Before any journey, you must always obtain approval from the budget authority – typically your research group leader, project manager, or department head.
Once you have booked a trip, please send an email to the DBM finance team with the following information:
- Purpose of the trip (including the name of the event, dates, and location)
- Relevant documentation (e.g., program, invitation, meeting confirmation, or similar)
- Attach receipts if possible.
- Approval from your research group leader, project manager, or department head.
- Specify which budget covers the expense (analysis number, project number, or cost center?). If in doubt, your research group leader, project manager, or the finance team can assist.
- All attached documents must be in PDF format.
SDU encourages the use of public transportation as much as possible.
SDU has several procurement agreements ("SKI agreements"). These agreements stipulate, for example, that we must always book flights through CWT. We are only allowed to deviate from this if CWT cannot provide the desired service or if, for example, you have accompanying family members (CWT solely manages travel for SDU employees) – and this requires special prior approval from the dean.
It is therefore NOT permitted to book flights through other providers, even if it may appear cheaper. Flights should always be booked as early as possible, as the price will be lowest, and always in economy class.
To be set up in CWT, please contact the DBM finance team with the following information:
- Full name (as stated in your passport)
- Mobile number + country code if the phone number is foreign
- Organizational unit
After setup, you will receive an email with instructions for activating your myCWT account (https://travel.mycwt.com/login).
Flights always depart to/from Denmark. If you wish to depart/arrive from/to another country, this requires special approval from the head of department.
You should always book online if possible. Booking via phone and email incurs a fee.
Please note that any changes after booking also incur a fee.
If you require technical support, you can contact CWT at txcare@mycwt.com or by phone at +45 33 63 77 77 – press 2 for technical support.
If you need assistance with booking a trip, you can contact CWT at staten.dk@contactcwt.com or by phone at +45 33 63 77 77 – press 1 for business travel.
If you require urgent assistance outside of opening hours, you can contact CWT at +44 20 3353 0952. A call to the 24-hour service center may incur additional charges.
Read more about flights and regulations here.
Read more about CWT here.
SDU encourages the extensive use of public transportation.
As an employee, you can book your train ticket as either a standard ticket (where the time can be changed) or an orange ticket (which is cheaper, but where the time cannot be changed). You can also be reimbursed for the price of a seat reservation if necessary. Light rail transportation is included with standard tickets.
The DBM finance team can set you up in the DSB system so that you can easily book tickets using the DSB app and even get SDU's discount. Simply log in to the app with your SDU email and the provided password, book your ticket, note the purpose of the trip in the comment section, and select "invoice" at checkout.
For all trips (with luggage in hand), the entire journey from home address to the hotel destination is covered.
In connection with meetings and similar events (without luggage in hand), please note that if you normally take the train to/from work, you can only be reimbursed for your additional expenses. That means if, for example, you live in Nyborg and work in Odense, and you take the train every day, this route is your private expense, which you must cover yourself. If you then suddenly need to attend a meeting in Aarhus, you will only be able to get reimbursed for the train ticket from Odense to Aarhus, as this is your additional expense.
Due to the above, it is important that you inform us about how you normally commute to/from work.
Read more about train travel and its regulations here.
SDU encourages the extensive use of public transportation. This means that, as a general rule, you will be reimbursed for the cost of the cheapest public transportation option where feasible, even if you have chosen to drive your own car. If you have driven your own car but receive reimbursement for the cheapest train ticket, this will exclude the seat reservation.
If you have driven your own car, always remember to provide the vehicle's registration number.
You can only receive reimbursement for mileage if it is your own, your spouse's, or your partner's car (if you share finances) that has been used.
In special cases, department heads can grant permission to receive mileage reimbursement if it is deemed more practical and economical for SDU to use your own car. This permission must be sought in advance before the trip begins.
If you wish to apply for mileage reimbursement, this should be arranged with the DBM finance team before the trip begins.
In connection with meetings and similar events, please note that when driving your own car, your regular commute to/from work will always be deducted if you normally drive. Therefore, you will only be eligible for reimbursement of your additional expenses. In practice, this means that if you typically commute 20 km each way to and from work, these 2x20 km will be considered your personal transportation expenses. If, instead, you attend a course where you must drive 50 km each way, you will not be eligible for mileage reimbursement for the full 100 km, but only for the additional 60 km, as the remaining 40 km constitute your regular personal transportation expenses.
Due to the above, it is important that you inform us about your usual commute to/from work.
Read more about driving your own car here.
SDU covers the costs of taxi travel when it is deemed necessary for completing a journey. If you have an SDU credit card, we receive a discount with Dantaxi. You may use a taxi in the following situations:
- If you have been or are about to embark on an overnight trip and are carrying luggage (suitcase).
