On this page, you will find guidance for travel expense claims. NTNU employees submit travel expense claims in the Self-Service Portal or the DFØ app. Students and external parties submit travel expense claims via Betalmeg.

Norsk Reiseregning

Related pages: Travel | Betalmeg for non-employees | Reimbursements personal expenses

Content

• Payment
• How to register claim
• Documentation requirements
• Pre-approval
• More guides
• Contact
• FAQ

Payment dates

The payment date depends on when you submitted the travel expense claim and when your manager approved it. Check submission deadlines and payment dates in the payroll schedule.

Wondering how far your claim has progressed? Check what the different statuses in the Self-Service Portal mean.

Register a travel expense claim

Submit your travel expense claim as soon as possible after you return home

Log in

Log in to the Self-service portal  or download the DFØ app 

If you are not an employee at NTNU, you need a Betalmeg account to log in and submit your claim. Contractors automatically receive a Betalmeg account from the start date of their signed contract.

Create claim

Click Register travel expense claim and + Create new.

If you have previously submitted a travel application for the trip you are claiming expenses for, you should not create a new travel expense claim. Instead, retrieve your travel application from the form overview and select "convert to travel expense claim".

Itinerary

Type of trip: Make sure that you select the correct type of trip

Country/region: Add additional destinations if necessary by selecting Add new destination. You must always add multiple destinations if you have had different types of accommodation during the trip. This also applies if you have stayed in multiple countries.

Cost allocation: When filling out the travel expense claim, the cost will automatically follow your employment. If the cost should be allocated to a specific project or a different cost center than your usual one, you need to provide additional information. In that case, select the cost distribution custom/other.

How to change cost allocation

Allowances

You may be entitled to travel allowances (financial compensation) depending on your employment status, the type of trip, and whether it is international or not. If you are unsure about what you are entitled to, contact your manager.

Meal/subsistence allowance: Compensation for meals. It is mainly regular/temporary employees on business trips who are entitled to this. Contact your supervisor/contact person if you are unsure about what you are entitled to.

To register, click on Select meal allowance. Check the box next to any meals that have been covered/provided during your trip. For example, if breakfast was included in the hotel price.

Substance allowance and started day: A started day is any hours beyond a full 24-hour period. When you check that you are entitled to a subsistence allowance and you have a part-day exceeding 12 hours, you will have the following options:

• Select Started day w/o rest, if you did not stay overnight during the part-day.
• Select Started day w/ rest if the part-day on the travel expense report exceeds 12 hours and you had an overnight stay during that part-day.

An overnight stay means you were off duty and had the opportunity to rest.

Night supplement (applies only to domestic trips): You may be entitled to a night supplement if there are no accommodation costs associated with your business trip. This could apply, for example, if you stayed overnight privately with family or friends. Night supplement is not provided if you stayed in your own/spouse's/partner's home/apartment/cabin, or if a sleeping compartment/cabin is included in the ticket.

If you are entitled to a night supplement, check the box for Select night supplement and mark the days you are eligible for the supplement.

Kilometre allowance: If you have used your own vehicle, you can register it by selecting Add new mileage. It's important to select the correct type of vehicle to ensure the kilometre allowance is accurate.

Passenger: To receive the passenger supplement, you must provide the full name of the person. The passenger must be related to the purpose of the trip. Register multiple segments if the passenger was with you for parts of the trip.

Compensation supplement: This is an additional allowance you can receive for trips abroad as compensation for traveling outside Norway. It is calculated automatically based on the number of hours spent abroad.

If you have registered destinations both in Norway and abroad, and your stay in Norway lasts more than 12 hours, you must consider to select «Jeg har ikke hatt oppdrag i Norge på vei til eller fra utenlandsoppholdet» (I have had no assignments i Norway on my way to or from my stay abroad») to ensure the correct calculation of the compensation supplement.

Compensation supplement is primarily available to regular/temporary employees who have been on a business trip abroad. 

Expenses

To create an expense item, click Add new expense post. Select the expense type in the Type field and fill in the other fields: currency, amount, description, and cost allocation. Remember that documentation is required as well.

Foreign currency: In the currency field, you can specify that the expense was paid in a foreign currency. The system retrieves daily exchange rates and uses the rate from the date of the trip.

Transactions from credit card: If you have used a credit card registered in your profile, you can click on the credit card icon on the right to directly import transactions from the credit card into the travel expense report.

Remember to verify that the suggested expense type is correct. If the expense type is incorrect, you can change it to a more appropriate one. If your employer is only covering a part of the expense, you can also adjust the amount to a lower value.

Expenses paid by your employer: If your employer has paid for expenses on your trip, select a category that ends with "...paid by company". For example, Hotel paid by company.

Add attachments to the expense item: Upload the attachment by clicking Add attachment(s) at the bottom. You can also attach documents in step four. Finish by clicking OK and proceed to the next step.

Attachments

Here you can attach documents. You will also see any attachments that you registered under expenses.

Documentation requirements

Your expenses must be documented with receipts that clearly show:

• Basis for payment = what the expense is for, AND
• Payment confirmation = that the expense has been paid

A purchase order confirmation only satisfies the first requirement. A bank statement, card terminal receipt, etc., only satisfies the second requirement. An approved receipt satisfies both requirements. When these are not available, the cost can be documented with a combination of two receipts that fulfill each requirement.

All receipts must be legible. If the receipt is in a language other than English and Norwegian/Swedish/Danish, include a description of the basis for payment.

Keep the original documents until the reimbursement is paid, in case there are any uncertainties.

Comments

Here you can add any message to the approver/manager. If there is information that is important to include in the travel expense report, such as if you have incurred expenses on behalf of others or if others have covered expenses for you, you can write this in the comment field.

Submit travel expense claim

Click Go to submission page to review the travel expense claim and submit it. Review the expense claim and verify everything is correct. If you need to make any corrections, click Edit.

Click Submit to send the travel expense claim for approval. You will now see a consent declaration that you must consider. If you agree, click Submit.

What happens to the expense report after you have submitted it?

You will receive confirmation that the travel expense claim has been sent for approval to your manager. If the expense claim has errors or is incomplete, it will be returned to your inbox in the self-service portal. 

Where in the process is your expense claim?

Go to Register travel expense claim in the Self-service portal. In the left hand pane you can find travel expense claims that have been sent, approved, paid, returned or saved as drafts.

• Draft: You have started filling out your claim, but the form is not sent yet.
• Sent: Your claim is sent and is waiting for approval.
• Approved: Your claim is approved and will be paid out. Travel expense claims is paid out on dates of payment "travel expenses and reimbursements" in the payments schedule.
• Returned: Your claim is rejected and returned to your for correction.
• Paid: The travel expense claim has been paid out.

Pre-approval

In the Self-Service Portal it is possible to send an application for travel. NTNU has not introduced a requirement to use prior approval of travel. However, there may be local guidelines for this where you work.

When you submit a travel request in the Self-service portal, it goes directly to your manager (cost approver).

Travel guidelines

Guides

• Register a travel expense claim | DFØ (dfo.no)
• Register travel expense claim in the DFØ app (dfo.no)
• Accommodation and meals in your travel expense claim
• Credit card - Kunnskapsbasen - NTNU
• How to change cost allocation - Kunnskapsbasen - NTNU

Contact

Do you have questions or need help? Contact the Service center.

Frequently asked questions