Booking for travel
🚧 This website and most of its contents are often updated or modified. Many documents are at various stages of completion. 🚧
Info to external visitors: Please contact your host at Steno Diabetes Center Aarhus as the host will have to book the flight and hotel arrangements for you to comply with AU rules. If you have local transportation, that the host cannot book for you as guest, please remember to keep all receipts for reimbursement purposes.
Booking of flights for you or an external visitor – 3 options
Book by CWT online tool: www.mycwt.com (service fee of 14 DKK added per booking).
Book by calling or mailing CWT – phone: 3363 7744 or au.dk@contactcwt.com. Service fee is based on flight destination:
- Within Scandinavian countries: 30 DKK
- Within European countries: 60 DKK
- Outside of Europe: 150 DKK
Book on the airline company’s webpage directly (no service fee, but you must also include all your personal data, which is included in your CWT profile).
The service fee for CWT results in two MasterCard transactions for every booking – one for e.g., flight cost and one for the service fee.
Bookings for non-AU employees cannot be handled in the CWT online platform, so please use the airline company’s webpage. Remember that the same travel rules apply as for AU employees.
Hotel booking in Aarhus
SKI hotel agreements (which stands for Statens og Kommunernes Indkøbsservice – translating to something like Purchase Service for the State and Municipalities) have been made for the period June 2023 to end December 2024. As these agreements are confidential only the hotel names and phone numbers are given here for the following hotels in Aarhus:
- Aarhus N (north, near the hospital):
- Zleep Hotel Aarhus Skejby, Tangen 45, Aarhus N, phone: 7023 5635
- Horisont Hotel & Konference, Agro Food Park 10, Aarhus N, phone: 7020 8810
- Hotel GUEST apart, Tuesager 5A, Aarhus N, phone: 8618 0000
- Aarhus C (center, near the downtown):
- CABINN Aarhus, Kannikegade 14A, Aarhus C, phone: 8675 7000
- Comwell Aarhus, Værkmestergade 2, Aarhus C, phone: 7027 4274
- Radisson Blu Scandinavia, Margrethepladsen 1, Aarhus C, phone: 8936 2044
- Scandic the Mayor, Banegaardspladsen 14, Aarhus C, phone: 3348 0450
- Scandic Aarhus City, Østergade 10, Aarhus C, phone: 3348 0450
- Wakeup Aarhus, M.P. Bruunsgade 27, Aarhus C, phone: 4480 0000
- Aarhus V (west):
- Scandic Aarhus Vest, Rytoften 3, Aarhus V, phone: 3348 0450
If these hotels are all booked, then you can book at another hotel room as long as the maximum rate for a room per night is 1.448 DKK, base on 2023 rates.
Hotel booking in Denmark
Please contact Charlotte Rosholm for more information if you need to book hotel rooms outside Aarhus but in Denmark.
About booking hotel rooms abroad
No specific agreements with hotels have been made, but the amount per night per country for 2024 is listed in the table below:
| Country | Amount |
|---|---|
| Austria | 135 EUR |
| Belgium | 179 EUR |
| Canada | 372 CAD + tax |
| Finland | 150 EUR |
| France | 196 EUR |
| Germany | 143 EUR |
| Great Britain | 185 GBP |
| Greece | 109 EUR |
| Ireland | 189 EUR |
| Iceland | 35.721 ISK |
| Italy | 151 EUR |
| Luxembourg | 178 EUR |
| Netherlands | 174 EUR |
| New York/Washington DC | 341 USD + tax |
| Norway | 1.955 NOK |
| Portugal | 146 EUR |
| Switzerland | 250 CHF |
| Spain | 159 EUR |
| Sweden | 1.884 SEK |
| USA | 211 USD + tax |
Other travel booking information
As a main rule please note that daily allowance is not to be included in your claim. Please check the AU documentation for any other travel related information (e.g. travel by train).
Train tickets - DSB Erhverv
SDCA Research has an account with DSB Erhverv. It is possible for you to book DSB train and seat tickets online, where the invoice will be sent directly to SDCA. Please contact Inger Hornbech if you need to book train tickets for a business trip and the journey must be paid for by SDCA Research. Inger will then create an user account for you, so you can book the needed tickets.
