Information for guests, examiners and guest lecturers - on the booking of air tickets, advance payment of travel expenses, and travel expenses claim

January 2006

1. BOOKING AIR TICKETS
The University of Tromsø has air travel agreements with the airline companies Norwegian and SAS Braathens for domestic air travel. For the journey Tromsø-Oslo-Tromsø, the airline company Norwegian should be used.  Air travel should primarily be done in the manner most reasonable for the University. Please feel free to use the University travel agent VIA Travel, tel.: +47 77 64 80 01
email: malito:tromso@viatravel.no , Internet: www.viatravel.no.

BOOKING HOTEL ACCOMMODATION
The University of Tromsø has hotel accommodation agreements with two hotel chains in Tromsø. When booking hotel accommodation for which the University will pay, the following hotels must be used: 

• Rica Hotels, www.rica.no tel.: + 47 66 85 45 60 (when booking, please refer to the hotel agreement with UHA)
• Choice Hotels,   www.choicehotels.no  tel.: +47 22 33 42 00 (when booking, please refer to the hotel agreement with UHA)

The Student Advisors may be of assistance with booking the hotel accommodation.

3.  PAYMENT OF TRAVEL EXPENSES AND HOTEL ACCOMMODATION
The person travelling is personally responsible for booking/settling airplane tickets/hotel accommodation and expenses. Invoices from travel agents and hotels must not be sent directly to the Faculty of Humanities. Expenses will be refunded after the Travel Expense Claim has been submitted.

4.  ADVANCE PAYMENT
We are happy to transfer advance payment for travel expenses on request (please expect 2-3 weeks administration time). Please contact the Student Advisor (feel free to use email) or Unn-Heidi Brekmo, tel.: +47 77 64 56 06, email: unn-heidi.brekmo@hum.uit.no. For advance payment of travel expenses, the following information is required: name, home address, personal identity number (11 digits), purpose of travel, academic subject/field/discipline, and date (from-to) of travel, bank account number, and sum total  (approximate cost of travel and accommodation). For transfers to banks abroad, the name and address of the bank must be stated + IBAN-number (for other European countries).  

5.  TRAVEL EXPENSE CLAIM (must be submitted no later than 1 month after end of travel)
The Travel Expense Claim form must be filled in as completely as possible. Please state the purpose of the journey and the academic subject/field/discipline involved. For the calculation of meal expenses, the date and time of both the outward journey and the return journey must be stated on the front page of the Travel Expense Claim form. Also check the appropriate box for type of accommodation (hotel, guest house, other). Remember to sign the form upon completion.

Original plane ticket receipts, ticket invoices, hotel receipts, etc., must be attached to the Travel Expense Claims form.

When using electronic plane tickets, the ticket invoice, travel receipt including information about name/itinerary/price/etc. + the boarding pass/seat reservation must be attached.