PhD student travel reimbursement

PhD students at DTU are employed under terms that differ from those of other employees and are therefore not covered by the official business travel agreement (cf. Annex 5 of the AC collective agreement). This means that, as a PhD student, you are generally not entitled to per diem allowances or other fixed allowances when travelling on business.

However, your unit may choose to reimburse your travel expenses, such as meals, accommodation and transport, in full or in part. Reimbursement may be provided:

• as per diem allowances, if permitted by the unit, or
• as reimbursement of documented expenses (e.g. hotel, flights, train, etc.)

Please note that expenses must not exceed the applicable rates in Satsreguleringscirkulære.

Units may also set lower limits on the maximum amount that can be reimbursed per trip or per month.

It is the approver’s responsibility to ensure that the unit’s local rules are followed.

If your unit does not reimburse your expenses, you may instead claim a tax deduction for your travel expenses via the Danish Tax Agency (Skattestyrelsen).

Read more about travel deductions on the Danish Tax Agency’s website - rejsefradrag hos Skattestyrelsen