Air travel

You must book through CWT when travelling by air in connection with your work at SDU.

You are not allowed to buy flights from other travel agencies or directly from the airlines.

If you do, the purchase must be approved by the relevant member of the executive board (i.e. your Dean or the University Director). You or your section/unit must contact your Dean or University Director to get the approval.

You must purchase flight tickets via CWT because

• We must comply with the purchasing agreements.
• CWT can provide information about the location of travellers at any time (e.g. an advantage in connection with the corona pandemic, natural disasters or terrorism).
• SDU can pull data for requests for access to documents.
• SDU can pull data for climate accounting.

Domestic routes abroad

In some cases, you cannot purchase flight tickets for domestic routes abroad via CWT. In this case, you must purchase tickets directly from the airline.

Flights paid by grants from U.S. federal funds (Fly America Act)

Flights paid by grants from U.S. federal funds, including the National Institutes of Health (NIH), have to be implemented in accordance with the "Fly America Act". CWT is aware of the requirement. 

Read about the Fly America Act.

For more information, please contact Jakob Ousager, SDU RIO via e-mail jousager@sdu.dk or phone (+45) 6550 3846 / (+45) 6011 3846.

Health considerations

You may be allowed to fly Economy Plus or possibly Business Class if you have specific medical reasons. You must be able to document the medical reasons and it must be approved by the budget manager before you book the trip.

Work tasks soon after landing

When travelling outside Europe with a total travel time of at least 6 hours (from flight departure at the departure airport to landing at the arrival airport), you may be allowed to fly Economy Plus or possibly Business Class if you need to provide a work service less than 12 hours after landing.

Work tasks do not include participation in seminars, conferences or similar, unless you are giving a lecture or presentation.

Compensation for delayed flights is allotted to you as the traveller.

This is stated in the Danish Employee and Competence Agency's guide (section 21.3.4.2.)

"In certain cases, airlines pay compensation for delayed flights. The Danish Transport, Construction and Housing Authority has stated that such compensation accrues to the passenger, i.e. the employee. The employer must continue to include the extended travelling time due to the study completion delay in the employee's travelling time and pay any additional costs in connection with this according to the rules in the business travel agreement."

Bonus points earned in connection with work-related trips belong to SDU and can only be used by SDU when purchasing new work-related trips. You are not allowed to use bonus points from work-related trips for private bookings.