FAQ about official trips - less than 28 days

 

Find answers to questions about trips which last less than 28 days, including AU’s rules and policies in this area.

Booking and transport

  • Can I arrive early or stay after a conference and spend some days on holiday either before or after the conference?

    • Can I arrive early or stay after a conference and spend some days on holiday either before or after the conference?

      Answer:
      Yes, you are welcome to do so if this has been agreed with your head of department or equivalent. However, you cannot receive hourly and daily allowances for meals on the days you spend on holiday.

      Please note that AU’s insurance will not cover you during your days of holiday. Therefore, contact your own insurance company or Europæiske (insurance company/AU’s insurance company) to buy coverage for those extra days.

      Read more about general insurance rules on HR's page about insurance.

  • Is there an amount limit on the cost of an overnight stay at a hotel?

    • Is there an amount limit on the cost of an overnight stay at a hotel?

      Answer:
      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). If you are in doubt, please contact the Travel Expense Accounts’ support team.

      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 hotels.

  • Can I book a more expensive hotel room to be closer to the conference or book a room at the actual conference hotel?

    • Can I book a more expensive hotel room to be closer to the conference or book a room at the actual conference hotel?

      Answer:
      If you exceed the amount limit for hotel accommodation, you will need to provide a causal explanation for this and receive approval from your head of department or equivalent when settling your trip in RejsUd.

      AU’s travel policy

  • Can I book social activities in connection with the conference?

    • Can I book social activities in connection with the conference?

      Answer:
      Yes, you are welcome to do so as networking activities are a significant element of participating in a conference.

  • My conference was cancelled – how will payment be reimbursed?

    • My conference was cancelled – how will payment be reimbursed?

      Answer:
      Contact the organiser of the event and the places you have booked in connection with the conference to have your expenses reimbursed. If you need help with settling in RejsUd, please contact RejsUd support.

  • Can I bring my partner with me, for example to a conference?

    • Can I bring my partner with me, for example to a conference?

      Answer:
      In exceptional cases, management may approve that AU covers the expenses of a companion, if bringing a companion to a specific event is required. In other cases, you must pay any additional expenses incurred by your partner’s participation.

  • I am in an area where it is not safe to take public transport, and my hourly and daily allowances do not cover the cost of a taxi. What should I do?

    • I am in an area where it is not safe to take public transport, and my hourly and daily allowances do not cover the cost of a taxi. What should I do?

      Answer:
      AU considers security a necessary expense, so the cost of the taxi can, in exceptional cases, be reimbursed if you provide documentation and a written explanation.

      https://pav.medst.dk/Tjenesterejser/Udgifter-til-transport

  • I had to leave very early or arrived home late. Will AU cover the cost of a taxi to/from the airport?

    • I had to leave very early or arrived home late. Will AU cover the cost of a taxi to/from the airport?

      Answer:
      As a general rule, you must use the cheapest possible means of transport according to AU’s travel policy. If it is not possible to use the cheapest alternative, you can, in exceptional cases, take a taxi. Remember to provide reasoning for this when settling expenses..

  • Can I drive my own car to the destination?

    • Can I drive my own car to the destination?

      Answer:
      In accordance with AU’s travel policy, you should always use the cheapest transport option available. You may use your own car anywhere in Denmark without further approval. However, using your own car to travel abroad requires a causal explanation and approval by the department management team or equivalent.

  • Can I drive my own car to the airport and park it there while I am away?

    • Can I drive my own car to the airport and park it there while I am away?

      Answer:
      You are allowed to park your car at the airport. Settle the parking fee in RejsUd together with any other expenses. If you take time off/holiday in connection with the conference/trip, subtract these days when settling the cost of parking.

      AU’s travel policy

Payment and hourly and daily allowances

  • I met some collaboration partners, and we ate dinner at a restaurant? Will AU pay for this?

    • I met some collaboration partners, and we ate dinner at a restaurant? Will AU pay for this?

      Answer:
      Yes, a joint meal with a collaboration partner is considered networking, and is therefore considered an entertainment expense. Remember to provide the full name and place of employment of participants when you settle in RejsUd.
      Make sure that the ‘free meal’ box is selected if you receive an hourly and daily allowance.

      Note: The amount limit on entertainment expenses (if you pay for others) is DKK 450 for lunch and DKK 800 for dinner per person, including drinks. Click here to read more about entertainment expenses.

  • Does AU pay for the use of the minibar?

    • Does AU pay for the use of the minibar?

      Answer:
      In connection with official trips over 24 hours, where you receive hourly and daily allowances, the use of the minibar is considered a private expense. AU can cover the cost of water, nuts, chocolate or similar for trips that last less than 24 hours where additional expenses are covered.

  • Can I purchase materials at the conference?

    • Can I purchase materials at the conference?

      Answer:
      Yes, as long as the materials are relevant to your field.


  • Can I receive hourly and daily allowances and what do they cover, or can I get all my expenses covered?

    • Can I receive hourly and daily allowances and what do they cover, or can I get all my expenses covered?

      Answer:
      Before departure, check with your head of department or equivalent (or your grant recipient) to see whether you can receive hourly and daily allowances or be reimbursed for any incurred expenses. Hourly and daily allowances cover meals, local transport and small necessities. Read more about hourly and daily allowances here: https://slsguide.modst.dk/Dokumenter/Satsregulering.pdf 

  • Can I use my credit card when I receive hourly and daily allowances?

    • Can I use my credit card when I receive hourly and daily allowances?

      Answer:
      You are allowed to use your credit card, but remember that the hourly and daily allowances should cover meals, local transport and small necessities. This means that credit card transactions should be registered as a private expense in RejsUd, so the amounts are deducted from your hourly and daily allowances.

      Please contact RejsUd support if you need help settling in RejsUd.

