Requirements for travel appendices

SDU has several formal requirements regarding travel and entertainment expenses, i.e. expenses posted on the following general ledger accounts:

• 221000
• 221001
• 222010
• 222020

The requirements for receipts also apply if suppliers to SDU (e.g. universities) re-invoice travel and entertainment costs.

• 221000: Travels and transportation + 221001: Travel reimbursement

  1. Requirements for description of participants/recipients: Full name of all travellers and the name of the traveller's department/organisation if the traveller does not belong to the cost centre where the expense is booked.
  2. Requirements for description of reason/purpose: It is not enough to write "meeting", "seminar", "censorship", "fieldwork" or the name of a person visited. It must be written e.g. "Meeting of the universities' expert group on VAT and taxes". It is not enough to insert a link to the conference website.
  3. Requirements for information about dates/times: Date of departure and return (if the information is not included in the invoice/attachment).
  4. Maximum amount:
     See SDU's circular on work-related trips..
     See ‘Medarbejder- og Kompetencestyrelsens’ rules on hotel allowances (in Danish).
     
     

  Special requirements for travelling abroad

  When travelling abroad, documentation of the purpose and duration of the event must be attached.

  The documentation can, for example, be an attachment of the programme. If there is no programme for the event at the time the expense is incurred, you can instead attach an invitation or email correspondence about the agreed event/meeting as a PDF or Word attachment.

  If there is no written documentation of purpose and duration, you must instead write a comprehensive description of purpose and duration in a note to the invoice/travel reimbursement.

  Special requirements when driving your own car

  Please provide the jourey route with the name, address, and city of the starting and ending point, as well as any intermediate destinations. The registration number of the car must be provided.

  Requirements when travelling by train in Denmark

  We accept that SDU travellers by train in Denmark describe the purpose of the train journey in less detail than if travelling by plane, private car, company car, or taxi. This is because there is less financial risk when travelling by train and when purchasing on DSB's app, it is only possible to enter 80 characters in the "Add note" field. Always include the city, destination/meeting point, and the names of any fellow travellers. If the traveller does not describe the purpose of the journey in the DSB app, the organisational unit must ensure that the information about the train journey is entered in an excel sheet or word file that is uploaded to the ERP system.

  Subsequent attachment of documentation

  It is possible to attach documentation in ERP after the ERP finance employee and the authorizing employee have processed the invoice and the invoice has been paid. The attachment can be made by the ERP finance staff.

  Employees in the Travel Office can attach additional documentation to settlements in zExpense, even after the settlement has been finalised in the Travel Office.

  When the department processes an invoice or travel reimbursement for a trip abroad, the documentation (e.g. programme or invitation) that is available at the time of processing must be attached. You should not subsequently attach additional documentation in ERP, even if you later receive a more detailed programme.

  When using Rejsekort Erhverv, you must subsequently attach documentation in ERP. Read more about travelling by train and Rejsekort Erhverv here..

  Circulars

  Circular on work-related trips

• 222010: Restaurant visits

  1. Requirements for description of participants/recipients: Full name and organisation of all participants. The number of participants must match the number of envelopes on the catering bill. Explain the reason for any deviation (full names of any cancellations).
  2. Requirements for description of occasion/purpose: The purpose of the dinner must be stated. It is not enough to write meeting.
  3. Requirements for information about dates/times: Date of restaurant visit (information must be added if it does not appear on the invoice/voucher).
  4. Maximum amount: DKK 800 incl. VAT per participant.
     
     

  Additional information

  The general ledger account relates to external catering (outside SDU). Food and drinks from Alsion canteen are also considered external catering.

  Circulars

  SDU's internal circular on hospitality dinners, receptions, and gifts.

• 222020: Gifts

  1. Requirements for description of participants/recipients: Full name and organisation of gift recipient.
  2. Requirements for description of occasion/purpose: Must be stated on all gifts.
  3. Requirements for information about dates/times: Date of gift giving (information must be added if not stated on the invoice/voucher).
  4. Maximum amount: 
     DKK 500 incl. VAT per gift.
     DKK 5,000 incl. VAT for prizes in connection with competitions.
     
     

  Gifts to SDU employees

  Read the rules for when SDU gives gifts to employees in SDU's internal circular on hospitality dinners, receptions, and gifts. Gifts in the form of cash or gift vouchers are not allowed.

  Circulars

  SDU's internal circular on hospitality dinners, receptions, and gifts..

  Circular on SDU's distribution of prizes in connection with competitions.