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Honorarium and reimbursement of travel expenses

As an assessor, you are entitled to receive an honorarium and reimbursement of travel expenses according to Aarhus University's rules and regulations.

Honorarium and travel expenses

As an assessor, you are entitled to receive a standard honorarium.

We reimburse travel expenses according to Aarhus University's Rules and Regulations.

For travel assistance (not accommodation), we refer to the information provided to you directly by the Graduate School.

Find more information in the topics menu below.

Accommodation

Graduate School HE, Nat and Tech will reimburse up to 3 nights of accommodation at a Hotel, near the place of where the defence is being conducted.

All Hotel bookings must be made via our Travel Team, who will assist you with your requirements.

Find more information in the topics menu below.

General information

You should always travel by the cheapest means of transportation.

In order to protect your personal details, please refrain from using postal services to forward any documentation.

Important information - Hotel & Travel arrangements

Accommodation/Hotel

From 1 June 2020 when the preliminary defence date is set, and once the travel restrictions regarding Covid-19 has been lifted, PhD Travel Team will make a standard booking of up to 2 nights of accommodation for you at a Hotel located near the place of where the defence will take place. For assessors residing in Denmark, the standard booking will be of one night only.

Graduate School HE, Nat/Tech will reimburse up to 3 nights of accommodation, but you are welcome to extend the booking at the same Hotel at your own expense.

PhD Travel Team will inform you about the details of the booking as soon as we have all the relevant information at hand. Once the dissertation has been accepted for defence, we will need you to confirm the hotel booking by return reply using the booking e-mail sent to you.

Per diem

For journeys > 24 hours –For official trips lasting at least 24 hours which involve overnight stay(s) in Denmark, the general rule is that the allowance is granted in the form of hourly and daily allowances.

You can receive per diem reimbursement for a maximum of 3 days for the amount of 436, - DKK per 24 hours.

The hourly and daily allowance rates are reduced if the you receive free meals in connection with your travel. Breakfast accounts for 15%, lunch 30% and supper 30% of the daily allowance rate.


For journeys < 24 hours
– you will receive reimbursement of actual documented expenses

For official trips lasting less than 24 hours or without overnight stays, reasonable additional expenses for meals etc. can be reimbursed as per account rendered.

Rules of reimbursement of travel expenses

  • Airfare - We only reimburse airfare booked on economy class.
  • Train tickets - We only reimburse train tickets booked on economy class.
  • Shuttlebus to and from airports (find information about timetables, prices and tickets at Billund Airport and Aarhus Airport).
  • Monorail – Aarhus – Route L2 (find information about timetables, prices and tickets at Midttrafik
  • Transportation by own car. Reimbursement amount is currently DKK 1.96 per kilometers. Please enter your details in the special sections for travelling by own car.
  • Parking, Ferry and toll fees – will be reimbursed according to receipts.
  • Taxi – if special circumstances demands it, this may be allowed. Special circumstances could be in order to catch a connecting flight, late arrivals or departures, defence delay making it hard to reach airport in time to catch plane etc. However, please make a comment when forwarding the claim, on the reason(s) why you have been travelling by taxi.


All claims for travel expenses should be forwarded/entered within the current fiscal year and journeys relating to December should be forward/entered no later than by the end of January the following year.

Rules of how to claim for honorarium

The standard honorarium given to external assessor corresponds to 16 hours of work. Please be aware that the fee might be taxable in the country where you reside.

There are two ways of claiming the honorarium and expenses depending on whether you have a Danish social number (CPR number) or not. See more information in the topic sections below.

All claims for honorarium should be forwarded/entered within the current fiscal year and honorarium relating to December should be forward/entered no later than by the end of January the following year.

Forms for honorarium and reimbursement of travel expenses

For members without a Danish CPR number

You will receive a link by e-mail to be able to access our integrated travel and expenses system. Here you will be able to enter your information in order to receive reimbursement for both the honorarium and travel expenses.

Specific information regarding invoicing of honorarium when choosing that option in the travel expense system:

As a foreign assessor, you have the possibility to have your Employer issues an Invoice for the honorarium amount, which currently is DKK 8.229 = EUR 1.103.

The Invoice should be issued to the address below, and sent to kreditorhotline@au.dk

Aarhus University

PhD Talent Administration Health, Natural Sciences and Technical Sciences

Katrinebjergvej 89F

8200 Aarhus N.

Denmark

Att.: Christina Bekhoi

V.A.T. number: 31119103.

Text on the Invoice should incl.: name of PhD student, name of assessor, defence date.

For members with a Danish CPR number

In order to receive your taxable honorarium, you will need to fill out a form and send it by e-mail to PhD.Travel@au.dk. You can access the honorarium form here: Honorarium form for Danish assessors 

At the moment we are not able to receive honorarium invoices from your Employer.

In order to get reimbursement for your travel expenses, you will need to fill out a form and send it by e-mail to PhD.travel@au.dk. Please remember to attach documentation of expenses i.e. Invoices, receipts, itinerary etc.

You can access the travel expense form here: Travel expense form

If your Employer has paid you expenses, an electronic Invoice with copies of travel expenses, should be issued per details below, and sent electronically to EAN 5798000433779.

Aarhus University

PhD  and Talent Administration Health, Natural Sciences and Technical Sciences
Katrinebjergvej 89B
8200 Aarhus N.

Att.: Christina Bekhoi

V.A.T. number: 31119103.

All proof of payments should be attached as well as name of the PhD student, name of assessor and the defence date.

Guide to fill out the travel form for assessors with a Danish CPR number.

Contact

Contact us by writing an e-mail to PhD.travel@au.dk

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