Travel expense claims and expense reimbursements for employees

Register a travel expense claim

1. Click travel expense claim from the main menu, followed by +.
2. Enter the date and time when your trip started and ended.
3. Enter the purpose of your trip (obligatory). Select country if your trip was abroad. Enter location.
4. Change the type of trip if necessary.
5. Add new destination if relevant.
6. Enter a comment if necessary.
7. Click reimbursements on the top blue menu bar. Your travel expense claim will be saved as a draft.
8. Change cost allocation if relevant.
9. If you are entitled to receive subsistence allowance, click on subsistence allowance, and tick the box. Tick the boxes for any meals that have been provided to you and change the times if necessary. Click ok.
10. Register night supplement if relevant.
11. Register kilometre allowance if relevant.
12. Compensation supplement is calculated automatically based on the number of hours spent abroad. If you have registered destinations both within Norway and abroad, and your stay in Norway is longer than 12 hours, you must consider the following for the calculation to be correct: “I have not performed work in Norway before/after my trip abroad”.
13. Add any expense posts, including attachments if necessary.
14. If you have used a credit card which has been linked to your DFØ account, you can upload transactions from your credit card by clicking the three vertical dots in the top right corner.
15. If you need to add attachments, click attachments on the top blue menu bar.
16. Click the save icon (floppy disk). Your travel expense claim is now saved as a draft and you can continue registrations later.
17. To submit your travel expense claim for approval, click Send.

Edit a travel expense claim

1. Click on the relevant travel expense claim. If you have already submitted your claim for approval, click edit in order to make changes.
2. Register your changes.
3. Click on the save icon (floppy disk) to save your claim as a draft or click Send to submit your claim for approval.

Delete a travel expense claim

You can only delete a travel expense claim which has not been paid.

1. Click on the relevant travel expense claim.
2. Click on the three vertical dots in the top right corner.
3. Click delete.
4. Click ok. Your travel expense claim is now deleted.

Copy a travel expense claim

1. Click on the travel expense claim you want to copy.
2. Click on the three vertical dots in the top right corner.
3. Click copy.
4. Select a new start date and make the necessary changes.
5. Click on the save icon (floppy disk) to save your claim as a draft or click Send to submit your claim for approval.

Add new destination

1. Click itinerary on the top blue menu bar.
2. Click add destination.
3. Add the purpose, travel start and end times, country, location and type of trip.
4. To add more destinations, repeat steps 2 and 3.

Register subsistence allowance

1. Click reimbursements on the top blue menu bar.
2. Click subsistence allowance.
3. Tick the box for subsistence allowance.
4. Tick the boxes for any meals that were provided to you and change the time if necessary.
5. Click ok.

Change cost allocation

1. Click reimbursements on the top blue menu bar.
2. Click cost allocation.
3. Click on the top field where it says 100 % and enter the changes. You will change the cost allocation for the entire claim. If the cost allocation is split, change the percentage.

You may also change the cost allocation for an individual expense post.

Register night supplement

1. Click reimbursements on the top blue menu bar.
2. Click night supplement.
3. Tick the boxes for the nights you are entitled to receive a night supplement.
4. Click ok.

Register kilometre allowance

1. Click reimbursements on the top blue menu bar.
2. Click kilometre allowance.
3. Click add new mileage.
4. Complete all required fields.
5. Click ok. If relevant, click add new distance again and repeat.

Tromsø has a different rate for kilometre allowance. For this rate to apply, select Country = Norway, Tromsø.

Register expense posts

1. Click reimbursements on the top blue menu bar.
2. Click add new expense post.
3. Click expense type and select the relevant expense type.
4. Complete all required fields and click ok. You will receive an error message if you have not completed all obligatory fields.
5. Add attachments if necessary.
6. Repeat in order to add more expense posts.

Delete an expense post

1. Click on the expense post you want to delete.
2. Click on the rubbish bin icon.
3. Click delete.

Register a travel request

1. Click travel requests and advances from the main menu.
2. Click + in the top right corner.
3. Enter the travel start and end date and time.
4. Enter the purpose of your trip (obligatory). Select country if your trip is abroad. Enter location (obligatory).
5. If relevant, add destinations.
6. Add a comment if necessary.
7. Click estimated costs from the top blue menu bar. The request is now saved as a draft.
8. Enter estimated costs (obligatory).
9. If relevant, tick a box under approval for means of transport.
10. If relevant, enter an amount for advance payment. Change the currency if necessary.
11. Upload any relevant attachments.
12. Click the floppy disk icon to save the request as a draft or click Send to submit your request for approval.

Edit a travel request

1. Click travel requests and advances from the main menu.
2. Click the travel request you want to edit and click Edit.
3. Register your changes.
4. Click the floppy disk icon to save the request as a draft or click Send to submit your request for approval.

Delete a travel request

You can only delete a travel request which has not been paid out.

1. Click travel requests and advances from the main menu.
2. Click the travel request you want to delete.
3. Click on the three vertical dots in the top right corner.
4. Click delete.
5. Click ok. The travel request is now deleted.

Copy a travel request

1. Click the travel request you want to copy.
2. Click cancel if the travel request has been converted to a travel expense claim.
3. Click the three vertical dots in top right corner.
4. Click copy.
5. Enter a new start date. Make other relevant changes.
6. Click the floppy disk icon to save the request as a draft or click Send to submit your request for approval.

