PhD students employed at the Faculty of Arts are given a maximum credit of DKK 40,000, covering their entire project period, unless other specific agreements were made on their registration/appointment. This credit is granted to help PhD students carry out the PhD plan, and can be used to cover travel expenses pursuant to the rules outlined below.
The graduate school only covers extraordinary expenses (for special equipment, for instance) if the school receives an application for such equipment and has awarded a specific grant. The grant letter must be uploaded in RejsUd when settling expenses, or shown to the department secretary, who is helping you to make bookings or settle accounts. Further information about RejsUd is available at: https://medarbejdere.au.dk/administration/oekonomi/menu2/rejsud/
Please ask your department secretariat for help in gaining access to RejsUd, or for any other information you may require.
The graduate school covers travel expenses using the cheapest form of travel and in accordance with Aarhus University’s travel regulations.
Please contact your department secretariat when you need to order trips and gain access to CWT.
Travel expenses can be settled in IndFak or RejsUd. For more information, please see: http://medarbejdere.au.dk/administration/oekonomi/
AU Credit Cards
You can apply for an AU credit card digitally: https://medarbejdere.au.dk/en/administration/finance/travel-booking/policyforcredit-card-at-aarhus-university
Please note that you must submit the location code of your school/department (not the Graduate School’s), when you submit the application.
In accordance with the approved PhD plan, the graduate school covers any course fee for external courses in DK that are not covered by the agreement of the Danish universities regarding PhD courses: https://phd.arts.au.dk/phd-courses/courses-1
Short stays (max. five days): Conferences, courses and seminars which have been approved in the PhD plan. Expenses must observe the following rules: https://medarbejdere.au.dk/en/administration/finance/travel-booking
Reasonable, documented expenses for meals (max. 5 days), but no more than those specified in the current rules for public servants covering transport expenses and unemployment benefit. Expenses must be entered in the RejsUd system in the form of expense settlements ('Udgiftsafregning').
Changes of research environment/study periods abroad, min. 2-3 months
Documented expenses for accommodation, but no more than the amount available for hotels: https://medarbejdere.au.dk/en/administration/finance/travel-booking
Meals and other similar expenses are not covered for long-term trips.
Expenses must be entered in the RejsUd system in the form of expense settlements ('Udgiftsafregning').
The GSA recommends that PhD students contact the tax authorities, who can provide advice about any tax exemptions in connection with the need to pay double rent.
AU’s Research Support Office offers a range of advice and tools to help you with your application: http://medarbejdere.au.dk/en/administration/researchandtalent/research-support/advice-and-tools-for-your-grant-proposal/
If the DKK 40,000 does not cover your entire project period, you are entitled to apply for an extra travel grant. However, you must have applied for external funding first. You will find the application form at the bottom of the graduate school’s website: http://phd.arts.au.dk/rules-and-forms/formsandtemplates/
You will need certain account numbers in RejsUd or IndFak. Please require for this information at your department secretariat or ask your PhD programme administrator: http://phd.arts.au.dk/about-us/contact/
Please keep an updated account of your expenses on a regular basis.
If you are in any doubt about whether your expenses can be covered by the graduate school, please feel free to contact your PhD programme administrator: http://phd.arts.au.dk/about-us/contact/
The above guidelines have been revised in August 2016.
The amount an employed PhD student can use has changed from 30,000 DKK to 40,000 DKK, June 2023.
