Travels and Settlements
Find more information below about travels and settlements. If you have any questions or need help in relation to this, you are welcome to contact the FOOD secretariat:
- Rikke Karlsen (PFS, FQS and department unit)
- Signe Nørretranders (FC, FT and DBF)
Booking of flight, hotel, train etc.
Flight + Hotel
Aarhus University has an agreement with the travel agency, CWT, where you can book flight and hotel tickets via their online booking system.
At the beginning of your employment, you are asked to set up a profile at CWT – follow the instructions that you receive on email. At your first login, please use auXXXXX@uni.au.dk as username. Remember to update your personal data if necessary under 'My profile'.
CWT - Two search functions may give different results (price and options)
👉 Our recommendation: Primarily use the search function in the green box instead of the one in the red box, as it sometimes displays lower prices and a wider selection.
💡 AU Procurement is aware of the issue, but unfortunately, there are no expected changes to the system at this time.
When you book flight and hotel, please be aware of:
- TECH's principles for air travel (reduction of air travel) (June 2024)
- AU's travel policy and information about travel booking at AU
- Read more about CWT and travels
- Booking of hotel: as a rule, please choose hotels where the cost per night does not exceed the maximum hotel rate. In CWT, you will automatically by informed if the booking does not comply with AU's travel policy. Read more about maximum hotel rates. You can find more information about the Hotel Agreement in Denmark here (the hotels from the agreement can also be found in CWT).
- Invoices / receipts from CWT might end up in your spam folder (to be used for settling of costs in RejsUd)
- Any frequent flyer miles / mileage points must be used for future business travels
- When booking via CWT, AU knows about your location and is in a better position to help you in the event of an emergency
Book a bus
You can book a bus online via AU’s agreement partner here:
- Online bus booking
(Please provide FOOD’s EAN number 5798000877481, as well as the project and activity number in the designated boxes on page 2 which will appear after you click ‘Bestil tilbud’)
- You can read more about the bus agreement here
RejsUd - Settlements
All settlements for travel and expenses are created in the system RejsUd, and they should be settled no later than 14 days after the purchase or the return from a business travel.
Useful links and guides about settlements:
- Login RejsUd (use 'Single Sign On')
- Video guides – How to use RejsUd
- Short version: Rules for settling costs in RejsUd at FOOD (mileage allowance, daily travel allowance, and other advice)
- Guide – Create/edit settlements regarding expenses and mileage in RejsUd - Remember to add your AU credit card transactions to your settlement
- Guide – Create/edit settlements which include travel days and any personal days off in RejsUd
- Other RejsUd guides
- Four important requirements for completing a settlement
- Statement of truth (if you have lost a receipt)
- Daily allowances
- AU's travel policy
- To change the language setting in RejsUd, please contact rejser@au.dk
AU cars + driving abroad (buy insurance)
Please contact the secretariat, hr@food.au.dk, for guidance and access to the AU cars at AFP 48.
- Booking: Cars are booked via the Outlook calendar (search for: "Agro Food Park...").
See Quick Guide here. - Car keys: Are located in the key cabinet outside room 5908-125 in AFP 48 – please follow the guide for using the key cabinet
- Driver's license: You must have a valid driver's license to borrow an AU car. Please send a copy of your license to the secretariat: hr@food.au.dk
- Logbook MUST BE FILLED OUT: Always fill out the logbook when you have completed your trip. The logbook is in the glove box of the car.
- Refueling/recharging: Always use the fuel/charging cards provided with the car (with the logbook in the glove box). If you have used your AU credit card or paid out of pocket, please contact the secretariat (Signe Nørretranders or Rikke Karlsen) for the project and activity number needed when settling the expense in RejsUd. The fuel/charging cost must not be settled directly on your project, as you are already being charged for the number of kilometers driven via the registration in the logbook.
- Electric cars: After your trip, always connect the vehicle to the charger at AFP 48 and start charging using the chip attached to the key set (does not start automatically without the chip).
- More info: Find more information about the AU cars on AU's webpage here and on Nat-Tech's webpage here.
Driving abroad in AU cars - buy insurance
- REMEMBER: For driving abroad in official AU cars, insurance must be taken out for the car
- Read more here about how you take out an insurance
Travel insurance
Read the insurance policy thoroughly before your departure.
You can find the information here:
- Travel insurance at AU
- Research Abroad - AU insurance (incl. information about a contact person for inquiries)
If you have any questions, you are welcome to contact: rejser@au.dk
AU credit card
At the beginning of an employment, paid staff are asked to apply for an AU credit card. If you have any questions for this process, you are welcome to contact the secretariat: hr@food.au.dk
What can I use my AU credit card for?
- The AU credit card can be used for purchases that are work-related (other rules apply with regard to daily allowances)
- Before you make a purchase, please always contact one of the purchasers at FOOD since they have the knowledge about AU’s purchasing agreements and rules
- Be aware that it should always be clarified first which project that should cover the cost before you make a purchase
- Always save the receipts for your purchases which you will need to upload as documentation when settling your costs in RejsUd (please be aware to first settle your AU credit card transactions when they appear in RejsUd – this can take days)
- Read more about the rules for purchases in relation to travels
- Find more information about the credit card policy at AU
- Blocking of credit card