UiBhelp's public knowledge cards

KI 3074 Longer than usual processing time for travel expenses and reimbursements

We are currently experiencing a high volume of travel expenses claims and reimbursement requests, which has unfortunately led to longer processing times than usual.
We are also receiving many inquiries about payment dates. Such questions may further delay the processing time, so we kindly ask you to check the status in the self-service portal before contacting us.
Understanding the status of your claim:
  • Draft - The registration of the form has started; the form is in your inbox.
  • Sent – The travel expense claim/expense reimbursement request has been sent for approval.
  • Approved - The travel expense claim/expense reimbursement request has been processed, and the leader has approved the reimbursement.
Please note that the approval is a two-step process. The travel expense claim/reimbursement request is first verified by an approver at Service centre for salary, travel and absence, and then approved by a leader. The status changes from ‘Sent’ to ‘Approved’ once the leader has given the final approval.”
  • Returned: The claim is returned to you for correction
  • Paid - The travel expense claim/reimbursement request that has been approved by the deadline will be paid according to the payment schedule.
 Avoid clicking ‘Edit’ on forms with the status ‘Sent’. The form may already have been reviewed and forwarded to the leader for approval; editing it will restart the workflow and move the form to the bottom of the processing queue.
 
In the future, we kindly ask for your cooperation to ensure efficient processing:
  • Familiarize yourself with the routines and guidelines for travel.
  • If necessary, you can request a travel advance in the self-service portal by submitting a travel request and advance form. Once the trip is completed, you must convert the travel request to a travel expense claim to settle the advance.
  • Submit travel expenses claims as soon as possible after the end of your trip.
  • Purchases of goods and services must be made through the designated requisitioner/purchaser at your unit.
Best regards
Service centre for salary, travel and absence