Aarhus University Seal

Examiner at a Qualifying exam


We kindly request, that you book and pay your own transport (flight, train, etc.). After the defence we will reimburse your travel expenses, see information below. Please observe Aarhus University’s travel policy:

  • Flight and train tickets – must be booked on standard/economy class
  • Shuttlebus to and from airports - you can find information on timetables, prices, and tickets at Aarhus Airport and Billund Airport
  • Public transport (bus and Letbane) – you can find information on timetables, prices, and tickets at Midttrafik
  • Transportation by own car – mileage allowance according to going rates
  • Parking, ferry and bridge toll – will be reimbursed according to receipts
  • Taxi – may be allowed if special circumstances demand it, such as late arrival/departure, defence delay making it hard to reach the airport in time, physical disabilities, or similar. However, when forwarding your claim, please explain why you have been travelling by taxi

Honorarium and reimbursement of your travel expenses

The standard honorarium for an external examiner at a qualifying exam corresponds to 8 hours of work, approx. DKK 4,300. Please be aware that the honorarium may be taxable in the country where you reside.

After the qualifying exam you must claim your honorarium and reimbursement of your travel expenses:

Examiners WITH a Danish CPR number:

Please fill in the honorarium and information forms you received by e-mail and send them to phd.travel@au.dk. Remember to attach documentation of your expenses (invoices, receipts, etc.).

Examiners WITHOUT a Danish CPR number:

Please send an e-mail to Phd.travel@au.dk, stating the name of the PhD student and the day of the qualifying exam. We will then send you a personal link you must use in order to claim your honorarium and reimbursement of your travel expenses.

All claims should be made within the current fiscal year – claims relating to qualifying exams in December, however, no later than by the end of January the following year.

Per diem

Journeys > 24 hours: Official trips lasting min. 24 hours and involving overnight stay(s) in Denmark entitle you to receive per diem allowance. If you receive free meals in connection with your trip, the per diem allowance will be reduced accordingly.

Journeys < 24 hours: You will only receive reimbursement of actual documented expenses, including reasonable expenses for meals.


Please contact the Department in question, if you need accommodation in connection with your participation in the qualifying exam. The Department must be responsible for the hotel booking, since Aarhus University has a purchasing agreements with certain hotels.

27608 / i43