For PhD students not employed at Aarhus University (for example 3+5 /4 + 4 PhD student before obtaining a Master’s degree) the grant will be given as expense reimbursement claim (in Danish: Udgiftsafregning) in RejsUd. This means that all receipts for the reimbursable expenses must be kept and uploaded when making the reimbursements.

For AU employed PhD students (for example AU employed or AU employed part B PhD students), the grant will be given either as:

A) daily/hourly allowance (in Danish: time-dagpenge) in RejsUd.
Reimbursements for hourly/daily allowances cannot be made in advance - Reimbursements can be made once a month for the past month abroad. 

OR

B) expense claim reimbursement (in Danish: Udgiftsafregning) in RejsUd.
All receipts for the reimbursable expenses must be kept and uploaded when making the reimbursements.
Therefore, if you are an AU employed PhD student please choose either A or B when filling out the application form.

NB! For questions regarding reimbursements and general information on travels as an employee at Aarhus University (including how to create a profile in RejsUd and CWT, and Aarhus University’s travel policy), please consult the AU staff service page on travel booking and expense reimbursement.

The grant covers verifiable expenses in connection with the following expenses directly linked to the stay abroad (up to maximum DKK 18,000):

Reimbursable expenses:

• Return plane ticket
• Housing expenses at the destination
• Food
• Public transportation to and from the airport
• Attendance fees for conferences (during the stay abroad)
• Materials for research conferences (during the stay abroad)
• Visa
• Participation in courses at PhD level and of relevance to the PhD project while abroad. The courses must be pre-approved by the main supervisor

Non-reimbursable expenses:

• Expenses usually covered by yourself cannot be reimbursed (e.g. laundry, daily transport, expenses related to accompanying family)
• Travels in your own car
• Insurances (for travel insurance, please consult the AU staff service page on travel insurance and the GSTS insurence guide).

Travel reimbursements:

All reimbursements in connection with the grant must be settled via RejsUd (Aarhus University Travel and Expense Claim System).

Reimbursable expenses:

• Housing expenses at the destination, if you have additional accommodation costs during the period (example: You live in Aarhus or Viborg, but you need to do your research environment change in Copenhagen. You need to rent a room in Copenhagen and as such have additional housing expenses in Copenhagen).
• Daily transportation costs, if you incur additional expenses during the period (example: You live in Aarhus or Viborg, but you need to do your research environment change in Aalborg or Odense. You will be travelling back and forth every day, and as such have additional transportation costs during the period).
• Attendance fees for conferences (during the stay)
• Materials for research conferences (during the stay)
• Participation in courses at PhD level and of relevance to the PhD project during the stay. The courses must be pre-approved by the main supervisor

Non-reimbursable expenses:

• Expenses usually covered by yourself cannot be reimbursed (e.g. laundry)
• Insurances (for travel insurance, please consult the AU staff service page on travel insurance and the GSTS insurence guide)

Travel reimbursements:

All reimbursements in connection with the grant must be settled via RejsUd (Aarhus University Travel and Expense Claim System).