Expense reimbursement

The new Expense Management Tool enables all EPFL employees to manage the entire travel and expense management and validation process in an integrated, dematerialized and automated way. The main advantages are:

  • A clear process for all employees.
  • A complete view of the expenses incurred for each trip and, therefore, a more transparent process.
  • Fast and accurate cost accounting.
  • A dematerialized process.
  • An early validation of the trips, with a financial commitment on the relevant fund.

The new tool was deployed in conjunction with the entry into force of the Directive on professional travel and the reimbursement of expenses (LEX 5.6.1) and the Directive on the use of credit cards at EPFL (LEX 5.4.1).

The major changes made to the LEXs are in line with EPFL’s objectives to meet the challenges of digital technology and increase the efficiency of the school through cost transparency, improvement of internal processes and responsible use of resources.



 

Expense Management Tool

The new “Expense Management Tool” integrates the entire process of managing & validating travel and expenses, from travel requests to expenses reimbursement.

Useful Documents

Find all the information and resources (Lex, guidelines and handbook) for an optimal use of the application.

Further information

Travel Directive

The directive concerning professional travel and the reimbursement of expenses sets out the rules for your expense reports. You will find the directive’s key elements in this section.

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Corporate credit cards

Also called purchase credit card, this means of payment is intended exclusively for online purchases with a value of less than CHF 5,000 per transaction, provided that it is not material to be inventoried, the monthly limit of this card being CHF 10,000.

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Individual Credit Cards

Individual credit cards are made available to unit managers & frequent travelers and are used exclusively to purchase travel and related expenses.

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Useful Links:

LEX 5.4.1 – Directive on the use of credit cards at EPFL
LEX 5.6.1 – Directive on professional travel and the reimbursement of expenses
Viseca Card Protest form+
Travel website
Ticketshop EPFL
CFF pass
Connect to EPFL on Booking.com for Business
CWT traveler’s profile update
International SOS


Contact information

For expense reports: contact finance support: [email protected]

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i-monitor old expense management tool

Tool allowing the consultation of expense claims established until November 30, 2019 (only).