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Travel expenses

When you travel in connection with your work, you may have a number of expenses. Whether the expenses are covered by AU depends on the purpose and type of expense, whether a commitment has been made to the expense.

On this page you will find answers to questions that may arise in connection with expenses you have on your trip. If you do not find a useful answer, Travel Expense Accounts at AU Finance can help you - contact information can be found in the right column.

Contact us

Via email if you can't find the answer to your question

Purchase of goods or items

Purchase of goods on business travel lasting less than 28 days

If AU paid for the item, it is AU's property. The item must subsequently be stored at AU..

Purchase of goods on business travel for a duration of more than 28 days (posting)

If you purchase goods or items under your posting abroad, it must be related to the stay and the following criteria must be met:

  1. There is a commitment to the cost in the grant
  2. The simple lifestyle rules at AU's must be observed. Simple living according to HR’s principles equals table, bed, lamp, chair, and simple kitchen equipment so that a single meal can be prepared and eaten.

If AU paid for the goods or items, it is basically AU's property, and must subsequently be stored at AU.

TAXABLE expenses that can be covered / reimbursed

Note: The following only applies to business travel of more than 28 days (posting):

  • Hourly and daily allowance for 12 months
  • Visas and necessary vaccinations for the accompanying family
  • Travel insurance for the accompanying family
  • Moving household effects for the accompanying family
  • Storage of household furniture and items in Denmark

If you want a clarification of the tax matters, you must contact Skat, who makes the final interpretation of the rules.

Tax-FREE expenses that can be covered/reimbursed

Applies to all business travel:

  • Your outbound and return travel expenses
  • Hotel and accommodation
  • Hourly and daily allowances (if you are entitled to it)
  • Your visa and necessary vaccinations
  • Purchase of goods and items paid for by AU

Applies to business travel under 28 days:

  • Meals and local transportation (if you are not entitled to hourly and daily allowances)

Applies to business travel of more than 28 days (posting):

  • Return travel expenses during the posting if the reason is work-related
  • Hourly and daily allowance up to 12 months
  • Moving household effects (from one address)
  • Outbound and return travel expenses for your family in relation to your posting

For tax exemption the following conditions must be met:

  • The employee is posted/transferred by the employer (AU), and
  • The cost of relocation is covered by AU either through reimbursement of expenses according to vouchers, or an EAN invoice from an agreed relocation company. Remember that the expense for relocation must be approved by the department manager before the agreement is entered.

If you want a clarification of the tax matters, you must contact Skat, who makes the final interpretation of the rules.

Non-refundable or covered expenses

Note: The following only applies to business travel of more than 28 days (posting):

  • Childcare and school
  • Your family's board and lodging
  • Family visits during posting
  • Family home trips during posting
  • Purchase/rent/lease of a car with private right of disposal

Unforeseen expenses

  1. Find out if the grant (grant holder) will cover the expense or is willing to rearranging some expenses
  2. Find out if AU has a legal basis to cover the expense – check the travel policy at AU
  3. For clarification of whether AU will covering the cost contact Travel Expense Accounts by email: rejser@au.dk
Revised 27.09.2023