10 key requirements for business travel expense reports
To ensure your expense report is processed quickly and correctly, make sure all requirements are met. Here’s an overview of the key points to keep in mind when submitting business travel expenses.
- Provide a clear and descriptive purpose for the expense/travel.
- Attach valid documentation for all expenses - Proof of payment (e.g. credit card receipts) is not valid documentation, as it does not show what was purchased.
- Local transport and meals are covered by per diem allowances when travelling on per diem. Therefore, expenses for local transport and meals cannot be reimbursed if you receive per diem.
- For representation/meals, full names of all participants must be provided. For internal DTU events, initials or department/team/section name + number of participants is sufficient.
- Attach agenda/programme - EU requires an explanation of why the expense is relevant to the project.
- Remember to attach the actual train/bus ticket. If a travel card is used, a statement from the travel card account must be attached, including the name of the cardholder. Top-ups are not reimbursed.
- Expenses incurred for a future trip must be linked to a draft expense report. Departure and return dates must be entered, and the report must be finalised no later than 30 days after returning.
- Credit card transactions that should not be paid by DTU must be linked to an expense report and marked as personal. This should not be done via itemisation.
- Itemisation is only used when an expense must be split between DTU and personal, or across multiple projects/tasks.
- Original flight and hotel booking fee invoices from CWT (see example below) must be attached. The original hotel invoice received at check-out must also be attached to the expense report.
