Documentation requirements for reimbursements

Basic documentation requirements for reimbursements

Strict documentation requirements apply to both travel expense reimbursements and outlay reimbursements:

• 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.
• If you submit the reimbursement claim on paper, you must include original documents, see guidelines.

Requirements for specific payment forms and expense types

Payments using payment 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

• Aeroplane travel must be documented with the ticket as well as the boarding card showing that you have carried out the travel.
• 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 must be approved in advance by your employer in a travel request.
• When settling travel advances of NOK 10 000 or more, you must submit the estimate of the expenses that formed the basis of the travel advance.

Catering

When claiming reimbursement of expenses for food, beverages or any kind of catering, a list of participants and possibly a preliminary approval of the use of representation rates (word) must be submitted, see Guidelines for hosting and representation at UiO.

How you hand in documentation

• Employees: Documentation is to be uploaded in the self-service portal or DF? app.
• Non-employees: Documentation is to be uploaded in BetalMeg.
• If you submit the reimbursement claim on paper, attach original documents and hand all the papers in to your local accounts unit.
• Glue or staple (don't tape!) receipts that are smaller than A4-size on A4-sized sheets so that they can be copied. Then staple the sheets together, don't use paper clips and don't place the sheets unstapled in a plastic folder.

Storage of documentation

• Documents that you have submitted electronically are stored in the self service portal from where you easily can retrieve them.
• Documents that you have submitted on paper are stored for 10 years. Contact your local accounts unit if you need to retrieve them due to guarantee claims or similar issues.