- If public transportation is not available (e.g., during very early or late departures).
SDU does not cover expenses for transportation with Uber, GoMore, Lyft, and similar carpooling and ride-sharing services in Denmark.
For transportation abroad, SDU encourages all employees to use authorized taxi companies for their own safety. If a ride-sharing service such as Uber, GoMore, or Lyft is used, it is at the employee's own risk.
Read more about taxis here.
SDU encourages booking hotels through CWT, but this is not a requirement. Hotels can also be booked directly with the hotel.
You must adhere to the applicable hotel accommodation allowance – meaning, the maximum cost for one night's stay should not exceed the following amounts in the respective countries:
- Denmark: 1,448 DKK
- Belgium: 179 EUR equivalent to 1,334 DKK
- Canada: 372 CAD equivalent to 1,893 DKK + tax
- Finland: 150 EUR equivalent to 1,118 DKK
- France: 196 EUR equivalent to 1,461 DKK
- Greece: 109 EUR equivalent to 812 DKK
- Netherlands: 174 EUR equivalent to 1,297 DKK
- Ireland: 189 EUR equivalent to 1,409 DKK
- Iceland: 35,721 ISK equivalent to 1,775 DKK
- Italy: 151 EUR equivalent to 1,126 DKK
- Luxembourg: 178 EUR equivalent to 1,327 DKK
- Norway: 1,955 NOK equivalent to 1,292 DKK
- Portugal: 146 EUR equivalent to 1,088 DKK
- Switzerland: 250 CHF equivalent to 2,005 DKK
- Spain: 159 EUR equivalent to 1,185 DKK
- United Kingdom: 185 GBP equivalent to 1,589 DKK
- Sweden: 1,884 SEK equivalent to 1,270 DKK
- Germany: 143 EUR equivalent to 1,066 DKK
- USA (NY + Washington): 341 USD equivalent to 2,298 DKK + tax
- USA (other): 211 USD equivalent to 1,422 DKK + tax
- Austria: 135 EUR equivalent to 910 DKK
If your travel destination is not listed, please find a comparable country.
If it is not possible to find accommodation within this maximum amount, you can apply for an exemption from the budget authority (research group leader, project manager, or head of department).
It is also allowed to book Airbnb, vacation homes, or apartments as long as the accommodation allowance is not exceeded.
Hotels abroad are not invoiced but settled at the hotel. Always ensure you receive a detailed receipt, as this will need to be settled in zExpense afterwards.
All Danish hotels must be settled via electronic invoice. Always provide the EAN number 5798000423268 in advance in connection with booking. Also, ensure your name is noted on the invoice.
Read more about hotels and accommodation here.
If you are on a business trip with an overnight stay lasting at least 24 hours, you have the option to apply for allowances. Allowances amount to 555 DKK per day in most countries. Allowances should cover local transportation during your stay, meals, a newspaper, and other similar incidental expenses.
You can also choose to apply for percentage reimbursement. Here, you will receive a smaller amount but can, in turn, be reimbursed for your actual extra expenses for items such as local transportation, meals, etc., during your stay. However, this requires attaching receipts for all purchases.
Allowances should be applied for in zExpense, along with the other expenses of the trip. Always remember to specify which meals you have been offered during your stay (e.g., if breakfast was offered at the hotel and perhaps lunch at the conference).
Read more about zExpense here and here.
If you have guests visiting, and DBM is to cover their expenses, the same rules apply as for employees at SDU.
If the guest has a Danish CPR number and a NemKonto, the guest must settle via zExpense. However, if the guest is from abroad and does not have a CPR number or NemKonto, a form must be filled out, receipts for travel expenses must be attached, and everything must be submitted to the DBM finance team.
Always make the guest aware of applicable travel rules – for example, that economy class flights are always booked. Also, always ensure to book hotels in Denmark for our guests, as this is the only way we can utilize SDU's discount schemes. The group coordinator can assist with this.
Read more about Reimbursement - Best Practice
Get the Reimbursement Form here.
SDU's employees are insured in accordance with the state's self-insurance rules. All SDU employees traveling abroad for SDU are automatically covered by SDU through Europæiske Rejseforsikring A/S (Europæiske ERV).
Insurance cards for use during trips abroad can be obtained by contacting the Travel Office. Supplementary insurance or alternative insurance policies may not be taken out.
Read more about travel insurance here.
Read more about SDU credit card here.
Find the application form here.
If you cannot find the information on DBM's SDUnet page, please look at SDUnet here.
For any queries, please contact the DBM financial team for further information or assistance.