Purchases of goods and services should be made through NTNU's ordering procedures. The guidance on this page applies to exceptions where you need reimbursement for personal expenses.

For travel expenses, see Travel expense claim

Norsk: Utgiftsrefusjon

Send your reimbursement claim

Instructions: Register your reimbursement claim (dfo.no)

You submit your claims through the Self-service portal or DFØ app.

Log in to the Self-Service portal

Select Travel and Registrer Expense Reimbursement

When you submit your form, it goes through the Service Center and to your manager who approves costs.

Reimbursement for students and non-employees

If you are not employed at NTNU, but need to cover expenses, you use the Betalmeg solution.

The following can be refunded

This need to be agreed with your manager before the purchase.

• Books that cannot be ordered via the needs form.
• Courses and conference fees.
• Subscriptions
• Other orders that cannot go through the booking system.

How to register costs

When you fill out a reimbursement form in the Self-Service Portal or DFØ app, the cost will automatically follow your employment. You don't need to do anything unless the cost should be entered on a specific project or a different department/unit than the one associated with your employment.

Specific project: Go to the reimbursement form's step 1 Go to Cost allocation and select other/custom. If you're in the app, go to Expenses in the Expense Reimbursement form and press "Cost Allocation".

Type in the field named Work Order (K7). Enter the subproject number/name. The field is searchable. By typing either the name of the subproject or the first digits, you get a list of selectable subprojects.

Cost centre "koststed": If the cost is going to a department other than the one associated with your employment, type in the "Cost centre" field. The field can be found in the same location as "Work Order (K7)", described above. Find your "koststed" (in Norwegian).

Ask your local controller if you need the number for an internal project or your prosjektøkonom, if you need the number for an external project. If you don't know who your local controller/prosjektøkonomi is, ask your nearest supervisor.

Documentation requirements

Your expenses must be documented with attachments that clearly show:

1. basis of payment = what the expense is for, AND
2. payment confirmation = that the expense has actually been paid

An order confirmation meets only the first requirement, while a bank statement, bank terminal statement, etc. only meets the second requirement. An approved receipt meets both requirements. If you don't have an approved receipt, you can use two vouchers that together meet both requirements.

All receipts must be readable. For receipts in languages other than English, Norwegian, Swedish, or Danish, include a description include a description of what the expense is for and confirmation that the voucher shows payment.

Keep the original documents until the refund is paid, in case there are any questions.

Payment

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.

Status of your form

Go to "Register reimbursement" in the Self-service portal. In the left hand pane you can find your forms that are sent, approved, paid, returned or saved as drafts.

• Draft: The form has been saved in your inbox. Complete the form and submit it for further processing/approval and payment.
• Sent: Your form is sent and is waiting for approval.
• Approved: Your form is approved.
• Returned: Your form is rejected and returned to your for correction.
• Paid: Will be paid on the next payment date for travel and expenses.

Membership fees must be sent as remuneration

Membership fees should not be sent as expense reimbursement, but via the Remuneration form in the Self-Service Portal.

The employer pays for the expense, and you must pay tax on the benefit. The tax rules for membership fees can be found on the Tax Administration's website. Use expense type "1521: Emplr.reimb.conting. paid" (employer's refund of membership fees) when you register membership fees/membership.

Exceptionally, in some special cases, membership fees may be tax-free if the membership is required in the employment contract. In this case, attach the case number to the employment contract in the comments field in the remuneration form.

Help and contact

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