Travel policy University of Copenhagen

Transcription

1 Travel policy University of Copenhagen January 2015

2 Policy Statement The University of Copenhagen is an institution subject to Danish legislation. As an employee at the University of Copenhagen (UCPH), you are obliged to follow guidelines and policies issued by the Danish government. This applies to UCPH s invited quests as well. Regarding expenses made on behalf of the University of Copenhagen all employees are obliged to follow the governmental policy concerning business travel CIR.nr To access the policy (Danish only) click here. The travel policy of the University of Copenhagen should be regarded as a mandatory supplement to the policy concerning business travel. You can access the University of Copenhagen's employee guide to travel and transportation on KUnet click here. In general expenses used on behalf of the University of Copenhagen should always be spent with the utmost caution and consideration.

3 Table of contents Policy Statement Purpose General Principles Booking of business travel Approval Plane tickets Bonus point Hotel Accommodation outside of Denmark Accommodation in Denmark Conference hotel Other sorts of transport Trains outside of Denmark Trains in Denmark Metro Taxi Car rental Driving in your own vehicle Use of official UCPH cars Travel insurance Purpose The purpose of the travel policy is to secure that the University of Copenhagen can deliver the following: A travel policy which applies to the entire UCPH and promotes research and education, as well as securing a flexible administration within the current legislation. A travel policy which ensures minimal use of expenses related to travelling. A travel policy which ensures professional planning and booking regarding travel, expenses, service and duration of travel. A guarantee that policies and guidelines concerning travel on behalf of UCPH are known and respected including the governmental policy concerning business travel.

4 2 General Principles The travel policy is applicable for all business travels, as well as related expenses, financed by the UCPH no matter origin of funding. All business travels should be planned and completed, so the total amount spent on planes, hotels, car rental etc. are kept at a minimum without prolonging the time spent on travelling. UCPH will cover necessary and documented expenses including special needs - see section 5. All business travels must be booked via the travel agency, Carlson Wagonlit Travel (CWT), connected to the UCPH. To read more about the agreement click here. (Danish only) Travel reimbursement must be processed in accordance to the policy concerning business travel by using RejsUd, if the traveller has a Danish security number. If the traveller does not have a Danish security number the reimbursements should be done via a registration-form which can be accessed on KUnet click here. (Danish only) Private travels cannot be billed or completed by UCPH. If an employee wishes to travel with a companion on a business trip, this can be arranged by the traveling agency connected to the UCPH. The ticket along with the invoice will then be sent to the private address. 3 Booking of business travel Booking of transportation and accommodation must be made via the traveling agency connected to the UCPH. A conference hotel can be booked when booking the conference, if this is offered by the host of the conference. The primary booking method is online booking using the services provided by Carlson Wagonlit Travel (CWT) or DSB. If a business trip consists of more than destinations, or more specifically, if the trip is not a direct return trip, the travel can be booked by phone or . Hotels and trains in Denmark can be booked directly at the supplier. See section 7.2 Accommodation in Denmark and 8.2 Trains in Denmark. 4 Approval Business travels must be approved by the budget manager or by the project manager before the trip is booked. 5 Plane tickets In general choose the cheapest plane tickets as possible. This means that plane tickets should be economy class, which cannot be changed or refunded, unless under special circumstances (cancelled departures etc.). The table below is an overview of destinations and the types of plane tickets that can be booked accordingly. Destination Type of ticket Domestic and Nordic countries Economy Europe Economy Intercontinental (6 hours of continues flight or more) Premium economy In the case of necessary flexibility in regards to the time of departure, flexible tickets can be booked. It is not allowed to book 1. Class tickets or equivalent. Business class tickets may in general not be booked either, however special needs can allow the traveller to book this type of ticket.

5 Special needs, which can allow a different type of ticket than economy class, are the following: - Chronic/passing health reason, including the travellers physique - The flight is more than 6 hours without stop and the traveller has to be active at arrival - Constraining work related circumstances (extraordinary circumstances) All special needs require approval by head of institute or faculty director 1, and documentation must be attached in RejsUd. 6 Bonus point Accumulation of bonus points must not be a deciding factor in choosing a specific flight company or time of departure etc. Bonus points belong to the UCPH and can only be used to buy other services on business travels on behalf of UCPH. Bonus points must only to be used to reduce travel expenses in accordance with the governmental policy concerning business travel. 7 Hotel Booking of hotels must be done in relation to transportation (plane, train etc.). If the traveller wishes to bring a companion, the difference in price must be settled privately by the traveller. 7.1 Accommodation outside of Denmark Hotels outside of Denmark must be booked via the traveling agency connected to the UCPH. 7.2 Accommodation in Denmark Hotel accommodation in Denmark must be booked at one of the hotels on the certified list provided by the procurement section. See overview on KUnet click here. (Danish only) 7.3 Conference hotel If hotels are offered in relation with a conference, make sure that the hotel offers the best rate. 8 Other sorts of transport 8.1 Trains outside of Denmark A train journey outside of Denmark must be booked via the traveling agency connected to the UCPH. 8.2 Trains in Denmark Domestic train tickets can be booked via the traveling agency connected to the UCPH. Payment of train tickets should be made with a UCPH cooperate MasterCard in order to get the bill sent directly to employee s profile in RejsUd. When traveling on Zealand, only standard train tickets should be booked. When traveling outside of Zealand 1. class tickets can be booked if the traveling is mainly used for preparation. 1 Special needs concerning employees in the central administration must be approved by the chief administrative director.

6 8.3 Metro In Copenhagen the travellers are encouraged to use the Metro to the airport as it is cheap and the duration is short. 8.4 Taxi Taxi can be used if public transportation cannot meet the traveller s demands within reasonable limits. 8.5 Car rental Car rental can be used, if the business travel or the destination makes it either unpractical or unfeasible to use public transportation or taxi etc. In Denmark B-Class cars should be booked, in Europe as well as overseas C-class cars should be booked. All bookings should be done via the traveling agency connected to the UCPH. Always get a full comprehensive insurance for the car. Speeding-tickets, parking-tickets etc. are not covered by the UCPH. 8.6 Driving in your own vehicle Business travel using your own car or motorcycle is refundable per each kilometre (low rate). Only under special circumstances is a higher rate available. UCPH does not cover damages inflicted while driving in your own vehicle in relation with a business travel. In the event of an accident the traveller s private traveling insurance will cover the damages. 8.7 Use of official UCPH cars It is recommended, that official UCPH cars are used whenever possible. When driving in Denmark the states selfinsurance principle is in effect. When driving outside of Denmark the traveller must always take out a temporary insurance. The use of official UCPH cars for a non-ucph purpose is not allowed, and just one non-ucph errand can lead to a huge fine in relation to registration fees as well as insurance. 9 Travel insurance UCPH travellers are insured in compliance with Europæiske Rejseforsikring. Read more about the agreement on KUnet click here. (Danish only) The insurance card must be carried on all business travel. It is the traveller s own responsibility to get an insurance card. The insurance card is personal and is distributed by the department or faculty. Buying other travel insurances or other insurances paid by the UCPH is not allowed, as the UCPH is self-insured.