FAQ Business travel

All employees at Karolinska Institutet.

This also applies to non-employees who have research funds administered by KI, as well as non-employees traveling on behalf of KI.

The business trip can only begin from the employee’s official workplace or from their registered home address.

The cost for the accompanying person is considered to amount to 25 percent of the price of a double room.
If the employee pays with their personal payment card, 75% of the price should be stated in the travel expense report.
When booking through the travel agency for an accompanying person, the agency will charge an additional fee, which the accompanying person must pay themselves. Family members are booked separately and paid with a private card.
Contact the travel agency for more information regarding this.

If the employee and their manager have agreed in advance that no per diem, or a reduced per diem, should be paid, then ‘No per diem’ should be selected.

The salary supplement from KI is paid for domestic travel for both single‑day and multi‑day assignments.
For the taxable salary supplement to be paid out, the single‑day assignment must last more than 9 hours and take place outside the official workplace (Stockholm County).

The employee must first obtain approval from their manager to take a break in the business trip for vacation.
Before booking the ticket, it must also be ensured that the return trip is at the same price level as if they had traveled back as originally planned, i.e., the ticket may not be more expensive. When the travel expense report is registered in the PA Web, ‘Interruption of business trip’ should be selected. No per diem or salary supplement is paid.

Please note that the business travel insurance does not apply if the break is longer than the actual business part of the trip. The break may also not exceed a total of 14 days.
The above rule regarding vacation applies only to business travel abroad and not within Sweden.

Private accommodation” is selected if the employee arranges lodging themselves, i.e., if KI has not paid for the accommodation. In that case, a per diem allowance is paid.

No, since the employee receives per diem to cover increased living expenses during the business trip, it is intended to cover any restaurant visits and similar costs.

If the manager considers and has approved that a car is the most suitable means of transport, the “car permission” option is selected. In that case, a taxable car allowance is provided. If “car permission” is not selected, only the tax-free portion is granted.