Travel Guidelines
If you travel and/or participate in conferences a budget must be elaborated by the researcher and approved by Tabitha Guldberg Andersen (tabian@sam.sdu.dk).
Please use this budget form.
Staff is not allowed to book flights and hotels or pay conference fees before the budget has been approved.
If your travel is a PhD research stay abroad, find more information here.
At SDU we use a system called zExpense for reimbursement of expenses. If you are entitled to reimbursement, please claim your outlay through zExpense. Evelyne Black Petersen is our expert in zExpence and will be able to support you if necessary. The deadline for claiming reimbursement of costs related to travelling (via zExpence) is no later than 1 month after return from your travels. If the travel reimbursement is not submitted timely, you cannot expect to get reimbursed.
You can find more information about zExpense here.
In case a solemn declaration form is needed:
All flights must be bought in CWT. Hotels must be bought through CWT except if other agreements have been approved in the budget.
You can see an overview of hotel prices here: hotel prices 2024.
The daily allowance is DKK 494 in Denmark and DKK 574 abroad.
You can read more about the rules for allowances and meals here.
If you are travelling for work-related meetings, conferences etc. by train within Denmark, it is possible to get a business agreement with the Danish railway company, DSB (DSB Erhverv).
If you would like a business agreement for DSB, please send an email to Evelyne Black Pedersen (ebp@sam.sdu.dk) with your name, email address (and your mobile phone number, if you want to use the app). Evelyne will add you in the system and help you sign in for the first time.
With the DSB business agreement, you can book train tickets without having to pay for the ticket yourself. When booking a train ticket with the DSB Work Plus, please state the purpose of your trip and the location of the meeting, conference etc. in the comments box (ORDREBEMÆRKNING).
The DSB business agreement may only be used for work-related events at external locations and may not be used for traveling/commuting between your home address and your ordinary workplace.
Sønderborg
It has been decided that members of faculty who are teaching in Sønderborg can drive their own carto Sønderborg and back when they teach (as an alternative to the train). The starting point of their journey must be their workplace (SDU). If this option is chosen, then the department will reimburse you an amount equivalent to the cost of a train ticket. More details below:
- It is not necessary to ask for permission if you follow these guidelines;
- You are only allowed to drive in your own car;
- In zExpense your expense must be registered as "Tax information (Box 48)"/"Udtræk til skat (Felt 48)";
- Documentation attached to zExpense: a screenshot from DSB stating the price of a ticket and a comment about why you took the car;
- Remember to write the registration number of your car and the from-to addresses.
As of 1st of November, SDU allows outside of Denmark the use of Uber, GoMore, Lyft and other similar carpooling and car sharing schemes.
SDU still encourages employees to use authorized taxi companies for their own safety. Hence, if you choose to use Uber, GoMore or other, it is at your own risk.
In Denmark, only authorized taxi companies are covered. SDU has an agreement with DanTaxi.
For more information ask Tabitha Guldberg Andersen.
Private holiday – same destination as the SDU-related activity:
- SDU will only approve the combination of private holiday if the costs for air and train tickets are equal to or less than had the trip solely been work-related. In other words, the overall travel expenditure, including both work-related travel and private holiday, cannot exceed the amount used if the employee was only on a work-related trip.
- SDU covers the expenses for accommodation and meals during SDU-related activities only. No expenses will be covered during the holiday period.
- The holiday period must be registered via HCM.
- The employee is responsible for documenting the travel costs without private holidays involved. In other words, employees must provide evidence that the price of the combined work/holiday trip does not exceed the price of the work-related trip alone. This documentation must be submitted together with the budget request.
Example: Rose is going solely to a conference in Milano in October, the total transport price is DKK 2.000. She then wishes to stay a week longer, including this week the transport price remains DKK 2.000, hence it is approved.
Private holiday – not at the same destination as the SDU-related activity (changing the start- or end destination):
In principle the start and end destination should always be Odense, SDU highly recommends maintaining this.
- It is possible to request starting or ending at a different destination than where your work-related activity is located. In this case, you cannot use SDU’s travel agency, SDU-issued credit cards, or invoice SDU for the part of the trips not related to Odense.
- SDU employees can get their transport costs reimbursed for the amount that it would cost had the employee not changed the start or end destination (being Odense). This can be done through SDU’s reimbursement claim zExpense.
- It is the employee’s responsibility to submit all necessary documentation together with the budget request.
Example: Mark goes to a conference in London. A return ticket to London costs DKK 3,000. However, instead of a return ticket, he buys a one-way ticket from CWT from Copenhagen to London because he plans to visit Newcastle for the holidays. Mark pays for the trip from London to Newcastle and from Newcastle to Denmark. SDU pays, via CWT, the ticket form Copenhagen to London, and reimburses Mark DKK 1.500, equivalent to the price of the one-way ticket London to Copenhagen. (Total expenses for SDU cannot exceed DKK 3.000).