• Before your first trip, you must apply to have a profile created with our travel agency, CWT (Carlson Wagonlit Travel).
• You may apply for an AAU credit card, which allows you to pay invoices to Eurocard no earlier than one month after issuance.
• Check that you have access to ERP Expense (AAU’s expense reporting system) so that you can submit your expense report after the trip. If not, contact your IDM affiliation administrator.

• Your manager must approve your trip before booking any tickets, conference fees, etc.
• Book flights and hotels online via the travel agency – preferably well in advance to secure the best options. You can search for transport and hotel here (find out about cost limits etc. under ‘Hotel’).
• Online booking saves expensive fees compared to phone bookings. If you need to call, do so between 08:30 and 16:30 at +45 33 63 77 77 (Press 1). Extra fees apply outside regular opening hours.
• You can apply for a travel advance to cover expenses during the trip. See the rules here (currently available in Danish only) and apply here.

• When travelling abroad, you are covered by AAU’s business travel insurance. You must obtain an insurance card from AAU before departure. More information here.
• If you later need reimbursement via the insurance, report the claim online here.

• Find maximum hotel accommodation rates here – they vary by country. Conference hotels may be exceptions.
• If the country you are travelling to is not listed, you may be reimbursed for ‘reasonable expenses’ for accommodation.
• Hotels must be booked through the travel agency CWT. You pay upon departure using either your AAU credit card (with at least one month’s credit) or your personal card. Always obtain an invoice – do not request EAN invoicing to AAU.
• Online booking saves expensive fees compared to phone bookings. If you need to call, do so between 08:30 and 16:30 at +45 33 63 77 77 (Press 1). Extra fees apply outside regular opening hours. You can search for transport and hotel here
• It is permitted to use shared accommodation services such as Airbnb, HomeAway, etc. abroad as long as spending limits are respected, and you receive a valid invoice. See more detailed rules here.
• If you stay in a private home, you may receive an undocumented overnight allowance. As of January 1. 2025, the rate is DKK 255 per night.

TIP: Choose the cheapest appropriate hotel. Remember that if you receive per diem, they also cover local transport (e.g. between hotel and conference venue).

• The cheapest appropriate means of transport must be used.
• Flights: Book via AAU’s travel agency, CWT, even if you can find a cheaper ticket online.
• If you need to rebook your flight, this can be done either online (under “My Trips” on CWT’s website) or by contacting CWT directly.
• If, in exceptional cases, you do not book your flight through CWT, you must keep both the invoice and your boarding passes. You will be responsible for any rebooking.
• Train travel can be booked through CWT by calling +45 33 63 77 77 (Press 1) or by email at staten.dk@contactcwt.com
• Driving your own car is reimbursed according to the State’s low-rate kilometre allowance.
• Car hire must be done through AAU’s framework agreement with AVIS. (in Danish only).
• See rules for ride-sharing services such as GoMore.
• When renting a car, complete the help form for driving a rental car (currently available in Danish only), explaining all kilometres driven (both business and private). There must be complete transparency in the use of the car, and you must explain the need for renting it and attach all receipts.
• If you need to call CWT, do so between 08:30 and 16:30 at +45 33 63 77 77 (Press 1). Extra fees apply outside regular opening hours.

EXAMPLE: You are attending a conference in France and choose to drive there in your own car, as you wish to take a vacation following the conference. In this case, you will only be reimbursed for expenses equivalent to the airfare. Remember documentation about the airfare cost. 

EXAMPLE: You are attending a professional seminar in Germany, and it turns out that there are not sufficient public transport connections to the location, where the seminar is held. You therefore choose to rent a car to be able to attend. In this case, car rental and fuel expenses can be covered, if it is the most convenient and economically viable solution.

• You will be reimbursed for transport to and from the airport – remember to keep all receipts.
• If the trip lasts less than 24 hours, you can be reimbursed for actual expenses for meals, transport, etc., based on your receipts. However, actual meal expenses cannot exceed 75% of the full per diem rate. See more detailed rules here (page 8)(currently available in Danish only).

Example: If you have to leave so early that you can't have breakfast at home, you will need to buy breakfast at the airport or on the way. The same applies if you come home so late that you can't have dinner. Then you will need to buy dinner at the airport or on the way.

• If the trip lasts more than 24 hours, you will receive a fixed amount – per diem – per commenced hour. See more detailed rules here, pages 8-11(currently available in Danish only).
• Per diem rate is the same for all countries, as of January 1 2025 DKK 597 per full day.
• Per diems cover your expenses for meals, minor personal expenses, and local transport. You do not need to hand in receipts. Tips are also covered and cannot be reimbursed by AAU.
• Paid meals will be deducted from your per diem: breakfast 15%, lunch 30%, dinner 30%, full board 75%. The remaining 25% should cover minor expenses and local transport.

Example: If you are at a course where free lunch is served every day, 30% of your per diem will be deducted for the days you receive lunch. Meals are deducted when you create your per diems in your ERP Expense report, and the amount is calculated automatically.

• You may opt to seek reimbursement for actual expenses (with receipts) instead of claiming per diem allowances, but the amount must not exceed 75% of the per diem rate. This is an administratively burdensome solution for all parties involved and is generally not 
  recommended.

• As a general rule, local transport must be covered by your per diems. This includes travel between the hotel and the course or conference venue.
• If you do not receive per diem, reasonable and necessary local transport expenses can be reimbursed, provided the expense is relevant and supported by a receipt.
• GoMore, Drivenow.dk and similar can not be used in Denmark. Read more about car sharing rules here.

• You cannot claim reimbursement for internal professional meetings during a business trip.

EXAMPLE: You are at a conference with other colleagues from AAU, and you decide to have lunch or dinner together to discuss professional topics. You must cover that expense yourselves from your per diem.

• Representation events must follow the same rules as if you were at home. See the rules here (currently available in Danish only). There must be a clearly described representational purpose, e.g. promoting or securing funding for AAU.

EXAMPLE: At a conference abroad, eight colleagues from AAU invited two colleagues from another university to dinner. The dinner does not have a representative purpose, so the expense cannot be covered by AAU, but must be covered by each of you individually – for the AAU participants, this will be through your per diems. 

EXAMPLE: You are at a conference with external partners on your research project, for example, a company that is a partner in the project. You go out to eat together. This cannot be covered as representation but must be paid from the per diems. 

EXAMPLE: You are attending a conference where you have a scheduled meeting with a partner from a company that is a potential future project partner for AAU. In this context, you invite them to dinner to discuss collaboration and funding opportunities. The dinner has a clear representative purpose and can therefore be covered according to the representation rules, provided that the purpose is documented and receipts are available. Note that your per diem will bereduced accordingly for the meal in question.

• Create an expense claim in ERP Expense (AAU’s expense system) to claim reimbursement.  Find ERP Expense and a guide to the system here. 
• If you are having trouble accessing ERP Expense, remember to ensure that you are logged into VPN if you are outside the AAU network. 
• Always remember to attach documentation for the expenses to the reimbursement. However, this does not apply to per diems, undocumented night allowances, and mileage reimbursement. Note that a payment receipt, such as a credit card receipt, is not sufficient 
  documentation. See the rules on page 8 here (currently available in Danish only). 
• Once you have completed and submitted your reimbursement, it will proceed through the ERP Expenses approval flow. 
• When your reimbursement is finally approved, the payment will be made in DKK to your NemKonto. If the payment fails, a manual payment will be made, which unfortunately will delay the payment. 

TIP: If you have a foreign account as your NemKonto, check if it can receive amounts in DKK. Read more about NemKonto here.