Documented additional expenses

If your business trip lasts less than 24 hours, or if you do not receive per diem or a percentage allowance, you can instead be reimbursed for your actual, documented expenses. Reimbursement is processed via an expense report in DTU Fusion based on valid documentation.

Key features

  • Applies to employees and non-employees
  • The business trip lasts less than 24 hours
  • No fixed rate – reasonable, actual expenses are reimbursed
  • Expenses must be documented with valid supporting documentation

Reimbursement of documented expenses is used when you have paid for work-related expenses yourself and DTU reimburses you based on actual costs. This may include, for example, shorter business trips under 24 hours, meetings or conferences where you have incurred expenses for meals, local transport or similar.

You will be reimbursed for reasonable expenses upon presentation of supporting documentation. The documentation uploaded when reporting expenses in DTU Fusion must be complete and clearly show what was purchased, the amount and the supplier’s name. Expenses must be reported no later than 30 days after the purchase.

Read more about documentation requirements.

For meal expenses, you must always provide the purpose and list of participants:

  • External participants must be stated with full names
  • Internal participants may be stated using initials or the unit name and number of participants

Please note that meals not paid as a personal out-of-pocket expense or with a DTU credit card must be registered as free meals in DTU Fusion when reporting travel expenses. This may include, for example, catering during meetings, lunch during a course or a conference dinner.

Content owner

Heidi Bielefeldt Finance and Accounting

Updated 01 maj 2026