A travel request must always be created before departure and it has to be approved by your immediate superior (e.g. the project manager).
The travel management application SAP www.helsinki.fi/sap is used for making travel requests and expense reports. SAP user guide can be found at the following link:
University of Helsinki Instructions for Travel 2012: https://alma.helsinki.fi/download/2000000190159/UNIVERSITY%20OF%20HELSINKI_travel2012.pdf
University of Helsinki Instructions for Travel 2013: https://flamma.helsinki.fi/content/res/pri/HY280038
In the field 'Purpose of the trip', write the name of the conference, AND in the "Comments" write the name of the person who will approve the trip.
Instructions for travelling in Flamma:
The university has a travel agency contract with Area. Book your tickets and accommodations:
- By Area ProOnline (SAP/ travelling/ travel booking/AreaProOnline)
- By email: firstname.lastname@example.org
- By phone 010 818 9580 (phone service on Mon-Fri at 8-17)
When booking, please request the invoice to be addressed to the department or your project. The name and remit code of the traveller (department H523, HIIT H5233) is given as reference number. The university cannot pay invoices that are addressed to private individuals.
You can receive up to 80% of the total cost of the trip in advance. Apply for the advance reimbursement when you make your travel request.
A travel expense report must be created after arrival based on the travel request, within two months from the arrival day (except around New Year, when it must be made immediately).
Create your travel expense report in SAP, and make sure that you have the original receipts for all your expenses. Staple the original receipts to a sheet of paper and add your person number and the code of the travel expense report. Deliver the receipts to the Kumpula service centre, Ms. Heidi Kinnunen / Mr. Tuomo Palosaari, office D236.
The 'Tax code' of cash payment on the travel invoice is chosen on the basis of the VAT (value-added tax) on the receipt. In general, the VAT for international payments is 0%. For alternatives, click on 'List' at the top (downwards arrow).
Make sure the costs of the trip have been directed to the correct project (=wbs).
Registering for a conference
Please contact Pauliina Pajunen, office D238.
You can also pay the registration fee yourself. In that case, please attach the receipt to your travel expense report.
University employees have travel insurance for trips abroad that last 6 months at the most. The luggage insurance covers 1500 euros per trip. An added risk insurance is part of the policy, for travel into war zones. For more information, please contact Ellen Mustonen, office D237.
Helsinki City Transport tickets
Trips that you have paid for with your own travel card will not be refunded. If you want a trip with HCT or regional transport refunded, you have to buy a ticket from the driver and add the receipt to your travel expense report.
The university funds a credit card to be used on business trips, First Card. First Card is a MasterCard that can be used in over 230 countries. It offers an average of 30 days to pay purchases and cash withdrawals free of interest. Employees who travel at least 4-5 times per year can have one of these cards with personal payment responsibility. Please see Alma / Flamma for more information.