Expenses and bills for the official business trip
More exact information about expense reimbursements can be found in the instructions of the Finnish Tax Administration.
Travel expense claims
Travel claims of both the university personnel and outside persons, e.g. visiting lecturers, are handled in Travel (Personec Travel travel -management system).
Always if the reimbursement of travel expenses are to be given on the basis of travel other than using public transportation tariffs (e.g. taxi, your own car), an explanation must be in the claim.
Receipts showing the expenses, which the traveller is invoicing, must be appended to the travel expense claim. An explanation of the occasion, registration form etc. must be attached showing the extent of the expenses and what they entail.
Travel claims paid into foreign accounts, as well as other payments to external institutions, e.g. participation fees, are handled in Rondo. Invoice for travel expenses form is available in English on the university intranet.
The travel expense claim must be done without delay and at least within two months after the end of the business trip; for trips made in November or December, a travel claim form must be made at the latest by 5 January.
The unit’s travel secretary must check that the travel expense claim complies with Travel Regulations and that the appropriate attachments are in the claim.
Outside persons are still required to fill in a traditional travel claim form, sign it and enclose necessary attachments.
Bonuses
According to the guidelines set by the Ministry of Finance, benefits received from business trips financed by the State belong to the State and possible free trips or lodgings must be put to use along with other business trips (State Travel Regualtions 1.6.3.).