Checklist for Business Travel

Are you going on a business trip? Here you'll find a handy checklist with useful advice and important steps - before, during, and after your trip - to help you avoid delays and errors in your expense report. Use this checklist to help you plan and carry out your trip correctly in accordance with DTU's guidelines.

Here are some things to keep in mind before, during, and after your trip:

  • Get your trip approved by your line manager
  • Apply for a travel insurance card from Europæiske through DTU's travel insurance.
  • Book flights, hotels, and, if necessary, car rentals through CWT
  • Determine which travel reimbursement method you will use (hourly/daily allowance, percentage reimbursement, or reimbursement of documented expenses)
  • If you have a chronic illness or are ill prior to departure, contact Europæiske to ensure that your travel insurance provides coverage
  • If you are bringing special equipment that needs to be insured, contact Legal and Contracts (AFRI)
  • Keep receipts for all expenses, including hotels, transportation, and conference fees
  • If you are traveling under a flat-rate allowance or reimbursement of documented expenses, you must also keep receipts for meals.
  • Remember, credit card receipts are not sufficient documentation. The receipt must clearly state what was purchased.
  • Withdraw cash abroad only using a DTU credit card.Tips are reimbursed only where it is customary (e.g., in the U.S. and parts of Asia)

  • Scan your receipts and supporting documents

  • Submit your travel expense report in DTU Fusion no later than 30 days after your return

  • Have the report approved by your manager or unit

Updated 20 juli 2026