Travelling - RejsUd/CWT

Funding

Prior to any trip you must fill in the MGMT Travel Application and hand it in to be signed by Ulla Salomonsen, Jonna Pedersen or Birgitte Hellstern if the expense is already in your budget.

If the trip is not in your budget, you must obtain a signature from your supervisor if you are a PhD student. All other employees must obtain a signature from the head of section or head of programme. In some cases, a signature from the head of department is also required - this can be determined by Ulla Salomonsen, Jonna Pedersen or Birgitte Hellstern who will receive and finalize all expense forms and travel applications.

The form is mandatory for all travel activities and your travel settlement will not be accepted without this form duly completed. This applies regardless of the type of funding.

If you are a project owner and the trip is to be paid for by the project, you are allowed to sign expense forms and travel applications yourself. It is still mandatory to fill in the forms and hand them in.

It is the buyer's responsibility to make sure that the filled in and signed form is handed in or placed in the hanging file folder of Ulla Salomonsen, Jonna Pedersen or Birgitte Hellstern prior to the purchase. You can read more about purchases here

It is the department's policy that settlements in RejsUd are done within 30 days of the purchase / trip.

Booking

AU's travel agency is Carlson Wagonlit Travel (CWT). It is mandatory to use CWT as your travel agency when ordering plane tickets paid by AU funds or AU administered funds. This applies when you are ordering tickets for yourself and if you order for others – also people who are not employed by AU.

However, it is also allowed to buy plane tickets directly from the airlines' websites, but NOT through search engines, other travel agencies or the like.

Please note that failing to follow these rules may cause rejection of your travel claim.

New employees will receive an e-mail from the RejsUd/CWT team explaining how to activate your profile in the CWT travel portal.
 
You can book online via the CWT travel portal or by e-mail: au.dk@contactcwt.com or phone 3363 7744.
 
In the CWT travel portal, it is also possible to check-in and to see your itinerary and information on travels. The portal also has links to AU’s travel policy and AU’s procedures for travel.

Hotel

When you stay at a hotel in Denmark in connection with your work at AU, you must either book hotels included in AU’s hotel agreement or the Agency for the Modernisation of Public Administration hotel agreement. Please always ask for 'State price'.

When  booking a hotel please note the maximum limits for hotel prices. You can read more about hotels, per diems, mileage etc. here: https://www.modst.dk/media/17895/024-17.pdf

Settlement / RejsUd

All travel accounts and/or credit card transactions must be settled in AU's settlement system RejsUd no later than 30 days after the purchase / trip.

Please click here to see introduction video to RejsUd.

You are expected to do this yourself, but if you need help you can book a meeting in Outlook Jonna Pedersen, Birgitte Hellstern or Ulla Salomonsen. The settlement has to be done on your own computer.

Please note that AU will only cover the costs of transport to and from airports. Local transportation at your destination should be covered by your daily allowances unless you have a valid explanation.

For trips lasting more than 24 hours, please use "Travel claim". For trips lasting less than 24 hours and expenses needed to be settled prior to the actual trip, please use "Expense claim".

If you have forgotten your RejsUd password please follow the instructions here:
https://medarbejdere.au.dk/administration/oekonomi/menu2/rejsud/vejledninger-til-rejsud/#c2475767

For more information regarding travelling please find information here: AU travel team

Travel Insurance

When travelling on official business you need to have an insurance card issued by AU to make sure that you are insured when going on trips abroad. Please be aware that you are only insured by the AU travel insurance for the business part of the trip.

You need to pick up your insurance card in person, so please bring the signed form to Birgitte Hellstern who will handle the formalities for you.

Please make sure that you fill in the form well in advance of your trip in order to avoid time problems getting it signed. The insurance card has no expiry date which means you will be covered while employed at AU once you have the card.

Please note that the card may only be used when AU, as represented by the head of department, has authorised the travel in advance, and the card must not be used for private travel; that is, if you, for example, extend your stay abroad with a few extra days of holiday at your own expense, you must take out private travel insurance to cover the extended stay and travel time. This is very important since you will not be covered by AU insurance on your private travelling days.

Please note that AU cannot reimburse additional insurance expenses!

     
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