KTH and AlbaNova – Molecular Biophysics

General Information

Travel Booking and Billing With KTH-RES

Note: All travel bookings, including taxis, must now be done through the VIA Egencia system to be eligible for reimbursement.

Travel booking and reimbursement is done mainly through the KTH-RES web service.

Link to KTH-RES.

Booking Travel

Create a travel request from KTH-RES. Log in with the prefix from your KTH email address and password. You can configure it to English from your profile if you need to. Then go Travel → Booking → Create New Business Trip → Create Travel Request. Add if you need advance payment before the travel. You’ll need to give a project number, which you can often find by entering text in the “denomination” popup search box using the project name, or Erik or Berk’s names. Then someone will be available as an “attesting manager”.
Book your flight/train using KTH-RES. Go Travel → Booking → Create New Business Trip → Query/Booking. Anything you can book via Egencia must be booked by them because of the KTH procurement agreement – particularly hotels and flights. It’s generally most convenient to book hotels that will be paid for by KTH via Egencia, rather than by you and later claimed for reimbursement.
Approve the invoice for the tickets (don’t forget to add the correct project number).

If it’s a last-minute thing and/or you don’t have the necessary PUL approval (check out your rights at KTH-RES under My Profile → PUL agreement), you may need to call Egencia (previously known as VIA Egencia) yourself to get flights. Tell them you work for KTH. If they want a 3-letter code for your department, that’s “SCI.” People who do have the necessary approval rights (e.g. at least Mark, Berk, Erik) have an account named like “MJAB KTHSCI”, or “HESS KTHSCI” and you can tell VIA to link your flight details that. There’s a two-person sign-off rule, so prefer to nominate someone other than Erik, so that we don’t keep having to hassle people higher up the food chain than Erik.

Getting Reimbursed After Returning

Create a travel bill (go Travel → Travel bill → Create new travel bill). Some clues for creating a travel request are also applicable here, so go and read that above.Note: the time fields require the use of a very particular format, e.g. “1:15 PM” or “9:00 AM”. The web site will scream at you until you get it perfect. Make frequent use of the “Save preliminary” button because that also validates fields for you.Add all the information about your travel, including each and every expense that will be reimbursed. (Number the receipts you have and type this number at the travel bill page where you enter the information about the each receipt separately. Do not use staples to attach the receipts, simply use a small tape and A4 paper). Assign it to Hjalmar Brismar (but actually one of the admin stuff will do the work!)
Print out the pages after you complete the travel bill. Post it (or take it) to the admin people in Akvariet at the Physics Dept. administration at Albanova together with the receipts. See https://intra.kth.se/en/sci/organisation/administrativa-avdel/ekonomi/utlagg-och-reserakningar-1.842040 for any updated information, but the address is:

KTH Teknikvetenskap
att: Akvariet
Teknikringen 8
100 44 Stockholm

If you have any questions, email travelbills@sci.th.se to get help.

See this page for more information about booking travel.

Applying For a Eurocard

You can get a credit card connected to your KTH employment in order to simplify the refunding procedure after your travelling.

Setting it up: Apply and read about the card through KTHs website (e.g. google “Eurocard KTH”). Application will take about a week+. You should then register your card at KTH-RES to automatically get your Eurocard transactions registered in KTH-RES.
Using it: Every card expense will be sent as an invoice to your home address and you will have to pay the invoice with your private card. The benefit is that this expense now pops up in KTH-RES so you can easily add this post to your travel bill, and that KTH, not you, has money out of their pocket during the travel.

Ordering IT Equipment With WISUM

Orders are handled through WISUM. You will have to have an account to place orders or you could ask someone to order for you. Currently, (at least) the following persons can place orders through WISUM: Erik, Berk, Viveca.

Invoice Handling With Agresso

Link to the Agresso web site.

Posters, conferences, etc. are invoiced via the Agresso invoice handling system. The typical procedure goes as follows:

Place your order at whatever place using the right reference person (“sakattestant” in Swedish), usually yourself. To be a reference you have to be registered in the Agresso system (ask fakturaservice if you have reason to believe you should be and are not). The invoice address to use is:<KTH username> KTHSCI
Kungliga Tekniska Högskolan
Fakturaservice
Box 24075
104 50 StockholmThe username should be XYZ in your xyz@kth.se email.
Within a short time (days, weeks) you should get an email requesting you to approve (sakattestera) your order. Log into Agresso and do so. Hint: you will have to know which project you are funded by (ask Berk or Erik).
Whoever is in charge of the billed account (Berk or Erik usually) will then have to perform the final attestation in Agresso for the payment to go through.

