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of the text in Danish:
1. Introduction
Sometimes SDU's employees and other travelers do not receive a voucher when they are on a business trip or otherwise make an expense. It may also happen that the voucher is lost.
In these cases, a solemn declaration must be attached to the travel and expense management system zExpense or to the invoice in the ERP-system.
It must be an exception that SDU uses solemn declarations, as these do not meet the Tax Administration's requirements for documentation.
In addition to the solemn declaration, additional information must be provided if the expense is DKK 100 or more. A solemn declaration cannot stand alone if the expense is DKK 100 or more. See more below in sections 2 and 3.
2. Solemn Declarations in zExpense
In zExpense, it is possible to attach a solem declaration to specific expenses in the blue field called “Expense items”.
The solemn declaration must not be used in the black field called “Settlement header” in zExpense. Settlements with a solemn declaration in the settlement header must be rejected at the department and will be rejected by the Travel Office staff. The Travel Office is working to find a technical solution to prevent the soilemn declaration from being used in the settlement header.
In addition to the solemn declaration, additional information must be provided if the expense item is DKK 100 or more, as follows:
- Expense under 100 DKK:
- No further documentation is required.
- Expense between 100 and 1,000 DKK:
- Explanation must be inserted in the Comment field at the bottom right of zExpense.
- Expense over 1,000 DKK:
- Explanation must be entered in the Comment field at the bottom right of zExpense and a bank receipt documenting the amount must be attached.
Financial Services follows the development in the number of affidavits. We can extract data in zExpense. If necessary, Financial Services will inform the manager/management if we assess that the use is getting out of hand.
3. Solemn declaration for travel expense claims in PDF ("paper-bases claims")
A solemn declaration must be attached to all travel expense claims in PDF (“paper-based claims”) where an expense item is not documented with documents. A link to the solemn declaration can be found below in section 4.
If the expense is more than 100 DKK, further explanation must be attached.
If the expense is more than DKK 1,000, both an explanation and a bank receipt documenting the amount must be attached.
4. Link
Download a Solemn Declaration.
Last revised on: 19-12-2024
Responsible department: Financial Services - Accounting Office
Responsible employee: Jens V. Kierkegaard
Ændret sidst: 19-12-2024
Ansvarlig afdeling: Økonomiservice - Regnskab
Ansvarlig medarbejder: Jens V. Kierkegaard