Travel

If you book flights, trains, cars and hotels on behalf of guests/external examiners, please be aware of the following:

1. Please use CWT to book flights, trains, cars and hotels. Remember to update your profile.
2. We recommend you read this instruction prior to making the reservation. 
3. Instructions on how to use CWT can be found here

CWT contact information

Please inform potentiel guests/external examiners that they can submit a request for reimbursement of expenses etc. using the system AAU eForms.

You can also share these guides:

• Danish guide to AAU eForms
• English guide to AAU eForms
   

!!Please note: eForms should NOT be used by AAU employees!!

The Otto Moensted Foundation supports different initiatives aiming at bringing research from academia into the business world.

For instance, the foundation makes it possible for skilled university researchers to attend conferences abroad or reside as visiting scholars at esteemed universities outside Denmark

Application to Otto Mønsted Fond must be done through the online application system. 

Requirement:

• Travel to a conference must be applied for no later than 1 month before departure.
  It is only possible to apply for one conference per year.
• Research stays abroad must be applied for no later than 2 month before departure.

Otto Mønsted and tax

Otto Mønsted informs the tax office about your grants during the year and they report them as B (taxable) income. Once you receive your annual tax return from the tax office, you should check the field no. 17 (distribution from association and foundation) and if the Otto Mønsted grants are reported there you should deduct in field no. 17 the amounts from Otto Mønsted and report it back to the tax office. Otherwise you will pay an income tax from the grants. You can do this via web interface (www.skat.dk) after logging on with your NemId, or you can call the tax office (+45 72 22 18 18) if you are unsure about how to do it.

Note, if you have not been checking your annual tax reports for the past years and paid the extra tax, you can still try to call or visit the tax office and ask for a refund of the money.

ADVANCE PAYMENT 

When travelling for the university, you may initially cover the expenses yourself and claim a reimbursement in the travel system ERP Expense following your travel. In that case, you may choose to get an advance payment.

You can find this using the link here: (Danish/This will be updated when and English version is ready)

TRAVEL INSURANCE IN DENMARK

When travelling in Denmark on an official trip your ordinary national health service medical card (the yellow card) will cover.

ABROAD

When travelling abroad on an official trip your ordinary national health service medical card does not cover. Instead you need an insurance card from EUROPÆISKE, which Helle Schroll hands out. The card must be signed by the traveler and the University´s CVR number must be stated on the card. The card is personal and you need to bring it on every trip abroad.

As of January 1, 2006 Aalborg University is self-insured, which means that you are not to buy travel insurance when you travel abroad on an official trip.

REFUNDS BY EUROPÆISKE

Claim forms can be found here

Please note, claim forms must be handed in to Helle Scroll. As the University is self-insured, EUROPÆISKE will make the refund to you directly, but in the end it is the department that covers the expenses.

You can find more information about travel insurance here

Guidance and application forms for visa can be found at CWT (login required)

When you use CWT to book travels, an automated visa alert will be sent during the booking process if the country of destination requires a visa for travel. The alert is based on the passport type you have stored under your CWT profile – so it is now more important than ever that you update this information.

When you receive the notification, you will automatically be redirected to CIBT Visas, who can assist you in your visa application process. CIBT will be handling the visa requests directly and will liaise with your corresponding embassy or consulate to obtain this on your behalf. The payment for this service will be done by credit card on the CIBT website.

You can also choose to apply for a visa yourself (to keep the cost at a minimum).

Questions regarding visa please contact Susanne Taunsig Larsen or visit CIBT Visas. Phone 70 27 26 27