If you incur expenses for a trip that has not yet been completed, you should wait to submit the expense report until the trip has ended. However, you can create the expense report as soon as the first expense is incurred and add expenses to it on an ongoing basis.
All expenses related to the same trip must be included in a single expense report in DTU Fusion. You may only submit the report for approval once the trip has been completed, and no later than 30 days after its completion. This means that you should not report individual expenses for a future trip (e.g. hotel, flights or conference fees) separately, but instead include everything in one expense report.
When reporting your trip, you must attach documentation for all expenses, such as receipts, hotel invoices and tickets. The documentation must be clear and itemised and uploaded in DTU Fusion together with the expense report.
Create the expense report as soon as you incur your first expense, and enter the planned departure and return dates in DTU Fusion.
This helps you avoid reminder notices for missing expense reporting if you have purchased tickets or paid fees well in advance of the trip.
For trips lasting more than 30 days, you must report the expenses you have already incurred within each 30-day period, in accordance with the Financial Guidelines. This ensures that DTU complies with payment deadlines to suppliers.
The final period must be reported no later than 30 days after the trip has ended.
Heidi Bielefeldt Finance and Accounting hep@adm.dtu.dk