Falck Global Assistance
Telefon: +46 8 587 717 49
Fax: +46 8 587 717 62
E-post: fga@se.falck.com

If you believe that a physical journey is necessary, you must both plan and conduct it so that environmental impact is minimised, for example travelling by train rather than flying.
Work-related travel must be as cost-effective as possible.

Working hours on business trips

Travel time outside regular working hours is not counted as working time and is not reimbursed/compensated.
If an external conference is scheduled on a weekend and/or evening, it counts as working time. This is compensated with time off hour by hour, or if you made another agreement with your manager before the trip.

Travel advisory

As unrest occurs in various countries, the Ministry of Foreign Affairs can advise against traveling there.

We follow the Foreign Ministry's advice.

Book online

The easiest way to book is online.

You need to obtain a travel profile (reseprofil) when you make your first booking. You do so by emailing reseochutlaggsgranskning@sh.se and sending your mobile number, org. number  (202100-4896) and invoice reference. The travel agency will then email you and you can make your booking.
Your username is your sh.se email address.

Application for travel advance

The form must be signed by your manager and then sent to the payroll group.
(You must be logged in to the employee web to access the form)
The form is in Swedish.

Compensation is only paid for the nearest journey, and for the days to which the business trip relates.

You need to write a travel bill to receive compensation for your expenses incurred during a business trip.
You must do so immediately upon your return. You are not entitled to compensation if you submit a travel invoice more than one year after the trip has ended

This is what you must attach to the travel bill:

- Conference program or other document describing the purpose
- Tickets
- List of participants in case of representation
- Receipts
The receipts must show the date, seller, identification of the purchased product/service and the amount of VAT. Physical receipts must be scanned. If you ordered/paid over the internet and did not receive a receipt, you must prove the expenses with a printout of the order and bank statement.
If you paid for an E-ticket, you must prove that you traveled, and at what cost.

When you travel abroad

It can be difficult to get a receipt in some countries. You must then be able to prove the expenditure in another way, for example through a written declaration, with information that can verify expenses on date, amount, travel from and to which address, etc.
Expenses in foreign currency are recalculated according to the exchange rate that was at the time in question. If you have paid by credit or debit card, the rate applied by the account company applies. You can receive compensation for currency surcharges. You must register this as an expense.
If information on the exchange rate is missing for an outlay, the current exchange rate is used.

Visas and vaccinations

If you need a visa and/or vaccinations for your business trip, you will be reimbursed for it. Register in Primula External link, opens in new window. and attach the original receipt

Allowances

In order for you to receive allowance:
- The work-related travel must include an overnight stay.
- The destination have to be more than 50 km (shortest route) from both the place of employment (university) and your home.

You need to write a travel bill to receive allowances., and you have to do it immediately when you get home.

How to apply for allowance

If you are invited to meals, a deduction must be made from the allowance. Exceptions are meals on board a boat/flight.
There will be a dietary benefit if Södertörn University pays for the meal. Exceptions are if breakfast is included in the hotel room price, meals on board a boat/flight, meals at an internal conference/course/training and for internal and external representation.
If there are special reasons, your manager can decide that compensation should not be paid for business travel abroad, or that it be paid with a lower amount

Shared travel bill

If the university not to covers the entire travel cost, you must send the travel bill and original receipts to the person who is to pay. They can then send an invoice to the university. for the part that we have to pay.
Alternatively, the university can pay out the entire compensation and invoice the other partner for its share of the cost.