Official trips - less than 28 days

Trips that last less than 28 days include everything from one-day meetings in another city, to conferences, to internships or seminars that last several days.

AU's travel rules should always be observed on official trips. This means that expenses not covered by AU’s travel policy will not be reimbursed. This applies even if an external funder approves the expense.

If your participation in a conference or similar is to be paid for through a project, this must be approved by your grant recipient or project administrator before you register.

See below for information about the finances associated with official trips which last less than 28 days.

Booking flights and hotels

Booking flights
When you travel under the auspices of AU, it is a good idea to consider which means of transport is most appropriate from a climate, financial and timing perspective. For example, is air travel actually necessary? Could you use an alternative and more climate-friendly means of transport, such as a train, bus or carpooling with colleagues - or some combination of the three? If air travel is the best option, you are encouraged to buy your tickets from Carlson Wagonlit Travel (CWT).

Find the link to the CWT portal etc. on the page about air travel.


Booking a hotel
When booking a hotel, be aware that there is a maximum amount that you may spend per night in some countries. You can find applicable rates in the current version of the circular on rate adjustments for official trips (page 15). Please contact the Travel Expense Accounts support team if you have any questions.

In countries where a hotel allowance has not been fixed, reasonable expenses for a hotel room with a bath or other suitable accommodation is reimbursed. "Suitable" accommodation means a room of hotel-like standard with a toilet and bathroom in the immediate vicinity, usually with the option of meals in the form of breakfast. Remember to save any receipts/documentation for when you settle in RejsUd.

Read more on the page about booking hotel rooms..

Travel insurance

Aarhus University employees are covered by Europæiske rejseforsikring. Therefore, AU does not cover any additional insurance costs as we are self-insured.

Please note that AU's insurance does not cover if you spend days on holiday before or after the work-related stay. Therefore, contact your own insurance company or Europæiske Rejseforsikring/AU’s insurance company to buy coverage for those extra days.

Visit HR's page on insurance to learn more.

Settlement and documentation

Paid meals must be deducted from hourly and daily allowances
For official trips longer than 24 hours where you receive hourly and daily allowances, meals (breakfast, lunch and dinner) paid for by others or that are included in the hotel bill will be deducted from your hourly and daily allowances. This will be done when you settle your expenses in RejsUd after the trip.
Click here to read more about hourly and daily allowances - in Danish


What receipts/documents should you save?

Save the receipts/documents of anything that needs to be reimbursed.
Dankort receipts are not sufficient documentation.
What has been purchased and how much of the amount constitutes VAT must be stated clearly on any documentation.
If necessary, take photos of documentation/receipts during your trip.


Lost documentation
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 DKK 130, an email or written comment is not sufficient. In that case, you must attach a statement of truth when settling in RejsUd.
A tip: Take pictures of your receipts during your trip.

Form. Statement of truth

Lost luggage

First, report the lost/missing luggage to the airline you travelled with, and make sure you receive a receipt for the missing luggage. You will need the receipt when filing a "Skadessag" (insurance claim) with Europæiske rejseforsikring.

Delayed luggage: If your checked-in luggage is delayed more than three hours after the estimated arrival time at a destination outside your country of residence, the insurance policy permits you to buy max. DKK 3,000 worth of clothes and toiletries.

Lost luggage: DKK 15,000 in compensation (this amount will be increased to DKK 30,000 if the travel period exceeds three months).

https://www.europaeiske.dk/­contentassets/­62f1a559336b4d88a7aad78c­6fc8d018/forsikrings­betingelser.pdf 

Renting a car?

As a general rule, any driving in Denmark should be done using AU's official cars or in your own car (a mileage allowance is paid).
If this is not possible, a car can be rented via AU's procurement agreement.

Renting a car abroad may be necessary if you cannot get to the destination by public transport, or if there is significant difficulty attached to using public transport. It may also be necessary if the cost of transport at the destination is considerably more expensive than usual, and is therefore not covered by the rate for hourly and daily allowances.

Remember that the cost of the car rental must be approved by the head of department or equivalent before the start of the trip.