Here are some answers to various questions relating to the remuneration of external visitors who are residents of Denmark.
Once you have completed the form (corresponding to your local secretariat) with the necessary information, the secretariat will contact your visitor to obtain all the other details. Look in the right margin ►►►
You will find further detailed information about the process below, and can see who should do what and who is responsible for what.
The agreement or visit is subject to the approval of your head of department or the grant recipient. So when you fill in the form, please attach confirmation that the agreement has been approved (an email, for instance). Remember to inform your head of department of all relevant expenses connected to the agreement (travelling from/to, having x number of nights etc.)
If the agreement is related to a thesis seminar, kindly complete the form for the budget template and read the guidelines prior to completing the budget template.
You will find the thesis guidelines here.
►►► The host must ensure that a head of department/grant recipient has approved the agreement in writing.
We need a description of the agreement that has been reached with the external guest, a programme or similar document. So when you fill in the form, please attach a description of the agreement (an email describing the reason). It is important that hosts remember to allow for all potential expenses connected with the agreement (transport, for instance).
►►► The host must ensure that a programme and/or description of the agreement is made available.
►►► The secretariat will contact the visitor and ask them to fill in the travel reimbursement form.
In accordance with current practice, the number of working hours will be authorised by the secretariat in the salary system.
Two or three contact hours are normally granted (multiplied by a conversion factor of 3.5, resulting in between 7 and 10.50 working hours).
See HR's list of wage rates (Danish only)
►►► The secretariat will ask the visitor to fill in this working hours form.
In the vast majority of cases, employees are paid for their working hours. Find examples below, which are paid (incl. holiday pay) as B income:
►►► The secretariat will ask the guest to fill in this fee payment form.
►►►The secretariat will inform the visitor about methods of payment.
In accordance with current guidelines, the approval of agreements and the programme (when relevant) must be filed in Workzone. The case number will normally combine cases for the whole department.
►►► The secretariat will file the agreement and programme in Workzone.