New user in myCWT

Only the SDU Travel Office can create new profiles for SDU staff in CWT.

If you need a new profile, copy the table below to an email and fill in. Send the email to rejser@sdu.dk and write "New user at CWT" in the subject field.

Once the Travel Office has created the new profile, you need to activate it in myCWT. Follow the "Activate your account in myCWT" guide below.

Guest profiles in myCWT for external partners (i.e. people who are not employed at SDU) are created by an employee at your institute, faculty administration or organisational unit who has a profile and can book travel for others. When creating an external user in myCWT, the person responsible for the registration must have the following information about the new user:

• First name and middle name as per passport
• Last name as per passport
• Mr., Mrs. or Miss
• E-mail
• Mobile number incl. country code and country
• Organisational unit at SDU
• The unit's 5-digit customer number at CWT

External partners can also be registered in myCWT through SDU’s Travel Office. To create a new profile, please copy the table below into an email, fill it out, and send it to rejser@sdu.dk. Please use the subject line: "New user for CWT". The email must be sent to the Travel Office by an SDU employee.

Individuals with a guest profile cannot log in to myCWT to book a trip themselves. The trip must be booked by an SDU employee, who has the role as a travel organizer in myCWT.

Guest profiles are automatically deleted in the booking system after 6 months.

How to activate your myCWT-account:

1. Go to myCWT and click Activate your account (just above the email/username field).
2. Enter your SDU email address on the next screen.
3. You will receive an email from CWT (donotreply.account@mycwt.com) with the subject line "Welcome to myCWT - please verify your e-mail address". Click the link in the email to verify your email and complete the activation of your account.

As part of this process, you will need to create a login with a password. Remember your password for future access to myCWT.

If you instead receive an email with the subject "We couldn't find your myCWT account", your profile has not been created in the system beforehand. In that case, follow the instructions above in "Create profile for SDU staff".

Before booking a trip with CWT, you need to fill in your travel profile.

Here's how to fill in your travel profile:

1. Activate your myCWT account, go to myCWT and click on My profile/My travel profile in the top right corner.
2. Save information by pressing Submit changes each time you switch to a new tab.
3. Fill in all information accurately and correctly. The name must match your passport to avoid the risk of security issues and/or denied boarding.
4. Dates must be entered month-date-year.
5. Check that the cost centre and/or EAN number is correct.
6. Add credit card details to pay rental cars and guarantee hotel reservations.
7. Add credit card number to guarantee hotel reservations and payment for rental car bookings.
   
   • New to the CWT agreement is that CWT does not invoice for hotels. If you book a hotel stay in Denmark, you will receive an invoice from the hotel if you have provided your EAN number when booking. If the EAN number is not provided at the time of booking, the traveller will be asked for payment upon departure.
   • Some employees have an SDU Eurocard (credit card with company liability) that can be entered.
   • If a hotel is booked abroad, the credit card must be used for payment, i.e. it must be made as an expense.
   • If expenses are paid by credit card, the money will be refunded afterwards via a zExpense settlement.
   • Fees for booking through CWT are charged separately on the invoice from CWT.
8. Click "Submit changes" to save your updates.

Your profile saves important data including your contact details, credit card details and passport information for fast and correct travel booking.

You can edit the pre-printed information, and it is important that you fill in the blanks.

A correctly completed profile saves time when booking, as your travel preferences are automatically applied, which increases booking accuracy and consistency.

Get help to update your profile.

See useful tips and answers for myCWT.