Material and downloads
SEMINAR LECTURE SLIDES
22.9. Project Management and team dynamics
FORMS AND TEMPLATES
Form for compensation of expenses
Travel Guide, the Compensation of Expensed and the Principles of Compensation
In government institutions, including universities, the filling out of forms for travelling and other expenses is clearly defined. Try to fill out the forms correctly the first time to get your money back as soon as possible. The following points go through some basic principles related to travelling.
The travel regulations of the Finnish government, the forms and the explanations how to fill them out are available in the travel file/folder at the department of International Business of Aalto School of Economics in the Arkadia building (Lapuankatu 6), F-wing, 2nd floor.
IDBM students are compensated for expenses related to the project (for example travel and material costs), which the IDBM Program Director Markku Salimäki or the IDBM coordinator has approved beforehand. The receipts of the expenses must be returned to be compensated.
The travel regulations of the Finnish government are to be followed during the IDBM project trip .
When reserving or paying for trips or other costs you cannot use customer cards (such as a Finnair Plus member card, a Silja Line preferred customer card or a Diners Club credit card). Government institutions have their own preferred customer cards and membership numbers, which are to be used.
All receipts of the expenses must be saved for the travel declaration and compensation of expenses forms (such as airplane and bus tickets, taxi, material and exhibition receipts and phone bills). There will be no compensation if the receipts are missing - when travelling by airplane save the receipt (which looks like the airplane ticket) and the ticket stubs.
The secretary of the department of International Business at Aalto School of Economics (room F2.20) takes care of travel declarations: tel. 4313 8517. The travel declaration and all other forms are to be returned to her or the IDBM coordinator (room F2.13).
When travelling in Finland or abroad you must travel by public transportation and the cheapest way possible.
The payment of the daily allowance is agreed beforehand. The daily allowance is given according to the current daily allowance table of the government and is paid according to the hours. For more about calculating the daily allowance, see the travel regulations of the government.
No compensation is paid for eating expenses. They are seen as covered by the daily allowance. Free meals during the trip decrease the allowance (2 hot meals a day means half the allowance, 1 hot meal equals half of a half day allowance).
Before the Trip
1. Read all the material concerning travelling before the trip . The information is available on the IDBM website (partially) and in the IDBM travel file/folder on the second floor of the Arkadia building (outside the coordinator's office).
2. Reserve enough time for travel arrangements, because receiving the travel permission takes time.
3. A budget estimation must be given to Markku Salimäki or the IDBM coordinator before reserving the trip . The budget should include the cost of the airplane tickets, accommodation, daily allowances and transportation among other things.
4. €4100 is reserved for travelling abroad (for a team of four members). If the travel budget is surpassed (including the daily allowances) and the company does not invest any more money in the trip, there are two possibilities: a) the students use their own money or b) the trip does not take place.
5. A travel proposal/permission (virkamatkaesitys) is necessary when travelling abroad or within Finland. It needs to be approved before leaving. The travel proposal/permission form (same form when travelling abroad and domestically) is available on the IDBM website and in the IDBM travel file/folder. When travelling abroad the travel proposal/permission form has to be returned three weeks before departure. Each project member fills out his/her form.
6. It is possible to get an advance payment for travel costs (matkaennakko) (90% of your daily allowance and expenses, which cannot be paid in advance in Finland) with a travel proposal/permission form (virkamatkaesitys). Each of the project team members has to fill out a separate form for the advance payment of travel costs. This advance payment is paid to the student's bank account. The received advance payment is deducted from the total sum on the travel declaration form.
7. When the trip has been approved by Markku Salimäki or the IDBM coordinator and the travel proposal/permission form is in order, the trip can be reserved.
8. All IDBM students are registered as employees of Aalto School of Economics so that they are insured during their trip. Always bring along an insurance card from the IDBM coordinator when going abroad.
The address is:
IDBM-Program
Aalto University
School of Economics
PB-21230 (Lapuankatu 6)
FI-00076 AALTO
After the Trip
You must fill out a travel declaration form (matkalaskulomake) immediately after the trip (within one week after the trip). All the receipts of the expenses have to be attached to be compensated.
Using Transportation
Airplane
For project trips, the students should use Finnair, unless competitors offer cheaper flights. They are not allowed to collect Finnair plus points for the trips (this rule applies to all government institutions). When ordering tickets from Finnair students must use the customer number OPM008FI, in which case the rebate goes to Aalto University.
Boat
When travelling by boat, students should use Silja Line. The Silja Line plus points cannot be collected by students. Aalto School of Economics has a deal with Silja Line, so use the customer number 624 0929 when ordering tickets.
The stubs of the airplane and boat tickets must be attached to the travel declaration form (matkalasku), even if these expenses have been paid before the trip (the daily allowances are calculated with the help of the ticket stubs). The daily allowances or the trips cannot be paid if the ticket stubs are missing.
Train
The student needs to provide a separate receipt for the expense (train ticket). Adding the train tickets to the travel declaration form is not enough to get the compensation.
Car/Taxi
The use of a car has to be cheaper or it has to have a clear purpose compared to public transportation. If a car is used for a project trip, it has to have at least one passenger in addition to the driver. The car trips are compensated by using the current kilometer allowance. The allowance is around 40 cents per kilometer + 1 cent per kilometer per additional passenger. Before using your own car during project trips (and renting a car abroad during the project trip) discuss this with the IDBM coordinator or Markku Salimäki.
While travelling, you should try to use public transportation whenever possible. A basic rule in government institutions is that taxis are not used. Nevertheless, if using a taxi is unavoidable, the reasons for the use need to be clearly stated. A reason for using a taxi is for example that public transportation is not available during the night or that you are carrying a lot of material necessary for work. You should always consult with Markku Salimäki or the IDBM coordinator before using a taxi.
Compensation of Expenses
IDBM students are compensated for expenses related to the project from the project budget (for example copying, CD's, etc.). To avoid misunderstandings, always ask Markku Salimäki or the IDBM coordinator whether a specific expense is approved before purchasing (the project budget is limited).
The receipts are to be attached to the compensation of expenses form. Staple them side by side so that they do not overlap (for copying).
The compensation of expenses form is also available on the IDBM website.
The forms for compensation of expenses are to be returned to the secretary of the International Business department or the IDBM coordinator.
Note: If you have to make phone calls related to the project, you must keep track of the calls made (person called, duration, time of calling, GSM/leased line). Calls within the project team will not be compensated. When requesting compensation, copies of the phone bills for the time in question have to be attached to the form for compensation of expenses.
Travel Insurance
All IDBM students are registered as employees of the Aalto School of Economics and are thus insured during IDBM trips abroad by Tapiola.
The insurance includes traveller's insurance, luggage insurance and liability insurance. The luggage insurance amount is €840 without excess (omavastuuosuus).
Get an insurance card from the IDBM coordinator before the trip. In the case of illness the card is given to the doctor and the treatment is free.
The official Travel Order (virkamatkamääräys) has to exist for the compensation of treatment to be possible.