Digital receipts, travel and expenses

Practical application of the Accounting Act at KI

In the PA web, you always upload your receipts digitally (preferably in pdf format).
If you as an employee receive a paper receipt in your role as a government official, you must submit the receipt for the relevant role at your department / equivalent for archiving.

Receipts that never need to be submitted in paper form are receipts for medical visits, medications and wellness. 

Procedure for digital receipts

Scan (pdf) paper receipts for expenses to be reimbursed by the employer.

Login to the PA website.

• Select My Page and then Travel/Expenses. Select whether the expense relates to Travel Domestic, Travel International, Expenses and Car Expenses.
• Fill in the details and attach your scanned receipt (PDF format) in the message box.
• Send.

At your institution, there may be a deadline for when your expense must be registered in order for it to be processed for the next salary payment. Contact HR at your institution for more information.

Process description 

Expenses and travel invoices always follow a predetermined process flow applicable to the department/equivalent. Regardless of which projects (entire KI) to which the cost should be allocated, the case follows a process flow to predetermined roles for the department.

Flow of expenses/travel expenses at department:

Employee-reviewer-attestation

Explanation of roles:

• The reviewer role is often an administrator/case-handler at the department/equivalent
• The attesting role is per default the manager of the organizational unit

Expenses/travel expenses at another department

Alternative 1
A profile is created for the employee (e.g. employee at C1) as a "mini-rapper" in the Primula client at the department that will pay for the trip/expense (e.g. S1)

• The employee then selects the position at S1 in the PA website.
• The case then follows the travel/expenses process flow of S1
• It is important to select the organizational  (Select other recipient if the normal workflow does not fit) unit at S1 when (manager who will approve the cost) in the PA website.

Alternative 2
Uses the process flow for travel/expenses at the department where the position is held. (e.g. employee at (C1)
The "wrong" manager will then have to approve the case, which is why it is important that receipts are e-signed by the person who will bear the cost. The signed document is then attached to the case. (PA Website)

Affiliates

If the affiliated person is to gain access to the PA web, the affiliated person must be registered as a “minirappare” in Primula by the department's HR unit.

• A profile is created for the affiliate) as a "mini-rapper" in the Primula client at the department that will pay for the trip/expense.
• The case then follows the travel/expenses process flow of the department
• The affiliate selects ("send to administrator at") the organizational unit where the attesting manager is located.
• It is important that the "mini-rap employment" and attesting manager belong to the same department. In other words, the affiliate selects the salary group (e.g. C2) applicable to their "mini-rap employment" if the relevant manager is located at C2.