Reimbursement of expenses for external parties

External parties

A person who is not employed at DTU (an external party) can:

• Be reimbursed for documented expenses related to travel, transport, meals and accommodation
• Receive hourly or daily allowances
• Receive mileage reimbursement

Hourly/daily allowances and mileage reimbursement may be either tax-exempt or taxable.
If hourly/daily allowances are paid, expenses for meals cannot be reimbursed at the same time.

Travel expenses

Travel, meals and accommodation expenses should not exceed the rates applicable to DTU employees. See the guidelines for business travel and transport.

Travel for external parties must be booked through CWT when this is the most cost-effective option for DTU. This means that the DTU contact person may need to arrange flights and accommodation.

Documentation

Documentation must be a valid receipt or invoice and include details of the purchase.
Credit card receipts and order confirmations cannot stand alone as documentation.

Students attending mandatory courses away from their place of enrolment

Students may have their travel and, if relevant, accommodation expenses covered when attending mandatory courses as part of a DTU programme held at a location other than their place of enrolment.

Settlement via eForms

Payments and reimbursements to external parties are handled through DTU eForms, DTU’s digital expense and reimbursement system.