Before the trip, it is important to decide whether this is travel on behalf of UiA or grant-funded travel.
Stays above 28 days will normally be grant-funded travel.
To get approval for grant-funded travel certain requirements must be met.
You are not entitled to go on grant-funded travel or to have all expenses for such travel covered. Pre-approval of grant-funded travel must include details about what expenses are covered.
The budget unit you belong to decides how much can be covered within the framework of grant-funded travel.
Travel on behalf of employer is covered in accordance with government rates
The government rates vary dependent on whether the travel is national or international:
For national travel exceeding 28 days in the same location, ‘Særavtale om økonomiske vilkår ved endret tjenestested’ (only in Norwegian) from the Government Employee Handbook 9.7 shall be applied from day 29.
For international travel exceeding 28 days, the subsistence rates shall be reduced by 25% from day 29 (cf. Government Employee Handbook 9.7 section 1 (2)).
Starting point
UiA’s strategy identifies increased internationalisation as a strategic priority. More stays abroad could be a contribution to achieving this goal. The purpose of foreign travel must be professionally justified.
In this context, longer stays abroad are defined as travel exceeding 28 days and normally no more than 12 months.
Coverage of expenses for stays abroad must be clearly rooted in UiA’s travel policy.
Sources of funding
Employees must normally apply for external funding to cover the costs of international travel, for example through the Research Council or researcher schools.
Employees who cannot secure external funding can apply for funds from the faculty/department. The amount limits for grant-funded travel apply to the sum of external and internal funds.
Application process
Submit an application to the faculty, check internal deadlines.
The application must include:
- Academic purpose and relevance of your stay abroad
- Invitation letter from host institution
- Statement from department head
- Documentation of family relations if family members will accompany you
- Budget split into:
- Establishment costs and extra expenses. Rental income from letting your home in Norway must be included in the budget. If letting is not feasible, reasons must be given.
- Additional expenses (cf. 6 below)
What expenses are covered on grant-funded travel?
What expenses are covered on your grant-funded trip must be agreed with your manager in advance, within the rates and amount limits given below. Taxable expenses are not covered on grant-funded travel, such as compensatory allowance.
Expenses that may be covered upon presentation of receipts:
- Accommodation
- Tuition fees
- Fees charged for facilities (office rental costs etc.) at the host institution
- Travel expenses for the journey between UiA and the host institution
Subsistence costs can be covered according to two different options, where option 1 is recommended due to efficiency considerations.
Option 1:
- Cover expenses in accordance with government rates if the employee lives in a hotel (the rate is 75% after 28 days).
- If the employee does not live in a hotel, the tax-free part of the meal is covered, which as of today is NOK 98 per day.
Hotel is defined by the tax administration as accommodation that has ‘hotel’ in the name or offers breakfast, lunch and dinner.
Government rates can not be used for travels lasting more than six months.
Option 2:
Expenses for subsistence are reimbursed against receipts, limited upwards to the daily subsistence allowance for business travel in accordance with the government’s travel expenses scale.
Option 3:
Subsistence expenses are not covered.
Form – Grant settlement (in Norwegian)
Form – Grant advance (in Norwegian)
Amount limit for grant-funded travel exceeding 28 days
The amount limit per month follows the Research Council’s rates for research stays abroad.
Costs for accompanying family members can only be covered for stays exceeding three months.
UiA will not pay for trips home during stays abroad. Exceptions may be made for employees with families when children remain home.
The amount limit applies to all expenses, except travel expenses for the journey between UiA and the host institution.
In very special cases, the university director can approve funding establishment costs and extra expenses beyond the amount limit.
After the stay
After the stay, the employee must submit a settlement form that includes receipts for expenses to be reimbursed. To simplify the settlement, the receipts should be categorised according to type of outlay: rent, travel from/to Norway, transport at the place of residence, other.
Fill in settlement form (in Norwegian)
Tax liability
To avoid tax liability on grant-funded travel, the conditions for grant-funded travel must be met.
Reimbursed rental costs are tax-free only if there is an additional expense (the rental income from letting a home in Norway must therefor be deducted from the cost of renting a home abroad).
Reimbursement of travel expenses and necessary school fees are considered to be tax-free when moving from Norway. Relocation is not clearly defined by the tax authorities, but we suppose it means that your move is reported in the national population register.