Travels must be booked through the travel agency CWT. All PhDs should have a CWT-profile and should have received an email with login information.
Contact Lene Conley (or another member of the secretariat) if you haven't.
Please do not submit your own profile request, as it is important that the details about the Department are correct.
Flight tickets can be booked through the CWT portal or you can contact CWT on email or phone during opening hours.
Read more at: https://medarbejdere.au.dk/en/administration/finance/travel-booking/transportation/airline-tickets
Please note: if you call CWT outside of normal opening hours, a fee will be charged per phone call.
Important: When you buy tickets through CWT you will receive an invoice on email. You must then use this invoice to settle the expense in RejsUd
It is also possible to book directly with the airline, but it is not allowed to use another travel agent (incl. Momondo etc). However, the Department recommends that you book through CWT.
Please buy your train tickets through Togrejse.dk or DSB.dk using your own credit card or your Eurocard and claim/settle the expense in RejsUd.
Read more at: https://medarbejdere.au.dk/en/administration/finance/travel-booking/transportation/train-tickets
If you must stay at a hotel in Denmark you must use a hotel within the AU hotel agreement
For hotels abroad you can book directly with the hotel, or through CWT (a fee will be added).
Read more at: https://medarbejdere.au.dk/en/administration/finance/travel-booking/accommodation
Important: when booking most hotels will ask you to guarantee the amount on your credit card, and pay upon departure. You must ask for a receipt and use this to make:
Aarhus University is subject to the Danish State’s self-insurance scheme. This means that the insurance company “Europæiske” administers the scheme on behalf of the Danish state.
Europæiske decides whether there is any liability for damages and if so, what the size of such damages should be. Europæiske pays doctor’s bills, damages etc., and AU (the department!) must subsequently refund the amounts concerned to Europæiske.
PhD students (both part A and part B) are covered by AU’s travel insurance when travelling on official business, for example conferences, courses, stays abroad, collaboration etc., but not on private vacation.
If you are taking vacation in connection with your official travel, you must make sure to buy your own travel insurance for the private part of the travel. You can obtain a discount from Europæiske if you are going on private holiday travel or supplementary holiday. Such insurance policies must be paid at your own expense.
As a starting point, the travel insurance only covers in connection with acute illness and injury. In the event that you are ill or have become injured before a trip, or should you have any other reason to believe that you will need a medical doctor or other treatment provider abroad, you should apply for prior medical approval.
Print your own insurance car. It is not necessary, but it may be handy to carry in your wallet. Aarhus University CVR no. is 31119103.
You can also find relevant contact information on the website / English version is a google translation by website
If your host institution is asking for documentation to prove that you are covered by travel insurance (an insurance certificate), you can fill out this form:
The certificate will be sent to you
Before submitting a claim (e.g. lost/stolen luggage, reimbursement of doctor's bills etc), you must obtain a statement from your PhD supervisor confirming:
This statement must be signed by the head of secretariat (Katrine Mikkelsen) before submitting the claim at Europæiske website
Use CVR number: 31119103
If your baggage is delayed or lost, please contact Lene or Ida in the Department of Chemistry Secretariat, as we need to issue a confirmation for Europæiske Rejseforsikring (European Travel Insurance).
When contacting the Secretariat, please provide the following information: