Travel Guidelines

Step 1: Fill in the travel application 

Before making travel reservations ALWAYS fill out the travel application form which needs to be approved by the grant holder.

Travel applications are considered continuously. Remember to hang on to the approved application, as you need to upload it together with your other travel documents once you make the reimbursement in RejsUd.

In the application form remember to apply for daily allowance if agreed with grant holder.

Step 2: Book your transportation 

- By flight 

All flights MUST be booked through Carlson Wagonlit Travel (CWT), the University’s official travel agency. To book you must have a user profile at Carlson Wagonlit Travel. If you don't have one contact Jan Frederiksen.

  • When booking always ask Carlson Wagonlit Travel to put the requisition and activity number matching the grant on the bill. (Get it from your research group coordinator). 
  • ALWAYS book economy class airfare!

Contact the Carlson Wagonlit Travel agents via:

Phone: +45 33637744


Website: CWT portal

Opening hours: Monday - Thursday : 8:30-16:30, Friday : 8:30-16:00

- By train 

When travelling in Denmark train tickets are booked on
When travelling abroad book through Carlson Wagonlit Travel (CWT)

- By car

Information on the department car and car rental

Step 3: Book your hotel

Information on how to book hotels in Denmark and abroad

Step 4: Get an insurance card


When you travel abroad in relation to your work (i.e. to conferences, stay abroad or internship) you MUST bring a valid travel insurance card. Get the card by visiting Tina in the Information Office (Ada-116).

Step 5: Apply for Visa

For Danish citizens check here if you need visa

Non-Danish citizens need to check the Ministry of Foreign Affairs of their home country

Step 6: Settle the expenses 

Expense settlement and reimbursement is done through the RejsUd system.

Remember to upload your travel application and to indicate the number of meals that has been paid for by your host or others (a certain amount per meal will be withdrawn from the daily allowance).

Contact Henriette Vestergaard Grøn if you need help.