Booking accommodation

DTU uses CWT as its travel agency, and accommodation for business travel must generally always be booked through CWT.

When may CWT be bypassed?

In special cases, accommodation may be booked outside CWT:

• Conferences: If the conference organiser has agreements with specific hotels. These may be used as long as the hotel allowance is not exceeded.
• University guest accommodation: For example, when visiting another university that offers its own guest accommodation.
• Longer stays abroad: For stays of more than one week in the same location (e.g. secondment), you may use Airbnb, HomeAway or similar services, provided that the hotel allowance is not exceeded.

Hoteldispositionsbeløb

The hotel allowance is the maximum amount DTU may cover per hotel night during business travel. The rate is set by the Danish government and defines the financial limit per night, regardless of the booking method. See the current rates in the government circular on rate adjustments, here 

For trips lasting more than 28 consecutive days, the rate is reduced from day 29:

• Denmark, Greenland and abroad: reduced by 1/4

• Faroe Islands: reduced by 1/6

If the limit is exceeded without an acceptable explanation, DTU may only reimburse up to the applicable rate.

Documentation and expense reporting

Once you have paid for your stay, you must obtain a hotel invoice. This is used as documentation when reporting the expense in DTU Fusion.

Undocumented overnight allowance

Expenses may also be approved under the rules for undocumented overnight allowances. This could, for example, be a small gesture when staying in private accommodation, such as a bouquet of flowers.

Changes or cancellation of accommodation

If you need to cancel your stay, you must contact CWT. Please note that cancellation insurance must not be purchased in connection with business travel due to the government’s self-insurance rules. This means that only part of the expense may be reimbursed in the event of cancellation, depending on the terms and conditions of CWT and the hotel.