EXPENSES
Employed by SIPRI
You may claim reimbursement for different kinds of expenses (e.g. office fika, medication as well as project related expenses), and you make your claim in Maconomy. For basic (technical) instructions how to register in Maconomy, please go to the Maconomy tab Manuals and/or Tutorials.
The expense sheets and per diem claims need to be submitted every month no later than than the dates provided in the list Salary – Deadlines for Time sheets, Expenses & Per Diem 2025 in order to be processed on the next salary payment.
Expense Sheets should be registered for example; with an entry date in April, to be reimbursed on the salary in May.
Per Diem claims need to be submitted for example; at the latest April 30, to be reimbursed on the salary in May.
Detailed information on which expenses can be reimbursed, which documents are required, how expenses are registered on different projects, etc. can be found in the Manual for Expenses, per Diem and Mileage Manual for expenses-per diem-mileage . Download the document and read when to register expense/per diem claims in Maconomy.
If you for any reason have not been able to obtain a receipt for an expense, fill ut the Missing Receipt Form Missing Receipt Form and attach that instead of the missing receipt.
In exceptional cases, a trip can be made with your own car, which must, however, be approved in advance. Reimbursement for car expenses is registered in Maconomy under the Mileage tab. Also fill out the Mileage Reimbursement Request Form Mileage Reimbursement request and attach to the request.
Both expense sheets and per diem claims, must be duly approved in Maconomy and have all relevant receipts, boarding passes, list of attendants, copy of conference programs etc. attached. Print the Expense Sheet/Per diem/Mileage claim and sign, attach all relevant documents and hand in to Finance.
NB!
Claims related to one year must be submitted for reimbursement at the latest in December that year. Reimbursements will be on the January salary the following year.
Regarding the the wellness allowance it is reimbursed per calendar year (SEK 1 500 for a full year). Per month it is SEK 125).
Therefore the wellness allowance needs to be claimed in the year it pertains to.
The last date to register a claim for wellness allowance for a certain calendar year is November 30.
If you register a claim for wellness allowance for year 1, in December of year 1, the refund will paid out in January year 2 and registered as compensation for year 2. This means that you will miss out on compensation for year 1.
For reimbursement for a doctor’s visit the sum reimbursed is only SEK 95, so register only SEK 95 no matter the actual cost.
Not employed by SIPRI
Consultants with a registered company in Sweden:
Costs to be reimbursed by SIPRI are settled via an invoice from the company. For invoicing information to the vendor, please see the document Swedish Vendors in the tab Finance & Projects/Accounting/accounts Payable – Vendor Invoices.
Private persons residing in Sweden:
For private persons residing in Sweden without a registered company the form Template for reimbursements 2023-09-14 should be used.
- Fill out the form
- Attach receipts etc
- Signature by recipient
- Signature by SIPRI
- Send/hand in to Finance
Consultants with a registered company outside Sweden:
Costs to be reimbursed by SIPRI are settled via an invoice from the company. For invoicing information to the vendor, please see the document Foreign Vendors in the tab Finance & Projects/Accounting/accounts Payable – Vendor Invoices.
Private persons residing outside of Sweden:
For private persons residing outside of Sweden without a registered company the following form should be used Template for reimbursements 2023-09-14
- Fill out the form
- Attach receipts etc
- Signature by recipient
- Signature by SIPRI
- Send/hand in to Finance
For any questions or input on the information on this page, please e-mail salary@sipri.org
Updated August 8, 2025