Submitting a travel expenses claim

Information about travel expenses/allowances  

Submit your travel expenses claim through Primula. We recommend that you consult the quick guide for travellers and/or the quick guide for authorisers that can be accessed through the links to the right of the Primula page.

Electronic receipts/Document processing

SLU now processes electronic receipts and documents in the travel expenses function in Primula. Submitting physical receipts is no longer necessary; instead, you can upload scanned or electronic receipts with your expenses claim. The uploaded receipts/documents must meet certain requirements.

Requirements for electronic receipts and documents

You must ensure that the receipts you upload are:

Complete and readable:

• The image must contain the entire receipt, including the amount, VAT, date of issue and issuing company’s name.
• High resolution images only. Blurred or incomplete copies will not be accepted.
• Ensure that the receipts do not overlap, for example, credit card receipts must not obscure the cash register receipt.

The correct file format:

• The following formats are accepted: PDF, JPG, or PNG.

Unaltered original receipts:

• Do not edit or manipulate the electronic receipt in any way.

Preparing and submitting your receipts:

1. Scan or take a high-resolution photograph of your receipt.
2. Upload the image in Primula. See instructions in the Primula help text.
3. Check that all information on the receipt is correct and clear before submitting.

Existing electronic receipts or documents can be uploaded directly to the expenses claim.

Please note:

• Save your original receipt until your expenses claim has been approved and you have received your reimbursement payment with your salary. You must be able to produce the original receipt upon request. Once your travel expenses claim has been approved in Primula, you no longer need to keep the original receipt as the scanned copy is now considered legally binding.
• Number and arrange your receipts in the same order as the expenses are registered in Primula. Your administrator will determine how to structure these procedures.

Only register your receipt once. You must ensure that you do not submit multiple copies of the same receipt.

You no longer need to print out and submit cover sheets from Primula.

If you have any questions, please contact your administrator.

Agreement on compensation for business travel

One-day assignments

• Rules for one-day business trips apply if you are away for a minimum of 9 hours.
• You will be reimbursed with the per diem amount set by the Swedish Tax Agency.
• The per diem allowance also applies for international travel.

Travel time

Reimbursement for time spent travelling is processed separately from the main expenses claim and can be found under the Compensation/comp leave tab in Primula. State the number of hours of travel time for which you are entitled to reimbursement. The system will then calculate the amount to be paid out in SEK, or alternatively, the number of hours of compensatory leave if you have agreed this with your manager.

• If you have non-regulated working hours or annual working time, you will not be reimbursed for time spent travelling.
• If you have fixed working hours (not flexitime), you can be reimbursed for up to 8 hours per day for all travel outside of working hours.
• If you work flexitime, you can be reimbursed for travel before 06:00 and after 19:00 and on Saturdays, Sundays and public holidays up to 8 hours per day.

Travel time is primarily reimbursed in SEK as your full-time monthly salary/320. You and your manager may agree on reimbursement in the form of compensatory leave, where one hour of travel time equates to 30 minutes of leave. Always enter the hours you want to be reimbursed for and the system will calculate your reimbursement.

Agreements:

• Villkorsavtal (see Chapter 10) (in Swedish)
• Avtal om ersättning m.m. vid tjänsteresa och förrättning utomlands (in Swedish)
• Lokalt kollektivavtal vid SLU om ersättning mm vid tjänsteresa och förrättning (in Swedish)
• Information on travel and related agreements

Reimbursement/allowances:

• Swedish Tax Agency: Traktamenten och andra kostnadsersättningar (in Swedish)

Quick guides for travel expense claims 

• Traveller