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Log in to the foreign statement of expense web application


By means of the following steps you can access the 'Foreign business travel statement of expense' web application.



Click 'English'.

At 'Username', enter the m-number and the associated password.


Press the button .


Press 'Expense statement foreign travelling and misc. exp.’

Enter foreign business travel statement of expense



Select the option 'Foreign travelling expenses' and press 'Next'.

If your claim concerns a project funded with endowment and investment income, you must send the PDF form that you receive by mail together with the original receipts to the financial department of your faculty or department.


In other cases it is recommended that you keep the original receipts until the claim has been approved.

Explanation

ØAll fields with a * are required fields and must be filled in.

Ø'OFI-Project number': the first time you enter data, this field is blank; the next time you enter a statement of business travel expense, this will be filled in with the previously entered OFI number. This can be overwritten, however.

ØIf you are claiming car kilometres, tick the box beside 'Yes'. You will then be asked to fill in extra fields (see yellow fields, which are then required).

After all required fields have been filled in, press the button.

ØEnter the country by means of a drop-down list.

ØFill in the remaining fields.



Explanation:

ØFill in all required fields.

ØThere are three drop-down fields: Country, Currency and Type of expenses

ØIf you do not have a receipt, click 'No receipt no.’ A field then appears in which you must indicate why you do not have a receipt.

ØYou can add up all the expenses of the same type and enter them as one item.

Note that you must specify a date that is between the start and end date.

ØIf you have multiple items to declare, you opt for .


ØIf you travel to several destinations you can select .

After you have entered all fields you can press .

Via 'Browse' you can add one or more PDF file(s). Only files in PDF format are allowed.


Press the 'Next' button. You will then see a summary of your expense claim





ØYou can now change the statement of expense or save it as a draft to be completed at a later date.

ØIn the case of approval, press the button 'Submit finally'.


You will see the statement of expense number. And you can submit a further statement of expense with the button 'Submit new statement of expense'. If you have no new statement of expense to submit, click 'Exit'.

If your claim concerns a project funded with endowment or investment income you must send the original receipts to the financial department of your faculty or department.


You will then immediately receive email confirmation of the entered statement of expense.

In the attachment you will see details of your entered statement of expense.

Statement of expense number: 220001564

Statement of expense number: 220001564




Because your claim concerns a project funded with endowment or investment income you will still receive a PDF statement. This must be sent together with the receipts to the financial department of your faculty or department.








After the statement of expense has been reviewed you will receive one of the following emails.

This depends upon whether the statement of expense is approved or rejected.

In the case of an approval you will receive the following mail.



In the case of a rejection you will receive the following mail.

The first arrow indicates the reason for rejection.

With the second arrow, you can make a change to the statement of expense and resubmit it. You will then receive a new statement of expense number.