Graduate School, Arts

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For External Guest Lecturers - Travel, hotel and transportation

Instructions and Rules - Travel, hotel and transportation

You are asked to book your own transportation. You will be reimbursed by The Graduate School, Arts after the course has ended.

Travel Booking

  • For Non-Danish citizens: You can choose between flights, trains, or buses.
  • For Danish citizens: You can choose between train, bus, or driving your own car. Flights cannot be reimbursed.
  • Graduate School, Arts only reimburses expenses for economy class.
  • Please book your flight via the airline’s own website. Do not book through search platforms.

Hotel Booking

  • The Graduate School, Arts will book a hotel room on your behalf and will forward the booking details to you in advance of your trip. The hotel will send us an invoice.
  • Breakfast is included.
  • The hotel reservation will usually be from the day before the course starts to the day after the course ends.

Rules for Transport within Denmark and Transport to and from the Airport

You are asked to arrange the necessary transport yourself. Graduate School, Arts will reimburse your expenses afterwards.

  • The cheapest form of transport must be used (public transport).
  • *Taxi rides are usually only granted due to health-related problems. The taxi ride must be approved by the Graduate School, Arts before it takes place.
  • Press here to read our guide for transport in Denmark

Meals and Other small necessities

  • Meals and other expenses in connection with your travel will be reimbursed upon receipt of itemized receipts. Maximum 400.00 DKK pr day.
  • Please note that tips/gratuities are included in restaurant and hotel bills in Denmark. If you are keen to tip the staff, please be aware that we will not be able to refund that amount.

Receipts

  • Please be aware that Graduate School, Arts can only reimburse your expenses if you have receipts.
  • This applies to all expenses including hotel, flights, bus, train, taxi, meals, and other daily expenses.
  • Location, date and time, item, and price must be documented on the receipts.

Reimbursement of Expenses and Payment of honorarium

  • After the course has taken place, you will receive a link to an electronic system where you can upload your expenses for reimbursement.
  • The reimbursement and payment of honorarium will be settled at the same time via the link.
  • Please remember to attach all your receipts, otherwise we will not be able to reimburse you.

Maximum amounts

For non-Danish external lecturers 

  • Flights (return ticket), Europe: Max 5000.00 DKK
  • Flights (return ticket), outside Europe: Max 8000.00 DKK
  • Train/bus: Max 3500.00 DKK
  • Taxi: 0.00 DKK*
  • Meals and other small necessities: Max 400.00 DKK pr day

For Danish external lecturers 

  • Flights, domestic: 0.00 DKK
  • Train/bus: Max 1500.00 DKK
  • Driving own car: Current goverment rate (low)
  • Taxi: 0.00 DKK*
  • Meals and other small necessities: Max 400.00 DKK pr day

Guide - Transportation in Denmark

Got questions? Please contact the PhD course administrator

Andreas Mølgaard Laursen

PhD Administrator
M
H 1443, 421
P +4587150317
Revised 13.05.2025
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Andreas Mølgaard Laursen