Expense and travel reimbursement

Get an overview of how to report and be reimbursed for expenses, outlays and travel at DTU. On this page, you will find information about deadlines, roles and the process in DTU Fusion.

What should be settled via an expense report

Expenses that are not paid through a purchase order must be settled via an expense report in DTU Fusion.

This includes work-related expenses at DTU such as travel, out-of-pocket expenses, or goods and services procured using a DTU corporate credit card.

Examples of expenses to be settled:

  • Travel and transport booked through DTU’s travel provider (CWT)

  • Out-of-pocket expenses, where you have paid yourself and DTU reimburses the cost

  • Use of a DTU corporate credit card

  • Mileage reimbursement

  • Travel allowances

When should expenses be settled?

All expenses, including credit card transactions, out-of-pocket expenses and business travel, must be settled no later than 30 days after returning from a trip or after the expense was incurred.

If the expenses relate to a single trip, they must be combined in one expense report and only settled once the trip has been completed.

Below you can find information about roles and responsibilities in the process.

Role

Responsibility

Employee

The person who incurred an expense (may have paid for the expense themselves or used a DTU credit card)
  • Prepares own expense report or uses a superuser by appointment.
  • Ensures that own expense report is correct if another person has prepared it
  • Responsible for settling expenses within guidelines
Superuser

  • Can book flights, hotels etc. on behalf of others
  • Can complete expense reports on behalf of others 
  • Follows up on unsettled transactions (credit card and CWT settlements) in his/her own department

Approver

The person who is responsible for the budget and can approve on behalf of DTU
  • Clarifies guidelines with employees
  • Ensures that approval takes place in accordance with applicable guidelines and legislation as well as the approver hierarchy
  • Responsible for informing employees about the overall guidelines  
Corporate finance (AØR)
  • Establishes guidelines for business travel, transport and expenses 
  • Performs accounting control of expense reports 
  • Settles amounts to the employee  

Get an overview of expense reporting

Need help reporting expenses?

If you have questions about expense reporting, you can get help from your local superuser.

Superusers can assist with questions about rules, documentation and how to use the systems for expense reporting.

Find your superuser here:

Contact

Heidi Bielefeldt Finance and Accounting

Updated 18 marts 2026

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