Travel allowance

If there was any travel activity in connection with the co-examination, you will be reimbursed.

You must fill in a travel reimbursement form, which you will find on the individual exam in Digital Eksamen.

If you cannot find the form in Digital Eksamen, you must contact the responsible examination administrator.

If you lose receipts from your trip, you must fill in a solemn declaration. It is available under the item "Forms and Guidelines" on this page.

Aarhus University covers travel expenses corresponding to the cheapest standard fare by public transport.

Hourly and daily allowance rates 

If the exam lasts several days, or if the external examiner is unable to return home on the same day the exam is held, overnight accommodation may be necessary. In this case, an hourly or daily allowance can be paid if the following rules are complied with: 

• An hourly or daily allowance is only paid for official trips involving overnight accommodation, and only for trips that last a minimum of 24 hours.
• A daily allowance is paid for each complete 24-hour period the official trip lasts. For any hours exceeding the 24-hour period, an allowance is paid for each commenced hour. 
• An hourly or daily allowance can never be disbursed at the along with additional expenses (actual expenses). This means that expenses for taxis, buses, refreshments, etc. during your stay cannot be reimbursed together with the payment of hourly or daily allowance. It is either or. However, expenses for transport between the external examiner's private address and the hotel/AU are refundable.

Additional expenses:

If the external examiner’s official trip lasts less than 24 hours or does not involve overnight accommodation, reasonable additional expenses can be reimbursed for meals, provided documentation is submitted. 

Undocumented night supplement:

If the external examiner chooses private accommodation an undocumented night supplement can be granted. This must be registered in the travel reimbursement form.

Employee parking 

Register your car in order to park on AU's parking spaces

Booking hotel accommodation

If you are unable to arrive at the examination or home on the same day the examination is held, expenses are covered for overnight accommodation.  You must book your own hotel accommodation and you should be aware that the hotel allowance has a maximum of DKK 1,448 per overnight stay valid from 1. January 2023.

Forms and guidelines

• The travel reimbursement form can be found in Digital Eksamen under the relevant exam, by choosing the tab "Show exam information".
• Forms concerning the qualifying examination or PhD defense - contact: gradschool.nat@au.dk
• Guidelines for completing specification and travel reimbursement forms 

• Solemn declaration  Please press the download button (marked below) to fill out this form.