Settlement

  • How do I settle expenses?

    • How do I settle expenses?

      Answer:
      When you have incurred an expense that you have either paid for yourself or by using an AU credit card, then it must be settled in RejsUd. Remember to save and take pictures of receipts/documentation.

      On the RejsUd website you can find information about login, guidelines, etc.

      Please contact RejsUd support if you need help settling in RejsUd.

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

    • Which sag (project number) and sagsopgave (activity) should I use when I create 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.), you can find the settlement guidelines on this page: Settlement guidelines for the central administration.

  • I've been invited to speak at a conference. My participation will therefore be covered. What do I do with regards to settlement?

    • I've been invited to speak at a conference. My participation will therefore be covered. What do I do with regards to settlement?

      Answer:
      If the organiser has agreed to pay for all of your expenses, but you have to disburse those expenses with your AU credit card, then just settle your expenses in RejsUd as usual. Mark all cost types as “Udlæg til viderefakturering” (expenses for further invoicing).

      Remember to include the following information:

      - Name of company
      - Address
      - A contact person, if relevant

      NOTE: It is not permitted to have the money reimbursed to your private account or to receive the refund in cash. If this happens, you must make a payment to AU.

      Contact RejsUd support if you need help settling in RejsUd.

  • I have paid for other people. How should it be settled?

    • I have paid for other people. How should it be settled?

      Answer:
      If you have paid for others with your AU credit card, you yourself must settle the expenses in RejsUd. Always provide the full name of all participants and your affiliation with them.

      Depending on what you have paid for and how it was paid, there are four different ways to settle:

      1:
      If the product belongs to a different project than the one stated in the settlement, you must change the sag (project) and sagsopgave (activity) under the expense itself.

      2:
      If a credit card transaction needs to be divided because you have paid for someone else, follow the guideline on how to divide transactions, which you will find on the RejsUd page.

      3:
      If you pay for meals/refreshments for people who are not employed at AU, it must be settled as an entertainment expense.
      Click here to read more about entertainment expenses.

      4:
      If you have paid for meals/refreshmens for AU employees in connection with a social event, you must have approval from your immediate supervisor. If it is a professional meeting or event, you should check whether other participants are also receiving hourly and daily allowances. If this is the case, their meal must be covered by their own hourly and daily allowances.

      If you need help with the settlement, please contact RejsUd support.

  • I have exceeded an amount limit (e.g. for hotel accommodation), how do I get approval for this?

    • I have exceeded an amount limit (e.g. for hotel accommodation), how do I get approval for this?

      Answer:
      Send an email to your department management team or equivalent and explain why you have exceeded the amount limit. Attach their reply when you settle. If you know in advance that there is a risk of exceeding an amount limit, it is a good idea to obtain approval in advance.

  • I was on a trip, so all expenses should be posted as travel expenses?

    • I was on a trip, so all expenses should be posted as travel expenses?

      Answer:
      The cost type should correspond to the expense.

      Travel expenses are to be used for transport expenses, e.g. trains, buses and airline tickets (bought through CWT or directly on the airline website), metro, taxi, parking, bridge tolls, ferries, etc.

      Hotel costs belong under hotel expenses. Conferences belong under conference expenses. Food belongs under meals/refreshments.

      If you need help with the settlement, please contact RejsUd support.

  • My conference is in six months. Should I settle it in advance?

    • My conference is in six months. Should I settle it in advance?

      Answer:
      Advanced settlements are only used if you travel to a country where it is not possible to use a credit card or withdraw cash, or if you do not have an AU credit card. When it is not possible to use a credit card, you can get an advance, which you then settle. All other expenses will not be settled until they have been incurred.

      Read the guideline "Forskud - anmodning og afregning" (Advance payment - requests and settlement) on the RejsUd page.

      Read more about cash advances

  • My partner participated in an event. How do I settle for my partner?

    • My partner participated in an event. How do I settle for my partner?

      Answer:
      In most cases, a partner participating in a dinner or event will be considered a private expense. If their participation is paid for using an AU credit card, register it as a “Privat udgift” (private expense). If there was a cash outlay, the expense for your partner must be deducted.

      In some special cases, AU may approve covering the expenses of a partner if the event requires the participation of a partner (read more under the rules for accompanying partners for official travel). In other cases, the employee must pay all additional expenses for their partner’s participation.

      AU’s travel policy

  • I couldn’t go to the conference. What can I settle?

    • I couldn’t go to the conference. What can I settle?

      Answer:
      Contact the conference organiser for reimbursement. Settle the expenses in the same way as if you had made it to the conference. If you receive reimbursement, it must also be settled. Remember to use a credit note or email as documentation.

  • How do I register hourly and daily allowances?

    • How do I register hourly and daily allowances?

      Answer:
      When you create a travel expense report with the option of hourly and daily allowances, select the settlement draft titled "2. rejser med time- og dagpenge” (travel with hourly and daily allowances).

      When you create the cover page, remember to select the entire duration of your trip.

      Once you have created your cover page, click on the tab “Rejsedage”(travel days) to register your hourly and daily allowances. Select the exact duration (time and date) of your trip.
      If your trip includes several destinations or if you spend time on holiday either before or after, split the trip into different periods.

      Note that the free meal boxes are already selected when you register hourly and daily allowances. This means that your hourly and daily allowances will be reduced. Therefore, unselect the boxes before and after the trip, as well as the boxes for the times you have not received a free meal. A free meal, for example, can be breakfast included in the cost of the hotel room, lunch at the conference, a dinner paid for by a collaboration partner or similar.

      See the “Vejledning til oprettelse af afregning med rejsedage” (guideline on settling travel expenses) on the RejsUd page.
      If you need help settling hourly and daily allowances, please contact RejsUd support.