External visitors: visits and remuneration

Please read these guidelines carefully before you start

We have made it easier for academic staff


When you are visited by an external visitor, you only need to fill out the relevant form now. If we receive the necessary information in the form from you, then the secretariat will take over the correspondence with your visitor regarding the trip, hotel, travel expenses etc. 


We ask you to do the following:

  1. Please start by unfolding and reading the check list below.
  2. Make sure you have obtained all the necessary documentation (the approval of your head of department or external project owner and a programme/agreement).
  3. Find out whether your visitor lives in Denmark or abroad, and read the relevant guidelines (blue and green) to find out what kind of information you need and who should get hold of it.
  4. Then fill in the form (click the button below) to give us the necessary information about your visitor, hotels, remuneration and the event in question.

Thank you very much for your collaboration.


Here’s the check list!


This process is for visiting lecturers on a short stay, for instance in connection with lectures or the like - not for visiting scholars on a longer stay. 


Check list for information regarding visitors from Denmark and abroad: 

  • You must attach the approval of your head of department
  • You must attach a programme/description of the event
  • Your visitor: full name, email address and country of residence 
  • The date your event starts and finishes
  • Hotel booking (if relevant: date of arrival and departure)
  • Travel expenses (if relevant: how much has been granted, please state the currency)
  • Remuneration
    • Number of working hours
    • Fee (primarily for visitors from abroad or artistic performances)
    • No remuneration (wine appreciation)
  • Grant (project number if relevant, paid by your school, by external grant or by other sources)
  • Budget, if relevant

The secretariat is happy to help

Based on the information you provide in this form, we will contact your visitor and inform them of the rules about travel expenses and remuneration. We will also file the agreement in Workzone, as required.