Quick Guide: Managing expenses and compensation on the SNSF Portal
This quick guide gives you a brief description about the process on how to claim expenses and compensation on the SNSF Portal. This quick guide is based on the compensation regulations which can be found under the following link (PDF).
If you encounter any technical issues, please contact the SNSF Portal Support, or if you need further assistance, please get in touch with your contact person at SNSF Grant Management.
Accessing the "Expenses & Compensation" section
- Log in to SNSF Portal with your credentials.
- Click on the profile icon in the top navigation bar.
- Select the "Expenses & Compensation" entry from the list.
Figure 1: Expenses & Compensation sectionAlternatively select on the “Home” page under “Profile & CV” the “Expenses & Compensation”.
Creating a new expense and compensation request
- Click the "Create request" button.
- Choose between “Meeting” or “Other”. If possible, choose the meeting the expenses and/or compensation are related to.
- If you have chosen meeting, your meetings of the last 3 months and in the future will be shown.
Figure 2: Create requestComplete the specifications of the request
- The status of the request is now in “Draft”.
- You can delete or edit the request (e.g. change title, meeting or payment information) when clicking on the three dots. You can select your action accordingly.
- To add expenses or compensation positions you click on “Add expense / compensation”.
Figure 3: Edit request- Choose whether you want to create an expense (e.g. travel costs) or compensation (flat rates) position.
- The date of the position should reflect the date of the expense (arrival day for hotels) or compensation
- For Expenses in foreign currencies, the amounts need to be entered in CHF. The SNSF therefore suggests using the following currency converter.
- Fill in the required fields with the relevant information (e.g., travel dates, purpose of the trip).
- For expenses, it is necessary to upload the related receipt as a PDF or JPEG: Click "Upload File" to upload your supporting documents (e.g., invoices or tickets).
Figure 4: Add expense position- To finish this position, click on “Add and save”. For each expense or compensation, create a new position. All expense or compensation related to a single meeting should be part of the same request.
Reviewing and submitting
- Review all the information entered.
- Click "Submit" to finalize the process.
- The status of your expense and compensation request is now “Submitted”. The SNSF Grant Management will now take care of your request and will contact you when needed.
Figure 5: submitted requestRevision (if necessary)
- In case the SNSF needs more information of you, an e-mail will be sent to inform that the status of your request has changed.
- In case changes are needed in the expense and compensation request, the request is sent back to “Draft” and changes can be made. You can find the comments of the SNSF Grant Management under the “note” icon.
- Comments from Grant Management will be listed to support you in the changes needed.
Figure 6: Comment section- Make the necessary changes on the expense and compensation request or its positions.
- Submit request again.
Rejection or approval
- In case of rejection or approval, an e-mail will be sent to inform you that your request was updated.
- The status is shown on the request. In case of “Rejection” you will be informed about the reasonings in the comments section.
Figure 7: approved request
