Booking on behalf of others
Do you need to book travel or accommodation for a colleague or guest? Here you can read about the access rights required and what to be aware of when booking for new employees.
If you book travel and accommodation for others, such as colleagues or guests, you must be registered as a travel coordinator.
As a travel coordinator, you can:
- book travel for employees within the department or unit you are affiliated with
- create and book travel for guests who are not employed at DTU
How to become a travel coordinator
To obtain the required access rights, contact CWT at txcare.dk@mycwt.com.
Remember to attach your email signature so that CWT can see which unit you belong to.
Travel bookings for new employees
If, as a travel coordinator, you book travel for a new employee who is not yet actively employed, the credit card transaction cannot be reported in the expense report. This is because the transaction is linked to an employee who has not yet been registered in the system at the time of purchase.
What should you do instead?
You must book the trip as travel for “a guest”. This ensures that the transaction is linked to you as the travel coordinator and can therefore be reported via your own expense report.