CWT is AU's travel agency. CWT helps AU employees book flights and hotels.
If you are an AU employee, you can either contact CWT and ask them to do the booking for you, or you can book your trip yourself on the CWT online platform.
To make bookings on the CWT online platform, as an AU employee, you need to have a CWT travel profile and a profile in RejsUd*. The same applies if a secretary books a trip for you.
You need to be employed at AU to get a permanent CWT travel profile.
* A profile in RejsUd is automatically created for all new employees during the first week of a new month. If the profile is needed earlier, a combined form for creation of the profiles must be filled.
Bookings for non-AU employees must always be handled by an approved travel booker. The travel booker is usually a secretary at the department/unit.
Flight tickets for accompanying family cannot be orderet from CWT, but must be ordered directly on the airline´s website.
Benefits of booking through CWT:
Traveling in groups
It is possible for secretaries to book trips for up to four people together online at CWT.
The following conditions must be met:
If the above mentioned conditions are not met it is only possible to book for multiple travellers directly with CWT.
See the guide for online booking for multiple travelleres here.
Bonus points
The bonus points that you earn in connection with an AU buisness trip belongs to the university and must be deducted future buisness trips.
Read more about bonus points here.
CWT has prepared user guides and training videos that you can use if you want to know more about AU's online booking system with them.
Q&A regarding your CWT travel profile
Q&A regarding your CWT travel profile
How to activate or update my CWT Travel Profile?
How to activate or update my CWT travel profile
Answer:
It is the traveller’s responsibility to ensure that the name on the CWT travel profile is correct and in accordance with the name in the traveller’s passport. Any changes to personal information must be made by the traveller and it is the traveller’s responsibility that the information is correct. Plane tickets are issued based on the CWT travel profile and it is therefore very important that the profile information is in accordance with the information in the traveller’s passport.
Find the guide here
How to setup new profiles for employees who already have access to RejsUd
How to setup new profiles for employees who already have access to RejsUd
Answer:
In order to set up new CWT profiles, this form must be filled in and sent to RejsUdBruger@au.dk.
As a secretary, how can I activate other people’s CWT travel profiles?
As a secretary, how can I activate other people’s CWT travel profiles?
Answer:
No.
The traveller must activate the profile personally because a number of personal security questions are asked when logging in and it is important that these are correct.
Q&A regarding travel booking
Q&A regarding travel booking
Does CWT offer a price guarantee for international airline tickets out of Denmark?
Does CWT offer a price guarantee for international airline tickets out of Denmark?
Answer:
Yes, CWT does offer a price guarantee for international airline tickets out of Denmark.
Before the price guarantee can come into force, there are a number of points to be met.
There is a price guarantee for flights out of Denmark if the trip is comparable – and on flights that can be found in the airlines' Danish search engines. For example, travellers cannot sit in Spain and find cheap flights, then contact CWT to qualify for the price guarantee for the tickets found in Spain.
If you find cheaper airfares than those available at CWT, take a screen shot of the cheaper journey you have found and immediately contact one of CWT's travel consultants.
If you find a cheaper flight on the Internet, for example, be careful to check that all costs are included. Usually, some costs will not be displayed until the step just before you have to pay for the ticket.
Send the screen shot immediately to au.dk@contactcwt.com with a description of the flight you have found:
* Departure, date, time, departure airport
* Return date, time, airport
And any other information about the flight – e.g. airline, number of travellers, stopovers, etc.
The travel consultants can be contacted Monday-Friday between 08:30 and 16:30 on Tel.: + 45 33637744, or on email: au.dk@contactcwt.com. If you call outside opening hours, a fee will be charged for each call.
How do I book tickets if my family is going to join me on my business trip?
How do I book tickets if my family is going to join me on my business trip?
Answer:
AU can only pay for travel expenses for accompanying family in connection with posting and change of research environment if you have received approval from the institute management prior to the trip.
In special cases, AU can pay for a traveling partner, provided you have approval from your immediate manager.
Unfortunately, the flight tickets for accompanying family cannot be ordered from CWT, but must be ordered directly on the airline's website.
In cases where there is approval from the institute management, you can use AU's credit card to pay for the plane tickets of accompanying families. In other cases, settlement must be invoiced directly to you.
How can I book a trip with several destinations?
How can I book a trip with several destinations?
Answer:
If you are going on a long trip, we recommend that you contact a CWT travel consultant, who has extensive experience with booking more complicated trips.
The travel consultants can be contacted Monday-Friday between 08:30 and 16:30 on Tel.: + 45 33637744, or on email: au.dk@contactcwt.com. If you call outside opening hours, a fee will be charged for each call.
Can Travel Expense Accounts book a trip for me?
Can Travel Expense Accounts book a trip for me?
Answer:
Unfortunately, Travel Expense Accounts cannot help you to book trips/tickets. You have to contact the approved person responsible for booking trips at your department/school/unit. This person can help you purchase tickets and book your trip.
You can also contact CWT’s travel consultants from Monday to Friday between 08:30 and 16:30 on Tel.: + 45 33637744, or on email: au.dk@contactcwt.com. If you call outside opening hours, a fee will be charged for each call.
How can secretaries book trips for colleagues?
How secretaries can book trips for colleagues?
Answer:
You can book trips for your colleagues if you have set up a CWT profile, which gives you secretary rights (travel ordered) for your department/school/unit.
You have to fill in the form found in the menu o the right to get the secretary role linked to your CWT profile.
How do secretaries book trips for non-AU employees?
How do secretaries book trips for non-AU employees?
Answer:
You have to be registered in RejsUd and CWT. You have to have been assigned the secretary role in CWT to order trips for other people. The form used for creating profiles in RejsUd and CWT, or to assign the secretary role to an existing profile can be found in the menu on the right.