Table of Contents. Page 1 of 15

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1 Page 1 of 15 Table of Contents Primula web guide how to create a travel expense report... 2 Select form... 2 Select employment... 2 Manage account... 3 Travel domestic... 4 Travel international... 6 Car allowance and expenses... 9 Travel advance Report expenses Expenses Entertainment Car allowance Förmånsbeskattning (Benefit taxation) Calculate Remove Save Print Submit Post Updated:

2 Page 2 of 15 Primula web guide how to create a travel expense report Log in to with your LUCAT username and password. In the menu on the left, click on My Page and then choose the option called Travel/expenses. Select form The different options indicate that different forms of compensation will be paid. Simplified, you can say that numbers 1 and 2 means that you apply for allowance in relation with a business trip, number 3 only concerns compensation for expenses and number 4 concerns application of payment in advance to cover travel expenses in advance. Even if you have been traveling but do not request subsistence allowance for the trip but only compensation for the expenses, please click on number 3. Car allowance and expenses. Select employment Select at which employment the expenses should be allocated. Usually there is only one employment, but for those who have several employments you must choose which of the services should be charged. In case of uncertainty in multiple or no options, choose Systemkod (minirapporterad). Then press

3 Page 3 of 15 Manage account Push the button Here you must fill in cost center, activities and area of act. It is also possible to change the extent, if two different activities shall be used, as long as the total extent is 100%.It is however not possible to use several different cost centers. Remaining boxes are left blank. If you do not know which numbers to be filled in, ask the finance officer responsible for your specific department. When the accounting entry is completed, click on and then tap to save.

4 Page 4 of 15 Travel domestic Used when traveling within the Swedish boarders. Includes application for subsistence allowance. Select Form 1. Travel domestic Follow the instructions under Manage Account Press the button to write an overall description of the reason why compensation is requested. When writing the description, make sure to write it in a way so that the following reviewer, approver and accountants, who will review the case, easily can understand what is applied for. Then press to save. Select the purpose of the trip from a scroll list. The following boxes relates to the length of the journey. Enter the dates and times in the departure and return boxes. The original tickets or receipts from, for example, train or air travel must be attached in its original form as document of proof for the given times. The rules for overnight allowance can be found in the information menu in the right side margin.

5 Page 5 of 15 Thereafter, it is possible to report if there has been an interruption of the trip, in example for free time. The reason for the break is selected from given alternatives. The specified date and time of the break and resumption must be given. A special box for work that is executed within the place of business should be ticked if the business trip was within 50 km of your home or work place. Then you must fill in If you paid for ALL meals yourself, tick the box No diet allowance = tick a cross for all the meals that are included in: - Travel by public transport - The price for overnight stay, such as hotel breakfast - Representation - both internal and external representation - Work meetings with more than 6 hour programs, as well as for example Christmas parties Diet allowance = tick a cross for all the meals that is - Included in the conference/meeting which you participate in - Free but does not fit into the categories above If you paid for some meals yourself = leave the boxes for these meals empty Report all relevant items under Report expenses and follow the steps Save, Print, Submit and Post. Read about each category below.

6 Page 6 of 15 Travel international Used when travelling outside of the Swedish boarders. Includes application for subsistence allowance. Select Form 2. Travel international Then follow the instructions under Manage Account Press the button to write an overall description of the reason why compensation is requested. When writing the description, make sure to write it in a way so that the following reviewer, approver and accountants, who will review the case, easily can understand what is applied for. Then press to save. Select the purpose of the trip from a scroll list. The following boxes relates to the length of the journey. Enter the dates and times in the departure and return boxes. The original tickets or receipts from, for example, train or air travel must be attached in its original form as document of proof for the given times. Rules for overnight allowance can be found in the information menu in the right side margin.

7 Page 7 of 15 In the following boxes you will put the dates and times for your departure and arrival to the destination. If you would like to apply for overnight allowance, fill this in. Finally fill in the dates and times of your departure and arrival to Sweden (your residence). Thereafter, it is possible to report if there has been an interruption of the trip, in example for free time. The reason for the break is selected from given alternatives. The specified date and time of the break and resumption must be given. Then you must fill in If you have paid for ALL meals yourself, tick the box No diet allowance = tick a cross for all the meals that are included in - Travel by public transport - The price for overnight stay, such as hotel breakfast - Representation - both internal and external representation - Work meetings with more than 6 hour programs, as well as for example Christmas parties Diet allowance = tick a cross for all the meals that is - Included in the conference /meeting which you participate in - Free but does not fit into the above categories If you paid for some meals yourself = leave all the boxes for those meals free

8 Page 8 of 15 Report all relevant items under Report expenses and follow the steps Save, Print, Submit and Post. Read about each category below.

9 Page 9 of 15 Car allowance and expenses Select Form 3. Car allowance and expenses. Then follow the instructions under Manage Account. Click on the symbol and describe what the expense concerns. When writing the description, make sure to write it in a way so that the following reviewer, approver and accountants, who will review the case, easily can understand what is applied for. Then press to save. Finally, report all relevant items under Report expenses and follow the steps Save, Print, Submit and Post. These can be read under each section below. Please note that every transport and hotel must be booked through Egencia. It is regulated by the Public Procurement Act (LOU). Likewise, all taxi rides shall be booked through Ringduvetaxi AB. Other contracts regulated by the Public Procurement Act (LOU) are familiar to the finance officers. You can also search for a current contract in Lupin/Proceedo with a guest login.