Convert a travel request or request for advance to a travel expense claim

1. Click travel requests and advances from the main menu.
2. Click the travel request or advance you want to convert.
3. Click the three vertical dots in top right corner.
4. Click convert to travel expense claim.
5. Make necessary changes.
6. Click the floppy disk icon to save the claim as a draft or click Send to submit your request for approval.

Edit or delete a travel advance

Travel advances that have been saved cannot be changed or deleted. You can enter an advance with a negative amount.

Register a travel expense claim based on a travel request or advance

1. Click travel expense claim from the main menu.
2. Click + in the top right corner.
3. Click convert approved travel request. You will only see this option if you have a travel request or advance which has been approved, and the travel start date has passed.
4. You will see a list of approved travel requests and advances. Select the one you want to convert to a travel expense claim.
5. Complete your travel expense claim. Some fields will already be completed. Make changes where necessary. You will see any deductions for paid advances at the bottom under reimbursements.
6. Click the floppy disk icon to save the claim as a draft or click Send to submit your request for approval.

You register an expense reimbursement when you have paid for an expense for your employer, such as office supplies or stamps. Other expenses may include passport fees, visa, etc.

Expenses that are your own, which should be registered as taxable income covered by your employer, such as newspaper subscriptions, gym fees and internet, must be registered as a remuneration.

Register an expense reimbursement

1. Click expense reimbursement from the main menu.
2. Click + in the top right corner.
3. Change cost allocation if necessary.
4. Add one or more expense posts.
5. If you have used a credit card which has been linked to your DFØ account, you can upload transactions from your credit card by clicking the three vertical dots in the top right corner.
6. Click attachments from the top blue menu bar and add any attachments.
7. Click on the floppy disk icon to save your expense reimbursement as a draft. You can continue registrations later.
8. Click Send to submit for approval.

Delete an expense reimbursement

Expense reimbursements which have been paid cannot be deleted.

1. Click expense reimbursement from the main menu.
2. Click the expense reimbursement you want to delete.
3. Click the three vertical dots in the top right corner.
4. Click delete.
5. Click ok. The expense reimbursement is now deleted.

Copy an expense reimbursement

1. Click the expense reimbursement you want to copy.
2. Click the three vertical dots in the top right corner.
3. Click copy.
4. Select a new date and make other necessary changes.
5. Click on the floppy disk icon to save your expense reimbursement as a draft. You can continue registration later.

Add expense posts

1. Click add new expense post.
2. Click on expense type and select expense type.
3. Complete all necessary fields and click ok.
4. Repeat to add more expense posts.

Delete an expense post

1. Click on the expense post you want to delete.
2. Click on the rubbish bin icon.
3. Click delete.

Adding an attachment by taking a photo with your phone

1. Click attachments on the top blue menu bar of your travel expense claim or expense reimbursement. You can also add an attachment to a specific expense post.
2. Click new attachment.
3. Click take photo to take a photo with your phone.
4. Click ok if asked whether to allow DFØ access to your camera. You can go to settings on your phone to change this access later.
5. Take a photo.
6. Enter a file name and click OK.

Adding an attachment by downloading a file on your phone

1. Click attachments on the top blue menu bar of your travel expense claim or expense reimbursement. You can also add an attachment to a specific expense post.
2. Click new attachment.
3. Click select existing.
4. Select the file you want to attach. If you have an iPhone you may only select photos, but Android phones will allow you to select any file.
5. Click ok if asked whether to allow DFØ access to your photos. You can go to settings on your phone to change this access later.
6. Select a file.
7. Enter a file name and click OK.
8. Click ok. The attachment is saved. (If you are not connected to Wi-Fi you will be asked if you want to upload attachment over mobile network.)

Tips

• Take one photo per receipt.
• You may open a PDF file on your phone and take a screenshot.

Delete an attachment 

You cannot delete the attachment only but will need to delete the entire expense post.

1. Click on the attachment.
2. Click on the rubbish bin icon.
3. Click ok.

Delete an attachment connected to an expense post

You cannot delete the attachment only but will need to delete the entire expense post.

1. Click on the expense post.
2. Click on the rubbish bin icon.
3. Click ok.

View an attachment

1. Click on the attachment. The attachment will be shown if it is a photo.
2. If the attachment does not appear, click the download icon (arrow pointing downwards).
3. If the phone does not automatically select an app, select which app you want to download
   the attachment to. Alternatively, you will have to download an app for this (for example Adobe Acrobat on iPhone). The attachment is displayed.
4. Press “Back to DFØ”.

Add credit card receipt

1. Click add new expense post.
2. Click the three vertical dots in the top right corner.
3. Click available credit card receipts.
4. Select a transaction.
5. Change the expense type if necessary.
6. Complete any additional fields.
7. Change amount if applicable.
8. Click ok, followed by ok again.
9. Repeat if you want to add more credit card receipts.

See how much you have been paid and when

1. Click payment from the main menu.
2. Click travel and expenses on the top blue menu bar.
3. You will see which payments have been made to you, and when.
4. Click on the payment you want to view. You will see the latest version of your payslip.

See how much you will be paid

1. Click on the travel expense claim, expense reimbursement or travel request you want to view.
2. Click on the three vertical dots in the top right corner.
3. Click show payslip.
4. You will see a preview of your payslip.