Reimbursement procedures
As UiT is the administrative seat for BioCat, all reimbursements will be processed through UiT systems.
UiT is very concerned that your personal information is transferred securely. Therefore, UiT students will be using the new SAP system to submit reimbursements while non-UiT students will be using the online portal Betalmeg. Find the section below that applies to you, and follow the instructions. Please submit your refund claim within one month of the expense accumulation.
Important!! Please use Berg Hansen to book your flight and be sure to keep your boarding passes for the reimbursement process. The boarding passes must be scanned and added to your documents along with the flight receipts. Without these boarding passes, we cannot guarantee that you will be reimbursed for your plane tickets.
First, find your code
Your form will require a numerical code so that the funding comes from the right place. Find the code below that most closely fits your activity and have it ready when you fill out your form. If you’re not sure, contact biocat@uit.no.
What is BioCat?
BioCat facilitates career development for young scientists in the field of biocatalysis.
We offer:
- Advanced courses
- Workshops
- Networking events
- Webinars
- Travel & research grants
| Activity | Expenses Covered | Code |
|---|---|---|
| BioCat PhD Course | Travel, Lodging, Local Transport | 32150000: 132665104 |
| BioCat Annual Conference | Travel, Local Transport* | 32150000: 132665105 |
| Travel Grant: External Conferences, Courses, Workshops, Summer Schools, Etc | Travel, Lodging, Local Transport, Registration Fees, VISA fees | 32150000: 132665106 |
| National/International Research Visit | Travel, Lodging, Local Transport, VISA Fees | 32150000: 132665107 |
Procedures for UiT students
You must file for travel reimbursements using the new SAP/DFØ system. It is simplest to do this on campus on a computer already connected to the UiT network, and not from home. If you must do it from home, you will need to first connect to the UiT VPN. The SAP system is user-friendly, and will walk you through the process. Be sure to have copies of your travel receipts/boarding passes/etc scanned and ready to upload.
Procedures for non-UiT students
Please note: If you have submitted one of these forms to BioCat or UiT in the past year for an earlier reimbursement, please check your DFØ app or BetalMeg before sending in another copy. You may still have access to the UiT system. You can then follow the normal reimbursement procedures.
Step One – UiT Registration
For persons not employed by UiT that are entitled to the reimbursement of expenses, the process begins by registering an account at UiT by filling out this form. Please note that not all fields must be filled out. I have indicated the fields you should fill out by highlighting them in yellow, and I have translated them to English for those of you who need.
Once the form is complete, send it to BioCat and we will forward it on to the Lønn department at UiT. It will generally take 2-4 weeks for you to get registered in the UiT system. If you have further questions about the timeline, you can contact lonn@uit.no.
If you have submitted one of these forms to BioCat or UiT in the past year for an earlier reimbursement, please check your DFØ app or BetalMeg before sending in another copy. You may still have access to the UiT system. You can then follow the normal reimbursement procedures.
Step Two – Submit Claim
After you have been registered, you will receive a standardized e-mail with instructions on how to submit your refund claim. This is the step where you will upload receipts and boarding passes, so be sure to have them scanned and ready. This is also the step where you will use the code you identified above to be sure the money comes from the right place. We recommend that you use the DFØ app and not the website to submit claims, as there is sometimes a glitch in the website that does not allow you to select the correct BioCat code. Please double check that the money is coming from BioCat before you submit the form – otherwise it will be paid to you automatically from your own project.
Expense claims must be submit within one month of expense accumulation. Contact Jessica at BioCat if you need guidance before submission.
