SET LANGUAGE

You can change the language in zExpense by clicking on your name in the top right corner.

• Choose ”Privatindstillinger / Private settings”
• Tap page ”Lokale / Locals”
• Select language at ”Sprog / Language”
• And click ”Gem / Save”

If you have any queries, please contact the financial team for more information or help.

All expenses must be documented.

All documentation must be uploaded in PDF format.

If it is an email that needs to be converted to PDF, it is important to open the email completely before converting it to PDF. If the email is PDFed from the inbox overview will cause errors in zExpense.

Please make a clear tittle – could be “Train tickets”, “Program”, “Conference fee”, “Approval” or similar.

Please insert the following documentation in the header:

1. Program, invitation, agenda or similar - documenting the event with time and place.
2. Approval from the person responsible for the budget - typically research group leader, project manager, or Head of Department.

To add attachments in the header: Browse, attach files, save.

Valid documentation:

• Paid invoices and bills
• Receipts regarding payment on the internet
• Tickets
• Till receipts, taxi receipts, etc.
• Not valid documentation:

• Proforma invoices
• Order confirmations
• Travelplans
• Bank transfers
• Card receipts and credit card payments (e.g. Eurocard and Diners Club)

The following types of appendixes cannot be approved as documentation:

• Proforma invoices.
• Order confirmations
• Booking confirmations
• Slips Travelplans
• Bank transfers

Also, always write the purpose of the purchase - preferably in the “Comments” box at the bottom or in “Description (detailet)” in the top.

Sworn statement

If you are unfortunate enough to lose a receipt that cannot be recovered, a Sworn statement can be used.

However, please note that this should only be used in extreme emergencies and only when all other options have been exhausted.

The sworn statement in the header must not be used. Instead, use the sworn statement in the line for the relevant expense.

If you have any queries, please contact the financial team for more information or help.

Expenses:

• Date: Always select the day of your expense, not the date when you make the reimbursement.
• Category: Select the right type from the drop-down menu.
• Note: When attaching train, taxi and bus receipts, always write where you have travelled from/to - e.g. "from airport to hotel".
• Currency Amount: Amount of the expense.
• Currency: Defaults to DKK but can be changed in the drop-down menu.
• Dimensions: Always choose “[Use from settlement: ]”.
• Save.

It is always possible to delete an expense by tapping the red cross on the right side.

It is also always possible to correct an expense by tapping the pen and paper symbol on the right side.

You must always upload a receipt or other valid documentation for each expense you wish to be reimbursed for. The documentation must be legible and include clear details on the price and date. It is important that the uploaded receipt clearly shows that the payment has been made. A booking confirmation alone is not sufficient—unless it explicitly states that payment has been completed, a separate payment confirmation, such as a bank statement, is required.

Mileage (only for travel settlements):

It is always possible for you to choose to drive your own car. However, you can generally only be reimbursed for the cost of the cheapest public transport.

In exceptional cases, the Head of Department may grant a extraordinary permission to apply for mileage reimbursement.

If you drive your own car but are reimbursed for the cheapest public transport, you:

• Add a line at “Expenses”.
• Select the category “Mileage Reimbursement”.
• Write a note: "Travelled in own car, but seeking reimbursement for cheapest public transport” + add your car´s registration number.
• Check on DSB's website what the cheapest standard ticket costs and attach a clip from the website as documentation.

Mileage reimbursement with extraordinary permission:

If you have been authorized to apply for mileage reimbursement before your trip, please fill in the fields under Mileage.

• Date (always select the day of your travel, not the date when you make the reimbursement).
• Location from and to.
• Vehicle license plate.
• Note - if necessary.
• Dimensions: Always choose “[Use from settlement: ]”.
• Create return route – if necessary.
• Save.

The distance will be calculated automatically.

Always remember to deduct the number of kilometers from your home address if you normally drive to work. You do this by checking the box.

You can only get mileage reimbursement if you drive your own or your partner´s car (if you both contribute to the cost of the car).

Allowances:

You can apply for reimbursement if your journey lasts more than 24 hours.

The allowance covers food and various small necessities during your stay e.g. a cup of coffee to go, and local transport costs during your stay. This means that SDU covers the transport from your home to your hotel and back again (travel with luggage in hand), while it is the allowances that will cover your local transportation costs during your stay. 

If you participate in fully catered activities, you cannot apply for allowances.

When applying for allowances, you need to decide how you want to do it. You have two options.

1. You can apply for a full allowances. This means you don't need to save receipts for a cup of coffee, a burger, a soft drink and a sandwich, for example. Instead, you'll receive approximately 555 DKK (the amount varies slightly from country to country), and you're free to buy meals for this amount.

2. You save all your receipts and choose to apply for a percentage refund instead. This will give you a smaller amount (in Denmark around DKK 150) - in return, you can get reimbursed for all small amounts, e.g. when buying a burger, a soft drink, etc.

In most cases, it is best for the traveler to apply for full allowances.

What to fill in - under Allowances:

• Country: The amount of allowances varies from country to country, so be sure to select the country you are travelling to.
• City
• Note: If necessary
• Duration: Defaults dates from the header.
• Dimensions: Always choose “[Use from settlement: ]”.
• Paid meals: Remember to deduct meals included in the program or hotel costs.

It´s very important that date, time, location is correct and if there are any deviations, please write an explanation.