Events

Staff seminars and team events may be held for entire organisational units. In this connection, expenses may be covered for limited catering, such as coffee/tea/water, possibly with bread or fruit. If the event lasts a full day, expenses for lunch or dinner may also be covered.

Staff seminars may be held both on DTU campuses and off campus. Please note that there must always be a reasonable relationship between the purpose of the event, the participants and the total expenses.

Expenses may also be covered for limited catering, such as snacks and beverages, in connection with the celebration of project completions.

If your unit wishes to organise a staff party – such as a summer party, outing, Christmas lunch or similar – the event must be approved by:

• the Head of Department, or
• the University Director (for the administration)

Within a reasonable amount per participant, the unit may cover additional expenses related to the event and make facilities available. However, participant payment is always required (see next section). When settling the expense, documentation of participant payment must be attached, e.g. an invitation.

Participant payment

For staff parties, participant payment is always required and must be set at a reasonable level. Remember to attach documentation when settling the expense (e.g. an invitation).

DTU's Annual Celebration

As a general rule, DTU may not fully or partially cover an employee's ticket to the Annual Celebration. There are, however, two exceptions:

• employees with specific tasks related to the event or who are required to attend
• guests specifically invited by the President

Sports events

If you participate as a representative of DTU in major sports events, you must follow HR's rules on health, exercise and sports.

DTU funds may only be used for receptions or celebrations in the following cases:

• when an employee celebrates a 25‑, 40‑ or 50‑year jubilee in the state, at DTU or in their position
• when an employee retires due to age or illness
• when an employee leaves DTU to take up employment outside DTU, provided the employee has been employed for many years
• when a PhD student completes their programme
• when a student assistant or trainee completes their education at DTU
• when an institute, unit or department celebrates a major anniversary or inaugurates new premises

Apart from the above, DTU does not cover expenses for receptions.

Please note that milestone birthdays are always private events and therefore cannot be paid for by DTU.

Celebrations for students

The Executive Board may decide that DTU covers reasonable expenses in connection with marking the completion of a student's programme. Expenses for the student's closest family members or companion may also be covered.

Settlement of expenses

When settling expenses related to a reception or celebration, you must always provide:

• Date
• Location
• Purpose of the event

In addition, you must attach a public announcement of the event, such as an invitation or notice.