Consider the environment
UiO is committed to act as environmentally-friendly and as cost-effective as possible. Therefore, always start your travel planning by checking our green travel tips!
Travel approval and financial support
- All travel must have prior approval from your manager with a budget allocation authority. See Government travel allowance scale for domestic travel section 1 paragraph 2 and Government travel allowance scale for international travel section 1 paragraph 2 (lovdata.no) (Norwegian).
- Before the travel, register a travel request in the self-service portal, see user guide (dfo.no).
- Apply for financial support, where relevant. Check if there are any relevant funding sources at your unit, or contact your manager to find out what your options are.
Use a credit card
- You must use a credit card to pay for business travel and all types of business-related expenses. UiO has a framework agreement with Eurocard Corporate Gold, which is a payment card where all employees have personal liability for. The annual card fee is provided by UiO and offers the option of postponed payment.
- Travel that is paid for with the credit card has Eurocard’s travel insurance included.
- Register your credit card details in the self-service portal (dfo.no). Note: You have to do this, even if your credit card was registered in the old HR portal. By registering your credit card details, you will avoid manual registration of your business expenses, see how you upload credit card transactions as travel vouchers in the self-service portal (dfo.no). Furthermore, you can submit your travel expenses before you receive invoice from Eurocard.
Read more about the advantages of Eurocard
How to apply for a credit card
- Have your UiO employee number and BankID available. You can find your employee number on your payslip in the self-service portal, see the user guide (dfo.no).
Note: Credit card transactions will not be imported into the self-service portal if the employee number is missing. - Register your UiO email address in the Eurocard's application portal (eurocard.no) and complete the online application form.
Note: Since the card in fact is an ordinary personal credit card, but with the annual fee payed by UiO and the conditions customized to UiO, you will be asked to disclose your annual gross income, wealth, the overall debt of your household, your main bank connection and other credit cards you might own. - Sign your Application electronically by using BankID or Bypass. If you do not have the opportunity to sign electronically, choose the alternative for manual signature. If you choose to sign on paper, you must print the completed application and attach a copy of a valid ID document confirmed by your manager. Send the documents to Eurocard, Branch of Eurocard AB, v / EDB Card Services AS, 8607 Mo i Rana.
- Based on your application, Eurocard will conduct a personal credit check.
Note: The result of the credit check will only be communicated to the credit card company and yourself, not to UiO. - Register your credit card details in the self-service portal (dfo.no) to ensure that transactions are made available for travel and expense reimbursements.
Important information for you who have lived in Norway for less than a year
It is not always possible for the supplier to carry out an ordinary credit check for employees who have been a resident in Norway for less than one year. In order to avoid rejection of your application is it necessary to follow the steps below:
- Submit the standard application form
- Once the application is submitted, you must contact the supplier and let them know that you have been resident in Norway for less than one year and submit documentation regarding your employment details and salary. Documentation needs to be sent to soknad@eurocard.no.
Note: Persons with a temporary D number cannot receive a credit card with personal responsibility, unless they have a permanent Norwegian ID number.
Customer support
Contact the Eurocard customer service (eurocard.no) (Norwegian) to ask any questions you have about your credit card.
Terminating your employment at UiO
If you have a credit card through UiO and terminate your employment here, contact Eurocard customer service (eurocard.no) (Norwegian) and let them know if you wish to terminate your customer relationship or keep your credit card under other terms. If you choose to end the customer relationship, you do not need to return the card, however make sure to shred it.
Update your mobile number and your personal profile with Berg-Hansen
In order to book a travel or make a booking for others, you need an updated travel profile. When you log in for the first time, a profile will automatically be created for you, however you must update your profile with the correct information, such as your credit card details.
Mobile number
It is very important to keep your mobile number updated in the travel portal at all times as it is connected to information regarding your travel.
Choose one of the options below if you want to either update or add your mobile number in the travel portal:
1. Work mobile number
If you own a work mobile listed in the wrong format in the travel portal or the number is incorrect, you must change your details in UiO’s self-service portal (dfo.no). Your profile in the travel portal will also be updated with the correct number. Notice: The mobile number registered in UiO’s self-service portal must be filled out in the text field "Mobile number job" if you do not want the number to appear on the UiO’s home page.
2. Private mobile number
If you ONLY have a private mobile number, you must update your profile in the travel portal yourself (please select the text field "Mobile"). Notice: Your mobile number in the travel portal, will not show on UiO's home pages and is only available in the travel portal and for travel related information.
Travel profile – booking for others
Only UiO employees have access to travel portal. In order to book a travel or for others to book a travel for you, you must have an updated travel profile. All bookings must be connected to your UiO email address and this address needs to be shown in your profile.
Queries regarding your profile can be sent to profiler@berg-hansen.no or via phone number 21 02 44 45.
Travel advance
UiO only provides travel advances in exceptional cases. See the web page about travel advances for information about how to avoid applying for a travel advance, alternatively whether your qualifies for an exemption.
Use of own car/ rental car
- Use of your own vehicle must be approved in advance through travel request in the self-service portal (dfo.no).
- The following must be specified for each travel route: the date, a complete address of starting point to final stop and number of kilometers. If you are accompanied with any passengers, please make sure they are registered on your travel expenses form.
- For compensation see Section 6 of the Government Travel Allowance Scale (Norwegian) (regjeringen.no).
- Rent-a-car can be booked via travel portal in the same way as flight and hotel booking.
- A list of available rental cars in the portal incl. prices, are marked with a category “A”.
Use of IT-resources
If you need to use IT-resources during your travel and stay abroad, you should take a few precautionary steps regarding safety in terms of IT-equipment use. This is important in particular when you travel to a high risk countries. Please read USIT’s recommendations regarding use of IT-resources during abroad travel.
Stays abroad
Stays abroad require special planning and a number of practical preparations, especially if you are staying for a longer period of time and your partner and children will accompany you. See the checklist for helpful advice and tips about stays abroad.