As an external assessor, you are entitled to receive an honorarium and reimbursement of travel expenses according to Aarhus University's rules and regulations.
As an external assessor, you are entitled to receive a standard honorarium.
We reimburse travel expenses according to Aarhus University's Rules and Regulations.
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.
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.
The Graduate School Health will reimburse up to 1 night of accommodation for Danish assessors and up to 2 nights of accommodation for European and international assessors 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.
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.
The Graduate School Health will reimburse up to 1 night of accommodation for Danish assessors and up to 2 nights of accommodation for European and international assessors, but you are welcome to extend the booking at the same hotel at your own expense.
Once you know what dates you need accommodation and what city the defence is being conducted, please forward details to Phd.travel@au.dk, and we will assist you with the booking.
All hotel bookings should be made via PhD Travel.
| The amount for accommodation per day, incl. breakfast, is limited to: | 1.448 DKK |
If you need help with your travel arrangements (not accommodation), please contact the chair for guidance.
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.
Expenses you might have during your trip (taxi, food) will be covered by daily allowances.
If you would rather get your expenses refunded please make a note of this when sending in your expense form.
Remember to keep all receipts and invoices on your expenses to be able to get your refunds.
You can receive daily allowances for a maximum of 3 days for the amount of 494, - 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.
Please note, if your travels require bookings above economy class, you must either pay the difference yourself or ask the main supervisor if he/she is willing to pay the difference.
Travel insurance
Read our guidelines on travel insurance here.
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.
| For teachers with address in Denmark the limit for round trip travel expenses is: | 1.000 DKK |
| For teachers with address in Europe the limit for round trip travel expenses is: | 8.000 DKK |
| For teachers from overseas the limit for round trip travel expenses is: | 15.000 DKK |
Travels must always be made in the cheapest possible way. We only reimburse for actual expenses (receipts must be available) with the maximum as above.
The standard honorarium given to external assessor corresponds to 16 hours of work. Honorarium is currently DKK 9.160,32 as of 1 April 2024. 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.
In order to claim both honorarium and/or travel expenses using our online settlement system – please use this link: Submit information online
Here you will be able to enter your information in order to receive reimbursement for both the honorarium and travel expenses.
Invoicing of honorarium:
As a foreign assessor, you have the possibility to have your Employer with a valid V.A.T. number, 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 by e-mail to phd.travel@au.dk.
Aarhus University
Health PhD Administration
Ny Munkegade 120
Bygning 1521
Denmark
V.A.T. number: 31119103
Text on the Invoice should incl.: name of PhD student, name of assessor, defence date.
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 5798000418370.
Aarhus University
Health PhD Administration
Ny Munkegade 120
8000 Aarhus C
Denmark
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.
Contact us by writing an e-mail to PhD.travel@au.dk
