Guidance about travelling: Kumpula campus service centre, Tuomo Palosaari, office D236, tel. 51645, 050-4155404, tuomo.palosaari(at)helsinki.fi, and Leena kekäläinen (office D236, tel.. 51335, leena.kekalainen(at)helsinki.fi)

Travelling requests

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.

The SAP manual: https://flamma.helsinki.fi/content/res/pri/HY1002536

University of Helsinki Instructions for Travel 2015: https://flamma.helsinki.fi/content/res/pri/HY337130

Instructions for travelling in Flamma:

https://flamma.helsinki.fi/portal/home/sisalto?_nfpb=true&_pageLabel=pp_list&placeId=HYMIGR_B1_9146

Travel requests

Each trip starts with the creation of the travel request, which has to be approved by your immediate superior (e.g. the project manager). Travel requests are created with the SAP program at www.helsinki.fi/sap

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.

Booking

In order to book tickets that the university will pay for, the traveller must have a signed travel request.

Book your tickets and accommodations:

• Through the Area Pro online booking service (log on to SAP, select booking on the travelling tab)
• By email: yliopisto@smt.fi
• 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 WSB of the traveller (department H523, HIIT H5233) is given as reference number. The university cannot pay invoices that are addressed to private individuals.

Travel expenses

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, 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

Paying with credit card

If you do not have a First Card, and you do not want to pay the conference fee with your own card, please contact your project manager (who should have a First Card that UH pays for) or Tiina Väisänen (office D243).

Paying by bank transfer

If it is possible to pay the fee by bank transfer, please print out the registration form, fill it in and sign it. Make sure that the form includes bank details for the payment. Attach a copy of the travel request and deliver it to Heidi Kinnunen (office D238). It may take up to two weeks to pay the conference fee by bank transfer, so if the fee is due within two weeks, it’s better to pay it yourself and ask for a refund together with the travel invoice or with a cash invoice form.Advances

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. The advance payment is possible only when travelling to countries where it is not possible to pay by credit card.

Travel insurance

University employees have travel insurance for trips in Finland and abroad that last 3 months at the most. The luggage insurance covers 1500 Euros per trip.

For more information: https://flamma.helsinki.fi/portal/home/sisalto?_nfpb=true&_pageLabel=pp_list&placeId=HYMIGR_B1_9146#INSTRUCTIONS%20FOR%20TRAVEL

Travel invoice

Travel invoices must be made within two months of the end of the trip (except around New Year's, when travel invoices must be made immediately).
Write your travel invoice in SAP, and make sure you have the original receipts for all your expenses. Staple the original receipts to a sheet of A4 paper and add your person number and the code of the travel invoice, which are shown in SAP. Deliver the receipts to Tuomo Palosaari in the Kumpula service centre (office D236).

On the travel invoice, the “Tax code” for cash payment is chosen on the basis of the VAT (value-added tax) on the receipt. In general, the VAT for international payments is 0%. The alternatives can be viewed in the drop-down menu.
Please make sure that the travel expenses have been allocated to the correct project (WBS).

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.

Credit cards

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 Flamma for more information.