How to apply for travel advance on your mobility grant, to cover expenses on your research stay.

Norsk: Forskudd mobilitetsstipend forskningstermin

Topic: Sabbatical

About the travel advance form

• Submit an application for travel advance in the Self-Service Portal. The form will be sent to your manager/cost approver for approval.
• Remember to save the form.
• It is not possible to delete the form after it has been submitted. If your manager does not approve the form, you will need to make changes to it.

Credit card

Eurocard/AirPlus is a credit card with corporate liability, for staff at NTNU. The card is used for work-related expenses, like travelling and representing.

How to apply for travel advance

Log in to the Self-service portal - Choose english in the upper right corner, or download the DFØ app and choose English in settings.

Guide from DFØ:: Register travel requests and advances

Go to "Register travel requests and advances"

• Choose "+ create new"
• You will now see the form consisting of four parts: 1) itinerary, 2) expenses, 3) means of transport to be approved and finally 4) attachments.

Step 1 Itinerary

• From/ to: List the date of departure in "From" and a fictitious date for return. You may write the day after the departure date as a return. The reason for this is that the Self-service portal locks the possibility of registering multiple expense reports in the same period.
• Purpose: Write "Sabbatical leave" or "research stay".
• Country/Region/Location: Fill in the country and location you are going to. If you're going to multiple destinations, tap the + sign and add more locations.
• Cost allocation: Select "Custom/Other." Click on the cost allocation box and a tab called "Assignment details" will open.

Cost center: This will be completed with the cost center applicable to your position. If the sabbatical is to be entered at another cost centre, write it here.

Work Order (K7): Write the project number that applies to the sabbatical/research stay. The number starts with "UV".

You don't have to fill inn any of the other fields in "Assignment details". Save when you're done and then tap the arrow to the left for "Assignment details."

Step 2 Expenses

Estimated costs: Write a share of the amount you have been allocated. For example, mobility grants + travel costs may be awarded (up to the amount you have been granted). Remember that the mobility grant is paid based on the actual number of months abroad.

Take tax into account when applying for an advance. A mobility grant is usually taxable. Whether you are exempt from taxation, on parts of the grant depends on several factors. The most common factors are whether you have commuter status and/or if you are going to the USA.

The main rule is that you apply for 60 percent of the awarded mobility grant. Exception: If you have commuter status and the housing costs abroad are higher than the total grant amount, you can apply for up to 80 percent of the awarded mobility grant.

IMPORTANT: Remember to tap "add new advance" before you move on to step 3.

Enter the same amount that you listed in "estimated costs".

Step 3 Means of transport to approval

This step is only applicable if you are going to drive your own car to and from the place where you will be during the sabbatical.

Do not fill in Business/First class. You should use the most economical travel option.

Step 4 Attachments

When applying for an advance in connection with a sabbatical, the following attachments must be enclosed:

• The award letter for sabbatical / confirmation of financial support during a research stay (Research Council of Norway, Central Norway Health Authority, etc.)
• Simple budget with an overview of costs (rent, travel, etc.)
• Commuter declaration (Pendlererklæring) if you apply for amounts in excess of 60/80 per cent of the allocated mobility grant (see Step 2 "Costs").

Your advance must be settled

Remember to settle your advance within a month after you return from your research stay.