Documentation requirements for reimbursements and travel expense claims

The documentation must clearly show:

1. the payment basis = the nature of the expense
2. the payment confirmation = the fact that the expense has been paid

Note: It is your responsibility to store the original documents for possible clearification purposes until you have received payment.

Requirements for specific payment forms and expense types

Payment by card

If you have paid with a payment card, you must submit documentation that specifies what you have purchased (payment basis) and shows the amount charged on your card (payment confirmation).

Bank statement

If you attach a bank statement to document expenses (payment confirmation), you must also enclose the invoice or bill  that was the basis for the payment transaction (payment basis).

Internet purchases

Receipts for the purchase of goods or services via the Internet must include information about what has been purchased (price, number etc. = payment basis) and that your payment card has been charged to your account (payment confirmation). Therefore, it might be necessary to submit several screen shots.

Travel

Flights 

Flights must be documented with the ticket and boarding pass, or other documentation showing that you have completed the trip.

Public transportation

• First-/best-class tickets by public transport must be documented with a ticket.
• Travel by other public transport does not need to be documented, but travel route information must be provided.

Use of own car

Use of your own car must be pre-approved by your manager via a travel request. Guidance: Register travel requests and advances (dfo.no).

Settlement of travel advance

For the settlement of travel advances of NOK 10,000 or more, you must attach the cost estimate (budget plan) that formed the basis for the travel advance.

Catering

If you are requesting reimbursement for food, catering, or any kind of hospitality, you must also attach a participant list and, if applicable, prior approval for the use of representation rates (Word).

• Guidelines for hosting and representation at UiO

Submission of documentation

• Permanent employees upload documentation in the self-service portal or the DFØ app (dfo.no).

Storage of documentation

• Documents that you have submitted electronically are stored in the self service portal from where you easily can retrieve them.

Contact

Local accounts unit