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Expence coverage practice

Expense Coverage Practice

Purpose

In connection with travels and courses, requests for grants to cover a wide range of costs are submitted to the Department and/or the project owner (member of academic staff). The purpose of the guidelines is to establish a practice for coverage of expenses that are not fully regulated by existing rules (e.g. state travel rules).

Examples of expenses:

  • Per diem
  • The costs of shipment of extra luggage in connection with longer stays abroad
  • Telephone expenses in connection with longer stays abroad

Tenured academic staff and postdoc scholars with own funding

typically pay for travel expenses with project funding/annual grants and administer this according to the rules. In connection with the coverage of travels granted by the Department, the Department covers only the costs that were applied for, meaning that it is not possible to apply for per diem subsequently as all expenses must be covered from the travel grant, which is transferred to the applicant's annual grant. The Department do not cover per diem in connection with travel that is not granted by the Department.

Technical and administrative staff (TAP)

In connection with the coverage of travels granted by the Department, the Department covers only the costs applied for and granted. Per diem must be applied for.

PhD

PhD fellows are not entitled to per diem in connection with travel and stays abroad cf. Ph.D.-studerende - Løn (§10)

It is possible to deviate from the rule. In general, the expenses will follow the payroll costs and be charged from the grant that finanses the employee.

The Department's policy is to let the grant holder decide whether per diem can be paid. However, the Department recommends that an amount based on specific expenses (e.g. housing expenses) is agreed, which cf. the rules must constitute a maximum of the official per diem.

The Department recommends that other expenses in connection with travel such as increased telephone expenses, shipment of extra luggage etc. are paid by the PhD annual grant. The grant recipient (member of academic staff) may also cover the charges but the total amount must not exceed the costs corresponding to the per diem.

Post docs finansed by other grant holders

A post doc is entitled to per diem in connection with travel and stays abroad. The expenses will in general follow the payroll costs and be charged from the grant on which the person is employed.

*Please note that there are no per diem for travels lasting less than 24 hours - expenses are covered in accordance with the payment vouchers.

Documentation, set of rules

Ph.d. studerende, løn (in Danish)

Rejseregler (AU Rejsegruppen)

The guideline was approved by the Department Head after presentation to the Departmental Forum

Date: xx-xx-xxxx

 

 

 

6519 / i30