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Honorarium and reimbursement of travel expenses

As an external 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 external 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

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.

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.

If you need help with your travel arrangements (not accommodation), please contact the chairman for guidance.

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

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
Jens Baggesens Vej 53
8200 Aarhus N.
Denmark
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 5798000418370.

Aarhus University
Health PhD Administration
Jens Baggesens Vej 53
8200 Aarhus N
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