All documentation and notes must be written or uploaded via the system, not sent via email.
If not uploaded or noted, your reimbursement will be rejected. The financial team gets a note every time you send a zExpense, no need to write an email with information.
To document the purpose of the trip you need to upload an agenda, a program, an invitation or mail correspondence for the entire stay with date, purpose, people etc.
If you don’t have a final program, you can attach a preliminary program, info from the conference webpage or an invitation. If you don´t have it for a trip in Denmark, then leave it out and maybe write it in the comment field.
Please do not insert links. Always attach everything in PDF form, Word or picture. A link may become too old and if The National Audit Office of Denmark (Rigsrevisionen) wishes to look at your trip at the end of the year, then the information must be available and attached.
You must upload a receipt or documentation for each expense you want reimbursement for. The documentation needs to be legible, and should include legible information on price, date and travel route. It´s important that it´s clear that the receipt you upload has been paid. A booking confirmation is not enough, and unless it clearly states, that a payment has been made, it´s necessary with a payment confirmation e.g. a bank statement.
The following types of appendixes can be approved as documentation:
- Invoices
- Bills
- Reciepts regarding payment on the internet
- Tickets
- Cash reciepts, taxi reciepts or likewise
The following types of appendixes cannot be approved as documentation:
- Proforma invoices
- Order confirmations
- Slips
- Travelplans
- Bank transfers
- Reciepts on anything else other that payment (E.g reciepts regarding ordering, order confirmations and likewise)
- Card reciepts
- Credit card payments (including collection invoices e.g. Eurocard and Diners Club)
Title on the documentation for uploaded.
The tittle must be clear and tell want you uploaded. Could be “Train tickets”, “Bilka receipt”, “Program”, Conference fee” or similar.
Lost receipt.
If you lost receipt you can fill out a Solemn Declaration.
Link to the form here
Travel by public transportation.
You much upload the transport tickets and write to and from.
Meetings outside SDU and restaurant visits.
You should include information on purpose, who participated and which organization they represent. Meals at restaurants (lunches and dinners) may cost a maximum of DKK 700 per participant incl. VAT. You must upload the receipt saying you have paid and what you have paid for.
Read about Circular on entertainment dinners, receptions and gifts
Read about Agreement with restaurants
Travel by your own car.
How you get to work is always on your one expense. If you have received an approval to drive in your own car, you can only get reimbursed the additional cost. You must upload approval from Professor & Head of department Dannie Kjeldgaard, or documentation for the price of public transport. Fill out the millage expense.
Payment.
Information on who will be paying for the cost e.g. your research group, one of DBM´s accounts, study trip committee grant, PhD account, project number etc. should be included in the reimbursement.
If it is your research group or DBM who is paying, please include documentation from your research group leader/Dannie Kjeldgaard, or a secretary approving payment if necessary. If in doubt check with your research group leader which is appropriate according to agreement.
Analyse number and project number.
If you don´t know your number, you can ask the financial team.
- CCC group account 41521
- IBE group account 41522
- Map group account 41523
- SOD group account 41524
- C*I2M group account 41525
- ACCT group account 41526
- FIN group account 41527
If you have any queries, please contact the financial team for more information or help.