The information on this page is out of date
Starting from 1 January 2016 you should use the Stockholm University Travel agency BCD Travel for booking your travel. The instructions below will be updated shortly. We apologize for the incenvenience.
NB: These instructions apply only to Nordita staff who are employed by KTH (professors, assistant professors, postdocs, PhD-students and administrative staff)!
All employees should book their travels through VIA Egencia, the travel agency that KTH has an agreement with.
The most convenient way of doing this is to use the online travel portal KTH-RES. Here you can apply for a travel, book flights and accommodation (on the VIA Egencia web, which you access via KTH-RES) and fill in your travel bill after the trip.
Sometimes it is convenient or even necessary to use a credit card during the booking (eg. to reserve a hotel room). If you don't want to use your own credit card you can obtain a debit card offered by KTH.
Don't forget to enter your travel plans on the Nordita Travel Schedule, and please also inform Anne Jifält.
Below you find instructions on how to use KTH-RES to create a:
There is a Quick Guide in English on the KTH site. Here is an un-illustrated summary:
The first time you access KTH-RES at kth.ebuilder.se, you need to login using your KTH username and password, and then you will be redirected to the Travel Manager.
Check Your KTH-RES Travel Profile
To be able to use the KTH-RES system, you must first edit your KTH-RES travel profile. This needs to be done only once.
Request a Travel with KTH-RES
Your travel first must be approved by your group leader before any booking can be done. Travel requests must be created on KTH-RES.
- On the KTH-RES welcome page, select in the top menu: "Travel" → "Booking" → "Create New Business Trip"
- Select "Create new travel request" and press [Continue]
- Fill in the form "Travel Request details". All underlined boxes are mandatory, i.e. "Start date", "Start time", "End Date", "End time", "Main destination", "Purpose", and "Description".
Note that the date fields must be written in the format mm/dd/yy, and times must be written as hh:mm AM or hh:mm PM (with "AM" and "PM" in capital letters).
- Under "Accounting information" write: "Percentage"=100%, "Org.enhet"= VCB, and "Project" should be the Nordita project number this trip should be paid from (usually VCB04 for AP group members, VCB05 for CM-BIO and VCB06 for HE; grant holders have their own VCB numbers).
- Under "Attesting manager": after filling the org.unit and project number fields, press the [Lookup Managers] button. From the list choose Axel Brandenburg (AP), Konstantin Zarembo (HE) or Ralf Eichhorn (CM), depending on the research group you belong to. For other travels, select Marianne Persson-Söderlind.
- In the "Costs" box, fill in the travel cost, accommodation cost, per diem and the number of days, then press [Calculate].
The maximum per diem amount depends on the destination country and can be found on Utlandstraktamenten on the web of the Swedish tax authority ("traktamente" is Swedish for "per diem"; read off the amount in SEK in the column "Normalbelopp" for the country, Swe. "Land", you are traveling to).
- In the field "Message" you should write if someone else is paying for part of your travel.
Book a Travel with KTH-RES
After your travel order is approved, you can book your travel at the same website
KTH-RES.
- On the KTH-RES welcome page, select in the top menu: "Travel" → "Booking" → "Create New Business Trip"
- Select "Query/Booking" and press [Continue]
- A new browser window opens with a KTH/VIA Egencia branded page. Your name should be shown in the top right corner. Select your travel here and finalize the booking.
- Return to the KTH-RES travel booking view and fill in the form "Confirm travel", where all underlined boxes are mandatory, i.e. "Description", "Destination", "purpose" and the start and end dates and times. If you have made a reservation it should show up in the box "Requests and reservations" (this can take a few minutes after you completed your online booking).
- Press [Finish] to confirm your booking.
If you have questions or need help with the booking, you can send a mail or phone the travel agency directly:
- VIA Egencia
- E-mail: kth@viatravel.se
- Phone: +46 (0)8 555 237 20
The phone support is open Monday-Friday, 8.00-17.00 CET; in an emergency you can contact them 24 hours a day, but service outside the working hours will be charged with a higher booking fee.
Fill in Travel Bill with KTH-RES
After you return from your travel, fill in your travel bill at
KTH-RES. Scan all receipts to the system and give all your original receipts with the expense receipt and the Travel Request to the administration.
- On the KTH-RES welcome page, select in the top menu: "Travel" → "Travel bill" → "Create new travel bill"
- Select the appropriate travel "Type" and "Country", then press [Continue]
- Fill in "Travel bill details"
