CONTENT

Creating a request

The form will appear after clicking on "Create New Request" in the Albína header and selecting the type of request -> Card payment annoucement. 

The required details (cardholder, purpose of payment, supplier, price, currency, date of payment) shall be filled in and it shall be selected whether the payment is for a business trip or other. If 'Other' is selected, it shall be confirmed that the payment has been pre-approved in accordance with IOCB Directive 3/2008.

Once "Claim Type" is selected as the "Business trip", a new "Planned Trip" window will open, where all the established business trips of the logged-in user will be listed. If one of the journeys is selected, in the next step (after creating the request) the details of the specific journey will be automatically filled in (journey number, from-to, employee, country).

If the payment concerns multiple trips and multiple employees, it is necessary to add additional items after creating the request.

Clicking on +Creation of a request for a card payment... will open a window for filling in the details:


Here must be filled in the details of the trip (trip number, country, date of travel, employee, cost and which grant the card payment is funded by). 

The grant funding the payment is to be indicated. If the amount is split across multiple grants and relate to several business trips, the option “+Add Item” should be selected and the relevant details are then completed.

It is also possible to add a Comment or insert Attachments:


1.1 The original invoice is in ELECTRONIC form 

An invoice, invitation, or other document verifying the payment information is to be attached to the notification. The completed form, including all attachments, should then be submitted for approval.

Printing of the documents is no longer required, as they will be sent to the mailroom automatically upon approval.


1.2 The original invoice is in PAPER form

Complete the form and submit it for approval. Once the card payment notice has been approved, you will receive an automated email with the approved form attached. Print the form and submit it to the accounting office along with the original invoice.



2. Other payment

The grant funding the payment is to be indicated. If the amount is split across multiple grants, the option “+Add Item” should be selected and the relevant details are then completed.

It is also possible to add a Comment or insert Attachments:


2.1 The original invoice is in ELECTRONIC form 

An invoice, invitation, or other document verifying the payment information is to be attached to the notification. The completed form, including all attachments, should then be submitted for approval.

Printing of the documents is no longer required, as they will be sent to the mailroom automatically upon approval.


2.2 The original invoice is in PAPER form

Complete the form and submit it for approval. Once the card payment notice has been approved, you will receive an automated email with the approved form attached. Print the form and submit it to the accounting office along with the original invoice.

Save the form in PDF format


The form can be saved in PDF format by clicking the "Export to PDF" button found in the Request Detail (after opening the request in the employee's request list).


Tutorials on other possible request settings: