Betalmeg – for those who need to request access

This information applies to external users who are solely requesting reimbursement of expenses. If a guest is also to receive an honorarium, they will be granted access to Betalmeg once the assignment contract is signed in the Tilsetting og Arbeidskontrakt (ToA).

All expenses must be clarified with the person responsible for the budget before the process is initiated. Consider whether the trip is necessary or if it can be handled through digital presence.

UiB uses ‘Betalmeg’, which is a self-service solution in DFØ where external users can submit travel claims and expense reimbursements.

Please consider the following:

• What travel expenses will be covered for the guest?
• Are both travel and accommodation covered?
• Are meals covered? If so, it is preferred to register meal per diem in DFØ instead of reimbursing receipts.
• Has a maximum budget been set for travel expenses? The cheapest alternatives and public transportation should be used if possible

This is the process:

1. The unit sends this information letter to the guest. The information letter is important to clarify the financial framework for the reimbursement. The letter must be attached in the reimbursement claim so that the necessary information is available for correct processing.
2. Register the guest using this form. (At some units, the administration handles this. Check with your unit if you are unsure about this process).
3. A case in UiBhjelp will be created using the information from the form. The case is received by an operator at the Service Center for Salary, Travel and Absence.
4. The Service Center for Salary, Travel and Absence sends the guest an email with a form to collect personal and bank account information.
5. The Service Center for Salary, Travel and Absence receives the completed form from the guest, grants access to the portal for non-employees (Betalmeg) and sends an email with guidance on how to log in and register a travel claim.

Note: If you need to change the information provided in the form, update the case in UiBhjelp in the usual way. Do not submit a new form.

Handbook for collecting and sending information in connection with guests receiving reimbursement from UiB.

This information applies to students who are placed in practical training as part of their education.

This is the process:

The unit prepares and uploads the funding letter in Studentweb. The funding letter must include: course code, practical training period, practical training location, information of expenses to be reimbursed and the applicable rate/limit, as well as accounting details (cost center and sub project number).

Register students before the start of the practical training. All students in the same class who are going out in practical training must be registered at the same time.

• If you have personal and bank information for the students via Studentweb, use the bulk registration form.
• If the student has not registered bank details in Studentweb, use this form.

A case in UiBhjelp will be created using the information from the form. The case is received by an operator at the Service Center for Salary, Travel and Absence.

The Service Center for Salary, Travel, and Absence creates access to the portal for non-employees (Betalmeg).

Students receive an email from DFØ with information about access to and use of Betalmeg. Students who already have access—either as employees or as external users—will receive an email with access information from the Service Center for Salary, Travel, and Absence.

Note: If you need to change the information provided in the form, update the case in UiBhjelp in the usual way. Do not submit a new form.