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Booking for travel |
Steps to take to book for work-related travel. |
2023-04-14 |
last-modified |
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Info to external visitors: Please contact your host at Steno Diabetes Center Aarhus as the host will have to book the flight and hotel arrangements for you to comply with AU rules. If you have local transportation, that the host cannot book for you as guest, please remember to keep all receipts for reimbursement purposes.
::: panel-tabset
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Book by CWT online tool: www.mycwt.com (service fee of 14 DKK added per booking).
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Book by calling or mailing CWT -- phone: 3363 7744 or au.dk@contactcwt.com{.email}. Service fee is based on flight destination:
- Within Scandinavian countries: 30 DKK
- Within European countries: 60 DKK
- Outside of Europe: 150 DKK
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Book on the airline company's webpage directly (no service fee, but you must also include all your personal data, which is included in your CWT profile).
::: callout-note The service fee for CWT results in two MasterCard transactions for every booking -- one for e.g., flight cost and one for the service fee. :::
::: callout-warning Bookings for non-AU employees cannot be handled in the CWT online platform, so please use the airline company's webpage. Remember that the same travel rules apply as for AU employees. :::
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Please contact Charlotte Rosholm for more information if you need to book hotel rooms outside Aarhus but in Denmark.
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As a main rule please note that daily allowance is not to be included in your claim. Please check the AU documentation for any other travel related information (e.g. travel by train).
SDCA Research has an account with DSB Erhverv. It is possible for you to book DSB train and seat tickets online, where the invoice will be sent directly to SDCA. Please contact Inger Hornbech if you need to book train tickets for a business trip and the journey must be paid for by SDCA Research. Inger will then create an user account for you, so you can book the needed tickets.
Book flights using one of the below airlines on their webpage or use the travel agency Egencia:
- Scandinavian Airlines System Denmark-Norway-Sweden (SAS) (also allowed to travel with the discount companies operating for SAS)
- Norwegian Air Shuttle
- LOT Polish Airlines
- Finnair Plc
- Lufthansa
- Austrian Airlines
- Air Canada
- Swiss International Air Lines
- Brussels Airlines, Branch of Brussels Airlines N.V./S.A.
- United Airlines, Branch of United Airlines Inc., USA
- British Airways Plc
- Iberia Líneas Aéreas
- Air France
- KLM
- Emirates
- Icelandair
- DAT (connection Karup and Copenhagen)
- Ryanair
If you for some reason cannot book your flight at one of the above airline companies, then you have to state why that is in your travel claim.
Travel agency Egencia can be reached by phone at 7070 8202 or e-mail: customer_service@egencia.dk{.email}
::: callout-warning Please note that you are not allowed to use Uber.
Regarding GoMore:
If the following conditions are met, you can now use GoMore if it is the cheapest choice. You have to get a receipt from GoMore with information on who used GoMore from the start to end destinations, as well as the date of travel. The receipt should include address and CVR number of GoMore. You will need to state the purpose of the travel on the receipt
As a main rule please note that daily allowance is not to be included in your claim. :::
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RM/AUH have an additional agreement, not an SKI but made by RM with the Helnan Marselis Hotel (Strandvejen 25, 8000 Aarhus C, phone: 8614 4411).
Please contact Charlotte Rosholm for more information if you need to book hotel rooms outside Aarhus but in Denmark.
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Are you looking for other travel information than given here, please check out this link (only accessible on AUH internet connections or through Citrix): Forhold omkring tjenesterejser, mødebefordring, kurser, uddannelse m.v. - AUH intranet (rm.dk).
For reimbursement of your travel expenses please read the reimbursement overview page. :::
If this document doesn't answer your questions, contact Inger Hornbech (inger.hornbech@rm.dk{.email}) for those at AUH or Charlotte Rosholm (cro@clin.au.dk{.email}) for those at AU.