You will very quickly notice that Agresso has about the ugliest interface you could imagine. To find the status of your invoices go: Rapporter -> Globala rapporter -> Elektronisk fakturahantering -> Frågemallar -> Logg arbetsflöde levfakt 1 – Egna och åtgärdade 4B. This will take you to a search window. Click Sök and your invoices appear. Find the status of a particular invoice by clicking in the Status arbetsflöde column.

More info about invoice handling:

Relevant page on the KTH Intranet
Email fakturaservice@kth.se for any questions.

Getting Reimbursed

You are entitled to be refunded for certain types of work-related expenses. This is handled through the KTH-RES system (see the section on travel bills).

Keep all the relevant receipts, then fill out a Travel Bill in KTH-RES. Add the expenses under the “Expenses” banner. Select a matching category and give a description of the expense. If relevant, also attach a list of the participants. Save the bill as “definite”, print it and send it to Akvariet along with your receipts: same as for the above travel bills.

Contact Akvariet at akvariet@kth.se if you have any questions.

The Self-Reporting System (HR+)

The self-reporting system (HR+) is where you should be able to find all the information about your KTH employment and it also handles e.g. reporting of sick- or parent-leave. As a KTH employee you do not have to manually report your working hours and vacation to KTH assuming that you are using the “pattern method”, i.e. the right number of vacation days will be filled in automatically according to the usual pattern (vacation during summer, Christmas, etc.).

You can also find your payslips (lönespecifikationer) in the self-reporting system.

Resources and Benefits

Links and Contact

The KTH library (KTHB) is very resourceful. Search for journals, ebooks, books, etc. using Primo. You can save ebooks in your e-Shelf 😉 and download part of the ebook to pdf. To find resources at other libraries in Sweden, search with Libris.

Accessing the Library From SciLifeLab

There are several ways to gain access to KTHs full database, including scholarly articles, even if you are sitting at home or at Scilifelab.

Access With a KTH Account

Through KTHB log in with your KTH credentials at the bottom of the page and search for your journal/paper of interest. You can also use the KTHB proxy by simply pasting the URL of the article after the following URL: http://focus.lib.kth.se/login?url=

There is a bookmarklet trick which is not fully correct, use the this bookmarklet code:

javascript:(function() {window.location = 'http://focus.lib.kth.se/login?url=' + window.location})()

(As Google sites does not allow me to create a link with a javascript href so you can just drag it to your bookmarks, but you can simply manually create a bookmark and add to the URL field the above code!)

Access Without a KTH Account

Use an SSH proxy to access the library from a server on the KTH campus.

See this page for more information.

Buying Books

Buying books is easiest from Adlibris (Swedish literature) or Bokus (non-Swedish) using an invoice. You will have to make an “Offentlig förvaltning” user and register the correct invoice address for your order. If you cannot find what you want at either of these, you’ll have to go somewhere else and ask to get reimbursed for the cost (see the section on reimbursements).

Post Service at AlbaNova

To post administrative things, use an envelope with a bar code (meaning the postage is pre-payed) which can be found in the storage room A5:005 in the administration corridor. Then drop the letter into either the A (“1st class”) or B (“economy”) post box in the same corridor (located at the end closest to the reception).

Benefits Through “KTH For Me”

As an KTH employee you are offered some benefits and special deals. You gain access to these services by logging in with your KTH credentials at the KTH web site and looking under the banner “Tjänster” for “KTH För Mig”.

Services provided include:

A 2000 kr/year subsidy for health care or sports activities, e.g. a gym card.
Reimbursement of (certain) medical expenses.
~10% discounts at selected stores through the employee card “personalkortet”.

Software Licenses

The theoretical physics department subscribes to several commercial software licenses, including Matlab and Mathematica. Jack Lidmar can provide you with the specific license you need if it is available. If not, ask if Erik or Berk are willing to pay for you to get the official software.

KTH also provides a software library which you can access from this web site.

Finally, Microsoft Office is available to students (including PhD students) through Office 365. See this web page for activation and download instructions.

Poster Printing

There are several places to print your poster:

Albanova reception. Go there with your project (paying) number and a pdf on a USB stick. If times are not busy it should be quick.
Universitetsservice AB (US-AB). Email them at tryck@us-ab.com. Attach your pdf poster and your billing reference in the format <KTH USERNAME> <KTH SCHOOL> (i. e. VIVECAL KTHSCI).

Practical Info

Getting Access to AlbaNova

To get into AlvaNova at any time you will need an access card. Email the reception at reception@albanova.se to help you with it.