Within one month after you return from a sabbatical leave/academic travel, you need to submit a financial settlement through the self-service portal.

Norsk: Oppgjør etter forskningstermin og stipendreiser

Topic:Sabbatical leave

Keep track of your expenses

You can register expenses and receipts during your stay to keep track of expenses. You can either use the Self-Service Portal in your browser or download the DFØ app to your mobile. Follow the instructions further on this page.

How to submit the settlement in the Self-service portal

To complete the registration of the expense report, you must have the following documentation:

• your grant confirmation letter
• completed and signed commuter declaration form (xlsx)
• rent contract and receipts of paid rent
• first outbound trip
• last return trip to Norway
• moving costs
• entry costs (visa, vaccine, medical examination, etc.)

possibly:

• return travels in connection with commuting (receipts must be enclosed to assess whether you meet the conditions for being a commuter).
• paid-up policy (applies to NTNU's mobility grant / sabbatical)
• educational grants (applies to NTNU's mobility grant / sabbatical)

You must apply to NIRS for a paid-up policy and educational grant. Add the confirmation from NIRS to the settlement.

Log in and find your form

Log in to the Self-service portal - Choose English in the upper right corner

Use your Feide username and password (same as you use elsewhere at NTNU).

Go to the «Travel» tile

If you submitted your travel application in the Self-Service Portal before your stay

From 2023 onwards, you will use the Self-Service Portal before and after the sabbatical. Before your stay, send the form "Register travel application and advance". Go to Travel advance mobility grant for more information.

• To start registering expense claims, you can find your travel request in the Self-Service Portal and convert it to a travel expense claim. How to convert a travel request to a travel expense claim
• You have now received a travel expense claim ready to be completed. Follow the instructions from "Expense report step by step".

If your stay started before 2023

If you have not submitted a travel request in the Self-Service Portal, create a new expense claim in the Self-Service Portal by clicking on the blue "+ Create New" button in the lower left corner. You will then receive an expense report form in five steps.

The expense claim step by step

Step 1 – Itinerary

Dates: If you are going to register several travel expense reports during your academic stay, you should enter a fictitious date here. This is because the Self-Service Portal does not allow you to have multiple expense claims in the same period. Write your real dates in step 5 comments.

Purpose: Write what the trip is about, such as sabbaticals or academic stays.

Country/Region and Location: Write where your stay was. If multiple locations, select + Add new destination.

Type of trip: Choose No tax dorm/flat/priv w kitchen

Cost allocation:

If the cost of your stay is to be covered by the workplace you work in daily, leave it as "standard". If the expenses will be entered on a specific project, check "other" and find the Work order K7 field. Type UV in the field and you will see a list of project numbers and names.

The subproject number to be filled in here will usually be found in the grant confirmation letter. If you submitted the travel application in the Self-Service Portal, the cost allocation from the application will automatically be filled in in the expense report.

If you don’t know what number to write, you can ask your financial officer for externally funded projects and controller for internal projects or talk to your immediate manager.

Step 2: Allowances

Skip this step. You should not tick the box for select subsistence allowance, as this is normally not covered by mobility grants/sabbaticals.

Step 3: Expenses

Select + Add new expense post for each expense

You can choose between two different types:

1. Grant reimb. w/doc. No tax used for documented expenses. You make one line per expense you have had, and then you enter the field "Description". Upload vouchers for all expenses you enter here.
2. Grant reimb. w/o doc. Tax used for undocumented expenses. If you have not spent the entire awarded grant, you must enter the remaining portion of the grant under this expense type. This is then reported as a deductible grant and taxed.

Description:

Travel expenses: Specify in the field for description what applies to the first trip to / last trip from the stay.

Rent: Specify the rental period and attach a receipt. You upload the rental contract in step 4.

Cost allocation: This gives you a new opportunity to charge a special project for specific expenses outside of the allocation. If all expenses are to be charged to the allocation, tick "same cost allocation as trip in general”.

Attachments: Upload receipt for each expense.

Step 4: Attachments

Here you'll find the attachments you uploaded in step 3. In addition, you will need to upload other documentation:

Assure that you include all attachments in addition to the one you uploaded in step 3.

Step 5: Comments

• State your place of residence/country and actual start and end date of your travel/length of stay abroad, in order to calculate accurately awarded mobility grants. The amount allocated for travel expenses is calculated based on the enclosed expenses for the first outbound trip and the last return trip.

• Write whether the expense report is a grant, settlement, academic travel, mobility grant or advance.

• Check whether a travel advance has been paid earlier before payment, so that the service center can register this in the payroll system.

In some cases, when settling academic travels, a difference between an undocumented share of the allocation may arise. This difference must then be registered by the grant recipient as "grants without vouchers subject to tax deduction". Enclose confirmation of the amount allocated, e.g. in the form of a letter of allocation or other confirmation. At NTNU's mobility grant/sabbatical, the Service Centre can assist with calculating and register any undocumented share of the grant for disbursement.

Finally, tap "Go to submissions page." The form will then be sent to your immediate manager or employee with budget allocation authority (BDM).