Travel

Travel booking, expense reimbursement, AU credit card

Travel & expense reimbursement
Guidelines for travel coverage (Danish)
Carlson Wagonlit Travel login
Contact CWT's travel agents:
Tlf.: +45 33 63 77 44
Email: au.dk@contactcwt.com
AU credit card
Credit cards may be issued to all of the university’s full-time staff (staff with a weekly number of hours of 18.5 or more), including PhD students who have a regular need for the use of such a card. The credit card can be used as a method of payment for official expenses during travel, for smaller purchases (expenses) on behalf of the university where electronic invoicing of suppliers is not possible, and for special purchases on the Internet..
You apply personally for a credit card by clicking on APPLY FOR A NEW CREDIT CARD. From here you click on the orange link in the upper right corner of the page. When you have filled in the information required, your application is automatically forwarded to the designated approver of the Department.

Guidelines for travel applications

The Travel Account can be applied for funding of travels in regard to courses, degree programmes and congresses mainly abroad.
The Travel Account can be applied for by the following categories of academic staff employed at the Department of Biomedicine including externally funded staff: postdocs, assistant professors, associate professors, professors.

Expense coverage practice (VIP, TAP)

Preparing application and prioritisation criteria

The application form must be used and all fields must be filled in. Detailed documentation must be submitted along with the application.
Submit the applications in either a paper copy to the Department secretariat or (preferably) as 1 coherent pdf file via email.
In connection with prioritisation, it is taken into account to which extent the candidate has received travel support previously. Usually, a maximum of one trip per year per applicant is granted.
Travel abroad is given higher priority than travel in Denmark.
Study travels are given higher priority than congress participation. Travels in connections with courses are prioritised least.
If there are more applicants for the same study visit and presentation of the same abstract etc., an account must be submitted for the role of each individual applicant.
Applications exceeding deadline will not be considered.
On the applications, the least expensive travel form must be stated. A programme for the applied purpose must be submitted.
The maximum subsidy for hotel expenses corresponds to the official hotel allowance in the Circular on business travels.
Especially regarding applications for participation in congresses, the prioritisation is made according to the following criteria:
Applicants who are to give a lecture. Abstract with names of authors must be enclosed.
Applicants who are to present posters and the like. Abstract with names of authors must be enclosed.The applicant's expected gain from the participation in the congress in question in relation to the applicant's current research, research plans, international exposure and academic development. Applicants are requested to account for this in the application. Any duties as chairman, and the like, and their significance for the outcome should be stated.

Application deadlines and application form

There are three annual application deadlines for travel support:

1 February for travel commencing from 1 March to 31 August
1 June for travel commencing from 1 July to 31 December
1 Oktober for travel commencing from 1 November to 30 April

Applications will be considered in connection with the above-mentioned deadlines.

TRAVEL APPLICATION FORM (VIP)

The applications are prioritized by the Head of the Department or other designated VIP according to current guidelines (in Danish).

Travel insurance

Revised 23.05.2023

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