Before travelling, it is important to clarify whether this is a work-related trip on behalf of UiA or a grant-funded trip.
Before the trip
To get approval for grant-funded travel certain requirements must be met.
You are not entitled to go on grant-funded trip nor to have all expenses covered. Therefore, preapproval of grant-funded trips must include clarification of what expenses will be reimbursed.
The budget unit where you work determines how much can be covered within the framework for grant-funded trips.
Funding limit for grant-funded trips up to 28 days
The funding limit follows the Research Council of Norway's (NFR) rates for overseas grants. For trips lasting up to 28 days, the limit is set at twice NFR's monthly rate.
Expenses related to travel between UiA and the host institution are covered separately.
In exceptional cases, the Director of Finance and Campus Management can approve support for additional establishment and extra expenses beyond the funding limit.
What expenses can be reimbursed on grant-funded trips?
What you can be reimbursed for on your grant-funded trip must be clarified in advance with your immediate supervisor, in accordance with these guidelines and the NFR's funding limits. Expenses incurred during the stay may be covered. Tax-free reimbursement for such expenses requires receipts. As a standard practice at UiA, documented travel expenses to and from the destination and accommodation costs are reimbursed.
Compensation allowances or other taxable wages are not paid for grant-funded trips.
Special note on meals
Meal expenses may be covered if the funding limit outlined in section 2 has not been reached. In such cases, meal costs are reimbursed as follows:
Meals based on state rates if the employee stays in a hotel.
- If the employee does not stay in a hotel, the tax-free portion of meal costs is reimbursed according to state rates for rented accommodations.
- Hotels are defined by the Norwegian Tax Administration as accommodations that include "hotel" in their name or can provide breakfast, lunch, and dinner.
The grant is primarily not intended as remuneration or salary. Any unused portions of externally allocated grants may be considered for taxable disbursement. Such assessments are made by the immediate supervisor in collaboration with the BDM.