Please note: If a guest (who is not a resident of Denmark) has a Danish NemKonto, please follow the instructions for visitors with Danish residence.
Below are some answers to various questions relating to the remuneration of guests who are not residents of Denmark.
Once you have completed the form 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 send the REEX link to the visitor when they have received information from the host via the relevant form. In some cases the visitor’s information in REEX is checked before being forwarded to the Travel Expense Accounts/Payroll system.
VAT-registered companies abroad
Invoices should be sent by email to the host with a copy to the secretariat at the following addresses:
►►► The secretariat will contact the visitor and inform them of the required invoicing information, and then ensure that the invoice is dispatched to our IndFak system, where payment will be approved.
- Invoices must be sent to one of the following addresses (depending on the location in question)
- Invoices from abroad must contain the following information:
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.