Travel Expenses

Published: 04.03.08 (Updated: 30.03.12)

Register your Travel Expenses on Connect. The application now has a new feature making it easier to add expenses paid by Omega when registering Travel Expenses. Read more under "Receipt Inbox".

Connect

All travel expenses for both business trips and commuting trips must be registered in Travel Expenses in Connect. You must also attach receipts here.

• New Travel Expense
• Receipt Inbox
• Receipts
• Remuneration
  • Per Diem
  • Car Allowance
  • Overnight Allowance
• Attachments
• Complete
• Contact
• Travel Expenses - FAQ

New Travel Expense

Click New to add your travel expense.

Register dates and time in the calendar to mark the length of your stay.

Fill inn the Purpose of the trip, and note the addresses of the distance in Route.

If you are to be remunerated for driving, you need to register the street address of both places, both to and from.

If you have received a PO number (Purchase Order) you are to register this on your Travel Expense. Click the arrow on the right in the section, and choose your PO number from the drop-down menu.

NB! If you are registering a commuting trip you have to remember to click the “Commuting” box. Remember to save afterwards.

If you have to delete a line in your Travel Expense, mark the line you want to delete, and use the Delete key on your keyboard. You will then have to answer whether you would like to Delete or Cancel.

To return to Connect or your Travel Expenses overview you must use the back button in your browser.

Receipt Inbox

A new application in Travel Expenses will make it easier to add expenses paid by Omega.

Appendices to expenses paid by Omega will now automatically be placed in the Receipt Inbox in the Receipts section of your travel expense sheet.

Add an appendix:

• Click Receipt Inbox
• Click Add to Expense (to the right of the receipt you want to add to)
• The amount will then be added automatically to the Travel Expense, and the appendix will be added to Attachments in your Travel Expense
• The code for the expense will be registered automatically as the appendix is added
  • For business trips: code 22AB
  • For commuting trips: code 21AB

It is possible to change this in the Travel Expense.

When you have added the appendix, it will be removed from the Receipt Inbox.

If you find expenses in your Receipt Inbox that are not to be added to any Travel Expenses, you can use Remove from Inbox. After the appendices have been added to the expense, you will not be able to retrieve them from the Receipt Inbox again.

In addition to the Receipt Inbox you will still receive your receipts via email.

Receipts

You have to register information on all the expenses during the trip. Choose the code for your purpose from the drop-down menu in the Code box .

Register information about the expense (name of the hotel, plane ticket for the trip, parking ticket etc) in Description. Note in which attachment you have put the receipt.

Register Quantity (Qty) and Amount for each of the expenses. Fill in the Currency (Curr).

Rate and total Amount will be registered automatically.

Remuneration

Register Per diem, car or overnight allowance (excluding hotels) in the bottom section of the expense page.

Per Diem

Under Per Diem, click the country section and choose the country for the trip.

Under Qty you are to register the total number of meals you are entitled to.

NB! Remember to deduct the number of “free” meals you have had; breakfast included in the hotel rate, lunch or dinner sponsored by others etc.

Car Allowance

Under the section Car Allowance to the right of Per Diem you can register information for remuneration after driving when on work. Click on the tab Car Allowance to register the necessary information; code for the trip, type, route, number and name of passangers, kilometres and rate.

Overnight Allowance

In the tab Overnight Allowance to the right of Car Allowance you can register information if entitled to remuniation for overnight stays other than hotels. Private overnight stays will be remunerated with 400 NOK per night. This only applies for business trips. Click the tab to register the information.

Attachments

You are to enclose receipts to all expenses you have had during your business or commuting trip.

Receipts and travel expenses must be scanned and attached. Click Attach file in the upper line of the page. A new window will open, and you may upload the attachments from your PC.

Your Travel Expense needs your contact person`s signature as well as your own. Print the travel Expense (Print button on top of the page). Get the necessary signatures, scan the documents and attach them to your Travel Expense in Connect.

Your will get your WBS code from your contact person at Omega`s client.

Complete

If you need to add any other information to the Travel Expense you can make a note of this under Comments.

Click submit when your Travel Expense is complete.

You will find all of your saved Travel Expenses when clicking onto Travel Expense in Connect. If you have many similar trips, you can mark the one you want to copy, and Copy to new expense.

Contact

Should you have any questions regarding travel expenses, pay etc. you will find your Omega contact by clicking “Admin Contact” on top of the Travel Expense page.

Travel Expenses - FAQ

How do I submit a travel expense sheet?
By clicking “Travel Expenses” under the Admin menu in Connect. Click “New” to create your new expense sheet, and fill in the date, times and route. Fill out the applicable fields below, and remember to attach receipts electronically using the “Attach File(s)” button in the toolbar above.

How do I submit a commuting trip?
Check the box "Commuting" in the top right corner of the expense sheet, and start filling out the other fields.

How do I change from commuting trip to business trip?
By checking or unchecking the “Commuting” box. Remember to save after changing.

How do I add the daily food allowance?
By clicking the empty field below “Country” in the “Per Diem” section, and choosing a country from the list appearing. Remember to fill in the section "Code" to the right of "Country".

I have a receipt with 25 % sales tax (VAT) that I need to submit for a commuting trip, but the only choices available in the drop-down menu are 0 % and 8 %. Which one do I choose?
If you are submitting a receipt for any kind of trip, choose 0 % (Code: 21AA).

Why can I not print a travel expense sheet in the Statoil format?
Omega is aiming to use one format for Travel Expenses sheets. Statoil will approve Omega-formatted expense sheets.

Where do I enter my WBS?
Fill in the WBS code under "ClientWBS" in the WBS section to the right of the information section.