Meals/refreshments - FAQ

Is there an amount limit I can spend on food when AU is paying?

• Is there an amount limit I can spend on food when AU is paying?
  
  Answer:
  The amount limit for how much food and drink that you may consume at AU's expense depends on the occasion and context of those meals/refreshments. Below you will find links to information on amount limits in connection with:

• Receptions

• Entertainment

• Refreshments at internal meetings

• On one-day trips (trips that last less than 24 hours) expenses will be reimbursed against documentation
  
  If you need to know the exact amount you can spend on food and drink in a specific context, please contact the Travel Expense Accounts.
   

Are there rules for where I can buy food and drink?

• Are there rules for where I can buy food and drink?
  
  Answer:
  No. You decide when and where to eat or buy drinks. However, the rates for meals and refreshments must be complied with. For more information, read the circular of rates for official travel.
  
   

Can I pay for other people's meals/refreshments?

• Can I pay for other people's meals/refreshments?
  
  Answer:
  Yes. You are allowed to pay for other people, but you must remember to provide the full name and place of employment of the people you pay for when you settle expenses in RejsUd.

• Amount limit for internal meetings (where all participants are from AU)

• The amount limit of entertainment expenses (if you pay for others) is DKK 450 for lunch and DKK 800 for dinner per person, including drinks.
  
   

Will AU pay for my partner’s meals/refreshments when I am representing AU?

• Will AU pay for my partner’s meals/refreshments when I am representing AU?
  
  Answer:
  In certain cases, the manager authorised to approve such expenditure may grant approval for Aarhus University to reimburse travel and meal expenses for an accompanying guest, if the guest’s participation in the event in question is required.
  In other cases, the traveller must pay all the additional expenses incurred in connection with the accompanying guest.
  
  Read more in AU's travel policy.

Can I give tips?

• Can I give tips?
  
  Answer:
  As a general rule, you should not pay gratuities/tips in Denmark or abrouad. There are certain exceptions abroad, which you can read about in AU's travel policy.
  
   

Do I need approval before I spend AU’s money on meals/refreshments?

• Do I need approval before I spend AU’s money on meals/refreshments?
  
  Answer:
  Ask a secretary in your unit whether there are any rules regarding meals/refreshment expenses that apply to you.
   

• Can I receive hourly/daily allowances at the same time as AU pays for my meals?
  
  Answer:
  No. But if you paid for other people while representing AU, you can get the cost of the meals covered even though you are receiving hourly and daily allowances. However, you must make sure that your hourly and daily allowances are reduced when you settle in RejsUd.
  
  Check the rates for hourly and daily allowance in the circular of rates for official travel.
  
  Contact the Travel Expense Accounts if you need help settling in RejsUd.
   

I paid for spirits – can I be reimbursed?

• I paid for spirits – can I be reimbursed?
  
  Answer:
  AU does not cover the cost of spirits. A meal may include one beverage (wine/beer/water) per person for lunch and one to two beverages per person for dinner.
   

Our bill for the meal exceeded the maximum amount

• Our bill for the meal exceeded the maximum amount
  
  Answer:
  You either need to get the excess amount approved by your head of department or equivalent, or you will need to pay the difference yourself. Check the rates here: Entertainment expenses and refreshments
   

The service was great, so I left a tip. Will I be reimbursed?

• The service was great, so I left a tip. Will I be reimbursed?
  
  Answer:
  As a general rule, you should not pay gratuities/tips in Denmark or abroad. There are certain exceptions abroad, which you can read about in AU's travel policy.
  
   

There were so many of us at the event that I didn't get everyone’s name

• There were so many of us at the event that I didn't get everyone’s name
  
  Answer:
  Contact the participants you know and ask if they can help you obtain the names and/or place of employment of the other participants. If it is was an open event, the invitation/notice must be attached to the settlement.
   

I only received a Dankort receipt – can I use that to be reimbursed?

• I only received a Dankort receipt – can I use that to be reimbursed?
  
  Answer:
  Dankort receipts are not sufficient documentation as they do not describe the purchase. You therefore need to attach a statement of truth.
  
  You can find the statement of truth on the forms page.
   

How do I settle?

• How do I settle?
  
  Answer:
  When you have incurred expenses for meals/refreshments that you paid for yourself or that you used an AU credit card to pay for, then you will need to settle those expenses in RejsUd.
  
  Visit the RejsUd portal to login to your profile, find guidelines, etc.
  
  Contact the Travel Expense Accounts if you need help settling in RejsUd.
   

Which sag (project number) and sagsopgave (activity) should I use when I make a settlement?

• Which sag (project number) and sagsopgave (activity) should I use when I make a settlement?
  
  Answer:

• If you are employed at a faculty, contact a department secretary or project finance administrator/controller if you are in doubt about how to settle expenses.

• If you are employed by the central administration (administrative divisions, etc.), click here for the settlement guidelines.
   

I have lost my receipt. What do I do with regard to settlement and documentation?

• I have lost my receipt. What do I do with regard to settlement and documentation?
  
  Answer:
  If it is not possible to provide a receipt, the purchase, the amount and the date can be specified in a statement of truth, via email or in a comment in the settlement. If the purchase exceeds 2.500 DKK you must attach a written approval of the expense from the department management in RejsUd.
  
  You can find the statement of truth on the forms page.
   

There were several of us eating out at AU’s expense. What documentation is required?

• There were several of us eating out at AU’s expense. What documentation is required?
  
  Answer:
  Full name and place of employment of the participants, as well as a receipt with a description of the purchase (including the occasion) and a specification of VAT.
  
  Contact the Travel Expense Accounts if you need help settling in RejsUd.

How do I divide an expense between something that AU has to pay for and something I have to pay for?

• How do I divide an expense between something that AU has to pay for and something I have to pay for?
  
  Answer:
  If you have paid for something yourself, you only need to create an expense settlement in RejsUd for the amount that AU needs to cover. Remember to provide a reason for this. If you used your AU credit card to pay for the expense, it is possible to divide the transaction and use the cost type “Privat brug af kreditkort” (private use of credit card) for the amount you must cover yourself.
  
  You can find guidelines for dividing transactions on the RejsUd website.
  
  If the settlement means that you will owe AU money, the amount you owe must be paid to AU. When Travel Expense Accounts check your settlement, an email will be sent to you explaining how to make a payment to AU.
  
  Contact the Travel Expense Accounts if you need help settling in RejsUd.