Outlay reimbursement

Content

• Try to avoid reimbursement!
• Ordinary reimbursement procedure
• Special reimbursement procedures for specific outlays
  • Expenses for overnight stays
  • Prepaid expenses
  • Computer glasses
  • Newspapers
  • Books
  • Mobile phone and broadband
  • Reimbursements to persons not employed at UiO
• Payment of reimbursements

Try to avoid reimbursement!

At UiO reimbursement of outlays must be avoided as far as possible.

• Purchases of goods and services shall in principle take place through UiO's ordering system, regardless of the amount: How do you order?
• If UiO has a purchase agreement (Norwegian), it must be used.
• Employees are requested to ask the supplier to send an invoice (Norwegian) or to pay the outlay using a credit card through UiO.
• All major procurements must always be invoiced.

Ordinary reimbursement procedure

Reimbursements should mainly be claimed in the self-service portal :

1. Fill out the expenses reimbursement form in the self-service portal, see user guide (dfo.no).
2. Upload all required documentation.

Special reimbursement procedures for specific outlays

• Expenses for overnight stays and use of own car
  Such expenses must always relate to travel and refund requests must be made by travel expenses claim.
• Prepaid expenses
  Reimbursement of prepaid expenses in connection with conferences, plane tickets, hotels and the like must always be claimed as travel advances.
• Computer glasses
  • When you need computer glasses and prescription safety glasses, please follow the procedure for computer glasses.
  • Reimbursement is claimed in the self-service portal, see user guide (dfo.no).
• Newspapers
  Outlays for newspapers that is to be covered by employer, may be registered as an expense reimbursement in the self-service portal, see user guide (dfo.no).
• Books
  • Books shall primarily be purchased through the procurement system.
  • Books may also be purchased in bookstores or online when necessary. In which case you must pay using your credit card and apply for refund.
  • When you present your employee ID in Akademika bookstore, you may request an invoice for the purchace.
• Mobile phone and broadband
  Outlays for for mobile telephones and broadband that is to be covered by employer, may be registered as an expense reimbursement in the self-service portal, see user guide (dfo.no). Read more about:
  • Purchase of mobile phone
  • Reimbursement of communication services (Norwegian) (broadband, phone, ect.)
• Reimbursement to persons not employed at UiO
  Outlays relating to travel are to be requested using BetalMeg (dfo.no). Beyond this, persons not employed at UiO are not to make purchases on behalf of UiO.

Payment of reimbursements

• Reimbursement and remuneration claims that are authorized in the self-service portal by the deadline at DFØ will be paid at the next run. 
• Reimbursement claims are settled weekly in connection with the travel runs.
• Remunerations are settled once a month in connection with the main salary run.
• For specific payment dates see the payroll schedule.