As an assessor, you are entitled to receive an honorarium and reimbursement of travel expenses according to Aarhus University's rules and regulations.
For travel assistance (not accommodation), we refer to the information provided to you directly by the Graduate School.
You should always travel by the cheapest means of transportation.
The Graduate School/Travel Team will reimburse accommodation at a hotel, near the place of where the defence is being conducted.
All Hotel bookings must be made via our Travel Team, who will assist you with your requirements.
In order to protect your personal details, please refrain from using postal services to forward any documentation.
Please send an e-mail to Phd.travel@au.dk and we will take care of the booking. All hotel bookings must be made via Phd.travel@au.dk, as Aarhus University has purchasing agreements with certain hotels. The hotel will charge us directly.
Graduate School of Natural Sciences/GSNS will pay up to three nights of accommodation for foreign assessors and one night for Danish assessors.
You are welcome to extend your stay at the same hotel at your own expense.
We kindly request that you book and pay your own transport (flight, train, etc.). After the defence we will reimburse your travel expenses, see information below. Please observe Aarhus University’s travel policy:
All claims for travel expenses should be forwarded/entered within the current fiscal year and Journeys relating to December should be forward/entered no later than by the end of January the following year.
Journeys > 24 hours: Official trips lasting min. 24 hours and involving overnight stay(s) in Denmark entitle you to receive per diem allowance. If you receive free meals in connection with your trip, the per diem allowance will be reduced accordingly.
The hourly and daily allowance rates are reduced if you receive free meals in connection with your travel.
Breakfast accounts for 15 %, lunch for 30 % and supper for 30 % of the daily allowance rate.
Journeys < 24 hours: You will only receive reimbursement of actual documented expenses, including reasonable expenses for meals.
The standard honorarium for an external assessor at a PhD defence corresponds to 16 hours of work, approx. DKK 8.700. Please be aware that the honorarium may be taxable in the country where you reside.
After the defence you must claim your honorarium and reimbursement of your travel expenses:
Please visit either ”For assessors with a Danish CPR number” or ”For assessors without a Danish CPR number”
For any questions relating to expenses and honorarium, please contact Phd.travel@au.dk
All claims should be made within the current fiscal year – claims relating to PhD defences in December, however, no later than by the end of January the following year.
You must claim your honorarium as well as reimbursement of your travel expenses by using our online settlement system – please use this link: Submit information online
As a foreign assessor it is possible for you to have your employer issue an invoice for the honorarium.
The invoice should be issued per details below and sent to kreditorhotline@au.dk:
Aarhus University
PhD Administration, Natural and Technical Sciences
Jens Baggesens Vej 53
8200 Aarhus N, DK
Att.: Helle Reichl
EAN: 5798000433786
V.A.T. number: 31119103
Text on the invoice must include name of the PhD student, name of assessor, and date of the defence.
The honorarium amount is currently DKK 8.700.
In order to receive your taxable honorarium please fill in Honorarium form for Danish assessors and send it to phd.travel@au.dk.
In order to receive reimbursement of your travel expenses please fill in the Information form and send it to phd.travel@au.dk. Remember to attach documentation of your expenses, i.e. invoices, receipts, etc.
If your employer has paid your expenses, an electronic invoice can be issued per details below. All receipts should be attached, and the name of the PhD student, the name of the assessor, and the defence date must be stated:
Aarhus University
PhD Administration, Natural Sciences and Technical Sciences
Jens Baggesens Vej 53
8200 Aarhus N, DK
Att.: Helle Reichl
EAN 5798000433786
V.A.T. number 31119103
Contact us by writing an e-mail to PhD.travel@au.dk
