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Travels and transport

If you have travelled in Denmark or abroad in connection with your work at SDU, you must be able to document your expenses thoroughly in order to be reimbursed.

Don't forget documentation

Thorough documentation is key when reporting expenses and costs related to travelling. The better you document, the easier and faster you can get reimbursed for your expenses.

Read the documentation requirements.

Remember

  • Always get a receipt.
  • Use the comment track when registering in zExpense.
  • Write too much rather than too little when recording in zExpense (for audit purposes).

If you have any questions about documentation or the zExpense system, please contact your local finance administrator.

Illustration of a document

Report expenses

zExpense


zExpense is the system, you  use to report your expenses.

How to use zExpense for travel and expense reports

How to book

  • Before travelling, consider whether the travel is necessary or can be replaced by a virtual meeting.

    If the travel is necessary, choose the most climate-friendly mode of transport, i.e. public transport in the form of bus or train. Prioritise carpooling if travelling by car is more appropriate.

    • Trains are generally a suitable mode of travel. You can buy train tickets in several ways, so check with your section/unit if you have a preferred method before you buy.

      Read the rules for travelling by train

    • Use public transport as far as possible. If a car is most convenient and economical for SDU, try to carpool.

      Here you will find information about:

      • travelling in your own car
      • car hire
      • SDU cars in the Central Administration
      • distances between campuses
      • payment for bridges.
       
      Read the rules for travelling by car

    • Use public transport as much as possible. Car sharing expenses can be covered when it is deemed appropriate for your journey. SDU does not cover the cost of car hire from family or friends in Denmark or abroad.

      Read about the rules for car sharing

    • Consider using a more climate-friendly mode of travel and avoid flying domestically in Denmark.  If you are travelling by plane, book through SDU's travel agency CWT.

      Read the rules for travelling by plane

    • Use public transport as much as possible. You can get taxi expenses covered when it is deemed appropriate for your journey.

      Read the rules for travelling by taxi

  • You can book accommodation in several ways, but you must keep the price below a fixed amount called the hotel room rate.

    Read more about: 

    • hotel booking in Denmark
    • hotel booking abroad
    • Airbnb
    • Accommodation allowance for private accommodation.
    Read about the rules for accommodation

  • If you are travelling on a work-related trip by plane, you must book via SDU's travel agency CWT, and you can also book hotels via CWT, train travel, car rental, ferry etc. You book online via their booking system.

    Read how to book via CWT


The Travel Office

  • Campusvej 55
  • Odense - 5320
  • Phone: +4565502020

Last Updated 25.06.2025