10 Page 10 of 15 Travel advance Select Form 4. Travel advance Then follow the instructions under Manage Account. Click on the symbol and describe what the case is about. In the box you specify the date from which the travel advance shall apply. Select the only option In the box you enter the amount that will apply as travel advance. Then follow the steps Save, Print, Submit and Post. Information about these can be read under each instruction below.

11 Page 11 of 15 Report expenses Expenses Choose the relevant dates of which the expense applies Here you must fill in the date on the receipt. PLEASE, DO NOTICE! For each receipt, you must create a new expense in the report. By pressing one of the buttons more expenses or delete expenses that you have filed in. you can either add The next step is to choose what kind of expense you have used. You choose from a list where a number of different items are to choose from. Then enter the boxes according to the statement on the receipt. If there is no VAT on the receipt, you fill in zero (0) SEK. If the receipt is in a foreign currency, you choose that specific currency from the list Then the box is filled in with the rate that the currency had during the date that the payment was made. If bank statements with the exact exchange rate for one's bank are not attached to the documents, you can find any currency at any specific date at

12 Page 12 of 15 In the box of which VAT* you always write zero (0) for international purchases. This also applies to, for example, train journeys to and from Kastrup Airport. Then you make a of the expenses and the purpose of it. You can also fill in if there is a non-stand accounting in the box Make sure to attach the original receipt to each expense for which compensation is claimed, as well as you must attach appropriate documents for the travel expense as a whole. Examples of the documents for the travel bill are: invitation, program, receipt fee or attendance certificate for conference, invitation or mail conversation with agreements of meeting dates, celebrations or courses, explaining text for the purchase of goods or services not purchased regulated by the Public Procurement Act (LOU). Documents are required for each separately submitted travel expense report, even if multiple travel expense reports concern the same trip/expense. Advice: When choosing what kind of outlay, based on the drop-down list, and no option fits particularly well, choose "Tjänster köpta i samband m fältresa/dyl" (services) or "Varor köpta i samband m fältresa/dyl" (products). Entertainment In the entertainment box, you first select the date of entertainment and the type of entertainment that took place, according to the available list. Then fill in the total cost and number of people. Then press that they belong to. and enter the name of all participants and the company/unit

13 Page 13 of 15 Press to make a description of the purpose of the entertainment. Do not forget to attach the invitation to the case as document of proof. In the box you can also fill in if there is a non-stand accounting. You can either add more or remove entertainments by pressing one of the buttons Car allowance The car allowance box should be filled in if you have made a trip with your private car. Fill in the relevant date and then choose from the scroll list Then fill in the route and number of kilometers. Thereafter, make a of the trip and its purpose, as well as documents of proof to ensure the reason for the trip. You also need to enclose the route on a map that you, for example, can access via Google maps. You can also fill in if there is a non-stand accounting in the box You can also add more or delete car allowances by pressing one of the buttons Förmånsbeskattning (Benefit taxation) Förmånsbeskattning (benefit taxation) shall be made when you get a common meal in connection to a meeting or other work related gatherings, in order for such taxes to be paid privately. However, benefit taxation shall not be made when it comes to internal or external representation. In the box for Förmånsbeskattning you shall enter the relevant date

14 Page 14 of 15 In the drop-down list, select beskatt medavg Then fill in the benefit amount in the box Benefit amount (förmånsvärde) = the full amount of the cost, such as the lunch you were invited for. If you do not know the exact amount, the standard amount is 50 kr. Finally, write a been used. (description) of what kind of benefit taxation that has You can also fill in if there is a non-stand accounting in the box You can also add more posts of benefit taxation by pressing the button or remove by pressing the button

15 Page 15 of 15 Calculate When you have completed all expenses, entertainments, car allowances and benefit taxations, press and the total amount will automatically be calculated. Extra payment occasion If you hand in your travel expenses between the 13th and the 3rd and would like the payment earlier than the normal payout at the end of the month, it can be paid at the additional payment date. If so, the box for must be ticked. (under "Calculate") NOTE! This happens automatically if you enter your travel expenses between the 3rd and the 13th, which means that if you would like to have the payment at the end of the next coming month, you have to untick this box. Remove Scroll down on the page to the box with the symbol shredded. if the case is to be Save Scroll down on the page to the box with the symbol example, need to pause and return to the case later. to save the case if you, for Print Download the form at the bottom of the page by pressing Create. A file will be downloaded that you have to open in Word. This document should be printed and added as cover sheet to the other documents attached. Do not forget to sign the paper. Submit The final step is to the case in the program so that the next person in the lead can review it. The case will automatically be sent to the reviewer. It is possible to choose a specific reviewer if the case if should not follow the normal flow. Post Finally, send the completed travel expense with the form as cover sheet and all receipts and supporting documents of proof included, to the administrator that will review the case.