DTU credit card

There are two types of DTU credit cards: a DTU-billed card and an individually billed card.

DTU-billed

A corporate-billed credit card where transactions are charged directly to DTU’s bank account. The cardholder must subsequently report travel and/or expense transactions in DTU Fusion to ensure that the costs are registered to the correct project.

Individually billed

A privately billed credit card where transactions are invoiced monthly by Eurocard to the employee. The cardholder must subsequently report the expenses as out-of-pocket expenses in DTU Fusion to ensure that the costs are registered to the correct project and to be reimbursed by DTU.

When using a DTU-billed credit card, expense reporting in DTU Fusion is simpler, as all transactions are automatically uploaded to the user’s profile. In addition, some of DTU’s contracted suppliers offer special discounts when using a DTU credit card.

If you are travelling for DTU or frequently make smaller work-related purchases, you can apply for a DTU credit card. Agree with your manager whether there is a need, and only apply when the need is relevant.

Purchases of goods and services must always comply with DTU's procurement policy.

How to apply

You apply via DTU Fusion (follow the guide “Apply for a DTU credit card” in Guided Learning).

Please note that you must use the Edge or Chrome browser.

• Submit your application in DTU Fusion
• Once approved, you will receive an email from AirPlus
• Complete the application via the link in the email
• Log in with MitID and follow the AirPlus instructions
• Once the card has been issued, it will be sent directly to your unit

The DTU credit card may only be used for expenses that can be reimbursed in accordance with the circular on business travel (only in Danish) or are covered by DTU’s guidelines for the use of the DTU credit card.

DTU covers the costs of issuing, maintaining and fees related to work-related transactions.

The card may be used for:

• Parking
• Taxis
• Hotels (when booked through CWT)
• Conference fees
• Purchases of goods and services under DKK 3,000 that cannot be procured through DTU’s procurement agreements
• Withdrawal of foreign currency abroad or at international airports in Denmark prior to departure
• Other documented, work-related expenses

The card must not be used for:

• Private purchases (not even as temporary out-of-pocket expenses)
• Purchases that can be made through DTU’s contracted suppliers or procurement agreements

Spending limits for credit card transactions

The limit for purchases with a DTU credit card is a maximum of DKK 30,000 per transaction, and a maximum of DKK 15,000 in cash withdrawals within a 30-day period.

If you have a special need to exceed the spending limit, you must:

1. Obtain written approval from your immediate manager
2. Contact kreditkort@adm.dtu.dk CC your manager, and state the type of purchase and the amount
3. Attach the manager’s approval when reporting the expense in DTU Fusion 

When you withdraw cash using your DTU credit card, the withdrawal is considered a personal expense.

You can only be reimbursed for expenses that you document and justify as work-related in DTU Fusion.

Where and how you can withdraw cash

• You must not withdraw cash in Denmark
• You may withdraw foreign currency abroad or at international airports in Denmark prior to departure
• Always withdraw in the local currency of your destination, unless, for example, USD is more widely accepted

Withdrawal limits

• You can withdraw up to DKK 3,000 per day
• You can withdraw a maximum of DKK 15,000 in cash within a 30-day period

Do not withdraw more than you are entitled to under per diem allowances, as this may result in an amount owed to DTU when you submit your expense report.

Withdrawal fee

You can be reimbursed for the withdrawal fee if you provide documentation of the withdrawal, such as a receipt.

The AirPlus app

The AirPlus app provides an easy way to manage expenses directly from your mobile phone. The app gives you access to a range of features that simplify the administration of your DTU credit card. It makes it easy to keep track of expenses, organise receipts and maintain a clear overview of your spending.

With the app, you have easy access to the following practical features:

• View your current balance and invoices
• Scan paper receipts directly in the app
• View your PIN code
• Block your card and order a replacement
• View exchange rates and convert foreign purchases to DKK

How to download the app:

1. Go to the App Store or Google Play
2. Search for "AirPlus"
3. Download and install the app
4. Log in using your AirPlus credentials

Smart receipts

The Smart receipts feature in the AirPlus app makes it easy to manage receipts. Receipts are scanned directly in the app and are automatically linked to the relevant transaction.

Some stores offer automatic digital transfer of receipts, meaning you do not need to scan them yourself.

Benefits of using smart receipts include:

• Faster registration of receipts
• Automatic linking of receipts to transactions
• Digital receipts from selected merchants
• Integration with DTU Fusion for fewer errors
• A complete overview of expenses in one place

No special setup is required to use smart receipts.

Forgot your PIN code

You can view your PIN code in the AirPlus app or by logging in to the AirPlus website under “Card services → View your PIN code”.

You must use MitID for identification.

AirPlus can also send a copy of your existing PIN code by post to your home address (5–10 business days).

Closing a DTU credit card

When an employee leaves DTU, the unit must:

• Collect the credit card no later than the employee’s last working day
• Ensure that all transactions have been reported in DTU Fusion
• Destroy the card
• Create a ticket in the Helpdesk under “Credit card” including the employee’s name and unit

In addition, DTU credit cards that are not activated within three months of being issued, or not used for 15 months, will be automatically closed in accordance with the DTU credit card guidelines.

Expiry of a DTU credit card

You will automatically receive a new card approximately two weeks before expiry.

If you are travelling for an extended period covering the expiry date, you can request a new card in advance via the Helpdesk under “Credit card”.

The new card will have the same card number and PIN code, but a new expiry date.

The card can also be ordered directly in the AirPlus app.

If your DTU credit card is lost, stolen, copied or misused, or if someone else knows your PIN code, you must block the card immediately via AirPlus.

AirPlus (24/7):
+45 70 30 12 01
Provide your CPR number when blocking the card.

You can also block and unblock your card in the AirPlus app.

A new card will be sent to your unit within 5–10 business days. There is no charge in cases of misuse, but a fee of DKK 150 applies if the card is simply lost.

If the card has been misused

Submit a claim immediately via the AirPlus form using the link.

AirPlus will assess the case and determine whether the amount will be reimbursed. If the cardholder has acted negligently, for example by storing the PIN together with the card or sharing card details, the misuse will not be covered. If the misuse is covered, the amount will be refunded as a credit note in DTU Fusion.

If you do not report your credit card transactions or purchases made via CWT within 30 days of the purchase date or your return from a business trip, your purchases will, after the reminder process, be considered private purchases in accordance with the DTU credit card guidelines. This may have the following consequences:

• Outstanding purchases on your DTU credit card and with CWT will be deducted from your net salary
• Your DTU credit card will be closed

In addition, failure to report out-of-pocket expenses and mileage may result in these being treated as private expenses and therefore not reimbursed by DTU.

As a cardholder, you are responsible for knowing and complying with the guidelines for using the card. It is therefore important that you regularly report your credit card expenses in DTU Fusion and ensure that all transactions have been processed.

If you have expenses related to a future trip, you should wait to submit the full expense report until the trip has been completed. However, you can create the expense report in DTU Fusion in advance, mark it as a “future trip” using the date fields, and add expenses on an ongoing basis.