Payment card

Application and Approval

The Head of Department or equivalent at your department decides who may be issued a corporate travel card.
Before an employee may apply for a card, the responsible manager must inform the employee of the applicable rules for card usage. Information may also be obtained from the Travel Manager.

The Head of Department or equivalent is responsible for ensuring that all cardholders receive updated information whenever the University’s policies, rules/guidelines, or the card provider’s terms and conditions are amended.
The employee must sign a Declaration of Agreement, confirming that they have received and understood the applicable rules.

How to Apply

1. Complete and sign the Declaration of Agreement together with approval from the Head of Department or equivalent. Both parties must sign the document. Travel Manager - Serviceportalen

1. Upload the signed Declaration of Agreement to the Service Portal.
2. A link to the card application will be sent to the employee’s Stockholm University email address by the card provider, AirPlus.
3. Once the application is approved, the card will be sent to the employee’s registered residential address.
4. Download the AirPlus mobile app and activate the card in the app.

For questions, please contact AirPlus Corporate Support, weekdays 08:30–16:00,
Telephone: +46 8 14 67 45
Email: cosu.portal.se@corp.airplus.com

Terms and Conditions

• The card may be used only for work-related expenses. Private use is strictly prohibited.
• Cash withdrawals are not permitted.
• The card has a fixed credit limit per 30-day period.
• No annual fee applies.
• A foreign exchange surcharge of 0.98% applies to purchases in foreign currency.
• Travel insurance is not included.
• The card must be terminated when employment at Stockholm University ends.
• The card is blocked by the card provider for purchases in the following sectors: gambling, nightclubs, and luxury retail.
• Your department has access to all transactions made using the card.
• If the invoice is not paid by the cardholder after reminders, Stockholm University will initially be invoiced. The cost will then be charged to the cardholder’s department and project.
• Misuse may result in reimbursement claims, disciplinary measures, withdrawal of the card, and refusal to issue a new card.

Invoicing and Responsibility

• Begin by downloading the AirPlus mobile app.
• The cardholder is responsible for paying the invoice on time.
• Expenses are reimbursed through expense reporting in Primula.
• No individual credit assessment is carried out – Stockholm University is the ultimate guarantor.
• The invoice is sent to the cardholder’s registered residential address, and the cardholder is responsible for ensuring timely payment. It is recommended to register for direct debit or e-invoicing (see below).

If the invoice is not paid:

• Stockholm University will initially pay the cost, which will be charged to the cardholder’s department and project.
• Stockholm University may reclaim costs from the cardholder via payroll deduction or invoice if the expenses are not work-related, are deemed incorrect, or cannot be substantiated with clear documentation and receipts.

Never disclose your card number, codes, or personal information in any context other than when making a purchase.

Registering for E-Invoice

• Log in to your online banking service and select “Register for e-invoice”.
• Search for SEB Kort Bank AB / AirPlus as the recipient.
• Enter your unique agreement number, which can be found on the paper invoice, in the app, or by logging in to the website.

Registering for Direct Debit

• Download and submit a direct debit application, direct debit application.
• For questions, cardholders may contact AirPlus Customer Service on +46 8 14 67 37.

Non-Payment

If the cardholder fails to pay the invoice, several reminders will be sent via SMS, email, and letter. If payment is still not made, the card provider will request payment from Stockholm University.

Expense Reporting

To receive reimbursement for expenses, original receipts showing VAT must be attached. For foreign transactions, also attach a copy of the AirPlus invoice showing the exchange rate.
If expenses relate to representation, all participants must be listed and the purpose of the representation stated in Primula.

Travel and expense reimbursements are paid together with the monthly salary. As the card provider offers 30 days’ credit, reimbursement is usually paid before the invoice due date.

Termination of the Payment Card

When an employee leaves Stockholm University, the card should primarily be terminated by the employee via the AirPlus app. The employee must then inform the responsible person at the department.
Alternatively, the cardholder may terminate the card by contacting AirPlus Customer Service.

In the mobile app: select My Card → Terminate Card. Under the Help section, secure messages can also be sent to Customer Service without waiting in a phone queue.

Customer Service | Sweden | AirPlus

AirPlus Customer Service
Telephone: +46 8 14 67 37

Contact

For questions regarding the centrally procured corporate travel card, please contact your department in the first instance. The department will then contact the Finance Office or the Travel Manager via the Service Portal. Travel Manager - Serviceportalen

For questions regarding payment cards for which the authority is the responsible payer, please contact the Finance Office via the Service Portal on the Employee Web. Serviceportalen - Medarbetarwebben