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Travel expense reports

Have you been on a business trip? Here you will find information about what to include in and how to submit your travel expense report.

The travel expense report must always be submitted as soon as possible after you return home from travel, within one year at the latest.

Report your travel expenses in Primula web, under ‘travel expenses’ on your page 

Log into Primula web using your Lucat identity. Further instructions on how to fill in an expense report are available in Primula web.

If you want to access Primula web outside the University’s network, from home for instance, you must first log in via the VPN service.

Log in via the VPN service

Report VAT in your expense report

Only Swedish VAT can and must be reported. Report the VAT when registering your expenses in your travel expense report in Primula web.

Expenses in other currencies

Have you had expenses in other currencies? Enter the correct exchange rate for the date of the expense: Check bank statements or calculate based on examples from:

Travel advances

If you have received a travel advance it must be reported and deducted from the travel expense report.

Travel advances are granted in exceptional circumstances. The preferred mode of procedure is to use a charge card with personal payment liability.

Read more about invoicing and charge cards on the Finance Pages (in Swedish)

Contact your immediate human resources officer for more information about travel advances.

Attachments to your travel expense report

The following documents shall be attached to the travel expense report you submit to your line manager/relevant officer:

  • Conference programme/participants or other documents proving that you did in fact travel and that it was a business trip.
  • Receipts for your expenses. Attach original receipts for any expenses for which you request reimbursement. Keep in mind that credit card slips are not valid receipts.
  • Hotel/accommodation receipts are not required if you had an overnight subsistence allowance
  • Travel tickets for public transport are not required
  • Parking fees which were paid at coin operated machines without receipts are accepted

Once you have completed your travel expense report

Once your travel expense report is completed in Primula web, print it, attach the relevant documents (see above), and submit it to your relevant officer/line manager. At the same time, submit it electronically though Primula web.

Subsistence allowance

For domestic and international business travel you are entitled to reimbursement of your travel expenses and to receive subsistence allowance.
Reimbursements are provided to you via the travel expense report which you file after your business trip has been completed.

Read more about subsistence allowances, meal benefits, travel reimbursements and meal deductions

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Contact

Contact your line manager or the human resources officer within your department/faculty or equivalent.

Site Manager
Central Administration
staffpages [at] lu.se

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