Settle expenses
As a DTU employee, you can be reimbursed for travel and work-related expenses depending on the duration and nature of the trip. Find information on how to report work-related expenses.
If you have incurred expenses in connection with your work at DTU, such as purchases made using a DTU corporate credit card or out-of-pocket expenses you have paid yourself, these must be settled via an expense report in DTU Fusion.
As an employee, your additional expenses can be covered in three different ways:
-
Per diem allowances cover all meal expenses during longer trips
-
Percentage allowances cover minor incidental expenses, while meals are reimbursed against receipts
-
Reimbursement of documented expenses covers actual, documented costs
|
Type of reimbursement |
Meals | Incidental expenses | Local transport | |
|
Per diem allowances |
Higher rate | Covered by the employee | Covered by the employee | Covered by the employee |
| The employee generally covers all expenses | Free meals are deducted from the allowance | |||
| Percentage allowances (more than 24 hours) | Lower rate | Reasonable additional expenses reimbursed against receipts | Covered by the employee | Covered by the employee |
| Meals are reimbursed against receipts | ||||
| Free meals are not deducted | ||||
| Other expenses are covered by the employee | ||||
| Reimbursement of documented expenses | Alle udgifter | All expenses | Reasonable additional expenses reimbursed against receipts | Reasonable additional expenses reimbursed against receipts |
Which of the three reimbursement methods you should use depends on the unit you are employed in. As a general rule, the unit determines which method applies to business travel and expenses, so you cannot choose the method yourself. In addition, the rules of different funding providers may affect what can be reimbursed.
If you are unsure which method your unit uses, you can ask your local superuser before submitting your expenses.
Regardless of the reimbursement method, all expenses must be reported in DTU Fusion no later than 30 days after returning from the trip or after the purchase date, in accordance with DTU’s financial guidelines.
Content owner
Heidi Bielefeldt Finance and Accounting hep@adm.dtu.dk