Obtaining the travel application form

The travel application form can be downloaded here.

Check boxes at the top of the form

To the left, status (VIP/TAP, PhD or second part student) is marked with a cross. To the right, DAIMI is marked with a cross - unless you are associated with an external project according to the personnel database (or have reason to believe that the project will approve the application) and in that case the name of the project is to be stated, e.g. BRICS PhD School or Research Center.

Purpose of the travel

One or several purposes are marked with a cross and the relevant information added. Travels where you are to present an article usually have high priority. As to applications for guest travels, it is usually the host who applies. Further description of the purpose should state the expected output of the travel.

Transport

Plane tickets should be as inexpensive as possible (APEX or charter)

Regarding insurance - Please see the information and link on the "Booking" page. Please note that you are not allowed to take out a cancellation insurance.

Please notice that you have to be employed at the University of Aarhus in order to obtain mileage allowance. Guests and students who are not employed are not allowed to obtain mileage allowance. In these cases only documented expenses can be recovered (i.e. receipts). However, guests receiving honorarium are considered employed at the University.

Daily allowance and hotel

The current rates are "built into" to the pdf form.

Daily allowance is reduced for every meal which is included in hotel expenses, fees, longer flights etc. (for breakfast 15%, lunch 30%, dinner 30%).

As to hotel either the actual expenses (up to the amount at disposal) or the nightly allowance is covered. Please notice that the nightly allowance is subject to tax!!

For PhD students the board of the Department has decided to reduce allowance and maximal hotel rates to 2/3 of the ordinary rates (with the purpose to ensure the best possible use of travel funds to PhD students). If it is impossible to find a hotel within this limit, a dispensation from the reduction can be applied for.

For second part students there is a limit on all expenses (at present Dkk 4,000 per journey). Either all travel expenses or 2/3 of all expenses are covered. According to regulations, students cannot receive daily allowance unless they are employed at the university. However, actual costs can be reimbursed if documented by way of receipts/supplements.

Employees can at most receive daily allowance for up to 3 months in Denmark and 6 month abroad.

Guests visiting the department can at most receive daily allowance for up to 3 months. Subsequently only actual costs can be reimbursed if documented by way of receipts/supplements.

It is filled in and signed by the supervisor (only for PhD students and second part students).

Here you can state whether funds from other sources than the one marked at the top have been applied for as well as explanations of other particular conditions concerning the application.

Duly filled in, the form is delivered to either the Head of the Department or to the licensee. When the application has been considered (at the latest 14 days after the deadline), it will be returned to the applicant with the grant holder's signature and a decision.

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