If you need a hotel room in connection with your participation as an assessor at the defense, the PhD administration will book a hotel room for you and forward the reservation to you.

• The hotel will send the administration an invoice
• Breakfast is included in the hotel reservation
• Graduate School, Arts pay up to three nights in connection with a defence 

If you wish, you can book your train tickets and seat reservations yourself and get the expenses reimbursed after the defence.

• Please be aware: We only reimburse train tickets booked in economy class.
• Remember to save the receipts for reimbursement.

Otherwise can you contact Aarhus Universities travel agency CWT at au.dk@contactcwt.com. Please state the following: 

• Reference (Insert the full name of the PhD administrator who contacted you):

• Account: AU PHD BEDOEMMERE ARTS 

• First name and surname (according to your passport)  

• Birth date 

• Mobile tel. No 

• E-mail address 

• Preferred initials, if any 

• Dates/time (date-month-year) 

• From (choose train station) 

• To (choose train station) 

• Luggage (excl. hand luggage) 

• Remuneration of your work will be 16 hours, equalling approx. 9.197 DKK (incl. holiday pay) (1 April 2025 level)
• The standard honorarium given to external assessor corresponds to 16 hours of work
• The remuneration will take place after the PhD defence 
• Please be aware that the fee might be taxable in the country where you reside
• Please log on using the following link and upload the required information: https://assessorform.au.carve.dk/. 
  • Under "Select faculty/department" please choose "Faculty of Arts"

Which expenses are eligible for reimbursement?

• Reasonable expenses for light meals and similar
• Local transportation in Aarhus or Copenhagen
• Others

Please note

• Expenses can only be reimbursed with proper documentation/receipts.
• Taxi fares are not reimbursed unless there is a prior agreement with the PhD administration