expenses (e.g. hotel, taxi, meal, parking)
   • Amount
   • VAT amount (applies only to Swedish receipts)
   • Supplier/company name
   • Currency (for expenses incurred in a foreign currency). When registering in Primula, select the currency code, click the Currency Converter link, and enter the exchange rate applicable at the time the expense was incurred.
5. VAT has been stated correctly.
6. Hospitality expenses comply with the applicable rules – Rules for entertainment and gifts etc. at Stockholm University (in Swedish).
7. The regulations and monetary limits set by the Swedish Tax Agency are being followed, Skatteverket in Swedish.
8. Supporting documentation matches the travel expense claim.
9. If documentation is missing or any information in the claim is incorrect, the case must be returned to the employee for amendment. Only once everything is correct should it be forwarded for approval and payment.
10. Review and approval should be completed well in advance of the final approval deadline to ensure that reimbursement is included in the next payment cycle.