How to register a travel requests and advances
You will find a step-by.step guide on how til submit a travel request and advance step by step in the Self-Service Portal.
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If you are going to travel for work, you can apply for a travel advance. Here you will find a step-by-step guide on how to fill in the travel application and advance in the Self-service portal/DFØ app.
Log in to the self-service portal here
During all steps in the Self-service portal, you will find a question mark (?) on the right-hand side, which you can click on to get more detailed information.
Remember that the travel request must be converted/turned into a travel expense claim as soon as possible after the journey has been completed. You must then register the expenses so that the advance is calculated.
Register travel requests and advances
When you have logged into the Self-service portal, select 'Register travel requests and advances'.
Press the button '+ Create new' to register a new travel application.
Remember to save your travel application along the way when it is filled out. You can always retrieve drafts and continue at a later time.
Step 1 Itinerary
From- to: Enter the date and time when the trip start and end.
Purpose: The purpose of the trip must be filled in as accurately as possible. For example, write the name of the seminar/ conference
Country/Region: Select country, for example France
Place: Enter the city/place, for example Paris
Add a new destination if you are going to visit more than one place or you are going to have different types of accommodation
Cost allocation: Use 'Costum/other'. If the travel costs are to be charged to a different account than what is registered, click on the line that shows the account values. Enter the cost center number in the field for cost center and subproject number in the field for Work order (K7). In the field for Activity (K5) there will normally be a standard value called 'dummy'. This field should only be changed if there is a work package on the project. If the costs are to be distributed over several accounts, the proportion must be adjusted accordingly.
Press save
If the proportion has changed, the cost distribution for the remaining costs must be entered. Press 'Distribute costs'.
Continue by clicking the 'Step 2' button to proceed to costs
Step 2 Expenses
Enter estimated costs in NOK
Estimated costs must be described either in the comment field or in an attachment.
The costs must not exceed the funds you have been allocated.
Note that this amount is not paid in advance
If you need an advance, click on '+Add advance'
Enter the advance payment and press OK
Advances of up to 75% of the estimated costs can be applied for. If certain expenses have been prepaid, an advance can be applied for 100% of these expenses as well as 75% of the remaining estimated costs. Documentation for prepaid expenses must be attached.
Step 3 Means of transport to be approved
Tick the box if an application is to be made for an approved means of transport or similar for the journey
Step 4 Attachments
Add relevant attachments by clicking on '+Add attachment'
The following are considered relevant attachments: award letter or other documentation showing which funds you have at your disposal, and documentation showing the types of expenses expected and their amounts.
Comment
Enter a comment, for example information about the budget and funds if you have not uploaded an attachment with this information.
You can also enter other relevant information for the approver
Go to submission page
Press 'Show payslips' to see an overview of what you are searching for
Then 'Go to submission page'
Note that you can still edit the travel application after clicking "Go to submission page".
