SDU's travel agency CWT

Once you have booked a trip via CWT, CWT will send an email with a copy of the invoice to the distributor for the EAN number associated with the relevant SDU account at CWT.

Find the distributor in the list of EAN numbers.

You do not need to send the invoice to the creditors department, it is for your information only. SDU receives an ordinary electronic invoice which is processed in the normal way by the unit's financial officer and the accountant.

Paying for hotels

CWT does not issue invoices for hotel stays. Therefore, please note the following regarding payment of hotel stays:  

By clicking on "My travel tools" on the right-hand side of the myCWT page, you will find training films about online bookings.

Preferably, buy tickets via CWT's online booking system as it is significantly cheaper than booking by phone or email.

The fee for buying tickets via the online portal is DKK 20,58 per ticket.

The fee for ordering tickets by phone or email is per ticket:

Other prices and fees in the agreement with CWT:

All amounts are ex. VAT.

A price guarantee is built into the agreement between CWT and the government, which SDU has signed up to.

How to make use of the price guarantee

If you find examples of prices where CWT is not competitive, you must email the example to CWT as soon as possible with screenshots and time of search. Send the email to txcare.dk@mycwt.com and write PRISTJEK in the subject line. CWT will check and make the price comparison as soon as possible and get back to you.

The price guarantee is mentioned in section 2.18.3 of the requirements specification, which can be found under "Relevant documents".

Agreement text about the price guarantee

2.18.3 (K)

The Supplier must provide a price guarantee offering the Customer a refund of the Fee paid by the Customer for the Supplier's Service and the price difference between the price offered by the Supplier and the lower price that the Traveller/User has found for third-party services. In accordance with the provisions of the joint government hotel agreement and SKI's Air Travel Agreement applicable from time to time, Government Customers will only be able to use hotels under the joint government hotel agreement and flight routes under SKI's Air Travel Agreement for the price comparison.

The Price Guarantee applies to all Tickets and only the prize for the Ticket itself, i.e. without Fee to the Supplier.

The Price Guarantee requires that the Traveller/User can document the lower price, e.g. by providing or copying a website or joint government agreement, as well as the date and time on which the price comparison is based, and that the Tickets are identical in terms of:

• Date of travel
• Departure and arrival times and route when travelling by air, ferry and train
• Class/category of service
• Ticket rules and conditions

The price guarantee only includes publicly available prices.

Airlines on the SKI agreement

• Air France
• Emirates
• Icelandair
• Norwegian Airlines
• KLM
• SAS
• Lot Polish Airlines.

You cannot order tickets for travelling companions via CWT, because they may not be included in SDU's financial system. CWT is aware of this.

Instead, you can book tickets for the family members separately and then try to find contiguous seats at check-in (typically 22 hours before departure).

CWT mails bank statements to the distributor in the relevant unit at SDU. Similarly with the first reminder.

If there is a need for a second reminder, CWT sends this to the creditor department at SDU.

Search invoice in ØSS

When you want to check in the financial system ØSS for an invoice from CWT that appears on a bank statement or reminder, you must always search with % before and after the invoice number before asking CWT to send it again. CWT cannot resend the same voucher number, so text will be added in front of the voucher number when the new one is resent. Therefore, search with % before and behind the number to see if the invoice is already in ØSS - only with text in front of the number.

If there is an invoice that SDU has not received from CWT, please contact CWT's accounts receivable department by email debitor@mycwt.com.

If SDU receives the same invoice from CWT several times, you will not receive a credit note on the double invoice. Instead, write to the creditor department at SDU at 4600@sdu.dk and ask for the invoice in question to be cancelled. Please include a screenshot showing both invoice numbers.