This page describes how you apply for your own travels, visits of guests and representation.
The Department of Computer Science and the external projects at the department (ISIS, BRICS etc.) have resources at their disposal to cover the following expenses:
- Own travels (transport, hotel, daily allowance, fees) when participating in symposiums, conferences and workshops, research co-operations, study visits, courses etc.
- Guests who visit the department - including smaller workshops, meetings and courses organised by employees at the Department.
- Representation in connection with visits of guests.
- Short trips
- For tenured staff, no application is required for short trips (domestic travel of up to two days and other trips where the expenses do not exceed DKK 1,000) but the purpose of the travel must be stated and documented, if necessary, when settling the accounts.
- PhD students and second part students must always send in an application with the supervisorís recommendation, even for short trips.
- As visits to and guest lectures to and from other computer science departments in Denmark, it is always the host department which covers the expenses according to a special agreement.
- Driving the department car is also covered without an application (only tenured staff). Reservation and keys are handled by Hanne Friis Jensen (Ada-115, ext. 5618).
Notice that there are certain restrictions on what expenses can be covered and for how long.
- Applications should always be sent as soon as possible and before the expenses are due.
- Applications from PhD students and second part students should always be recommended and signed by the supervisor.
- The budgets follows the calendar year. When all resources for one particular purpose has been used, it is usually not possible to receive additional grants for the same purpose until the following year, and in the meantime other resources will be referred to.
- Expenses should be estimated as precisely as possible. Too high an estimate can increase the risk of refusal; too low an estimate can entail that only a part of the actual expenses are covered.
- Too large a consumption of the departmentís resources one year can result in a reduction of financial support the following year. People with a need for an ongoing large consumption are referred to co-financing from other sources.
- For the application of travel support to own travels or visits of guests, a special application form is used. The pdf version can be filled out online with acroread and the filled out form can be printed and/or saved as PostScript. Travel rates and calculation capabilties are "built into" to the pdf form. Alternatively a PostScript version can be filled out by hand. There is also a guide to filling in the form.
- Own Travels: 1 March, 1 June, 1 September and 1 December. Well-founded urgent applications are considered continuously.
- Visits of guests: Applications are considered continuously. Same application form as for own travels.
- Other purposes: Applications are considered continuously. No special form.
Applications can be delivered in the mail room in the box of the head of the department or the box of the grant holder.
If an applicant is listed in the department's personnel database as associated with a project, it is usually the project which is responsible for handling the application and possibly cover the expenses. Expenses connected with the administration and teaching of the department are excepted from this rule where the department is usually responsible. The projects can be expected to assume responsibility for travel applications, also from non-associated faculty and PhD students, in cases where the journey is highly relevant to the project.
You are usually listed as associated with a project when you are
- Tenured staff with formal connection to the project.
- Employee or project guest.
- Post doc or PhD student where the project receives funds to cover payment of travels and machines.
A copy of the personnel database is distributed to all tenured staff and PhD students at the beginning of each semester. It can also be obtained from Karen Mřller (Ada-128, ext. 5610), who can also help you with obtaining an insurance card.
If in doubt about the rules, please ask the accountant of the paying grant.