Booking of flights for you or an external visitor
Book flights using one of the below airlines on their webpage or use the travel agency Egencia:
- Scandinavian Airlines System Denmark-Norway-Sweden (SAS) (also allowed to travel with the discount companies operating for SAS)
- Norwegian Air Shuttle
- LOT Polish Airlines
- Finnair Plc
- Lufthansa
- Austrian Airlines
- Air Canada
- Swiss International Air Lines
- Brussels Airlines, Branch of Brussels Airlines N.V./S.A.
- United Airlines, Branch of United Airlines Inc., USA
- British Airways Plc
- Iberia LÃneas Aéreas
- Air France
- KLM
- Emirates
- Icelandair
- DAT (connection Karup and Copenhagen)
- Ryanair
If you for some reason cannot book your flight at one of the above airline companies, then you have to state why that is in your travel claim.
Travel agency Egencia can be reached by phone at 7070 8202 or e-mail: customer_service@egencia.dk
Please note that you are not allowed to use Uber.
Regarding GoMore:
If the following conditions are met, you can now use GoMore if it is the cheapest choice. You have to get a receipt from GoMore with information on who used GoMore from the start to end destinations, as well as the date of travel. The receipt should include address and CVR number of GoMore. You will need to state the purpose of the travel on the receipt
As a main rule please note that daily allowance is not to be included in your claim.
Hotel booking in Aarhus
SKI hotel agreements (which stands for Statens og Kommunernes Indkøbsservice – translating to something like Purchase Service for the State and Municipalities) have been made for the period June 2023 to end December 2024. As these agreements are confidential only the hotel names and phone numbers are given here for the following hotels in Aarhus:
- Aarhus N (north, near the hospital):
- Zleep Hotel Aarhus Skejby, Tangen 45, Aarhus N, phone: 7023 5635
- Horisont Hotel & Konference, Agro Food Park 10, Aarhus N, phone: 7020 8810
- Hotel GUEST apart, Tuesager 5A, Aarhus N, phone: 8618 0000
- Aarhus C (center, near the downtown):
- CABINN Aarhus, Kannikegade 14A, Aarhus C, phone: 8675 7000
- Comwell Aarhus, Værkmestergade 2, Aarhus C, phone: 7027 4274
- Radisson Blu Scandinavia, Margrethepladsen 1, Aarhus C, phone: 8936 2044
- Scandic the Mayor, Banegaardspladsen 14, Aarhus C, phone: 3348 0450
- Scandic Aarhus City, Østergade 10, Aarhus C, phone: 3348 0450
- Wakeup Aarhus, M.P. Bruunsgade 27, Aarhus C, phone: 4480 0000
- Aarhus V (west):
- Scandic Aarhus Vest, Rytoften 3, Aarhus V, phone: 3348 0450
If these hotels are all booked, then you can book at another hotel room as long as the maximum rate for a room per night is 1.448 DKK, base on 2023 rates.
RM/AUH have an additional agreement, not an SKI but made by RM with the Helnan Marselis Hotel (Strandvejen 25, 8000 Aarhus C, phone: 8614 4411).
Hotel booking in Denmark
Please contact Charlotte Rosholm for more information if you need to book hotel rooms outside Aarhus but in Denmark.
About booking hotel rooms abroad
No specific agreements with hotels have been made, but the amount per night per country for 2024 is listed in the table below:
| Country | Amount |
|---|---|
| Austria | 135 EUR |
| Belgium | 179 EUR |
| Canada | 372 CAD + tax |
| Finland | 150 EUR |
| France | 196 EUR |
| Germany | 143 EUR |
| Great Britain | 185 GBP |
| Greece | 109 EUR |
| Ireland | 189 EUR |
| Iceland | 35.721 ISK |
| Italy | 151 EUR |
| Luxembourg | 178 EUR |
| Netherlands | 174 EUR |
| New York/Washington DC | 341 USD + tax |
| Norway | 1.955 NOK |
| Portugal | 146 EUR |
| Switzerland | 250 CHF |
| Spain | 159 EUR |
| Sweden | 1.884 SEK |
| USA | 211 USD + tax |
Other travel booking information
Are you looking for other travel information than given here, please check out this link (only accessible on AUH internet connections or through Citrix): Forhold omkring tjenesterejser, mødebefordring, kurser, uddannelse m.v. - AUH intranet (rm.dk).
Reimbursement of travel expenses
For reimbursement of your travel expenses please read the reimbursement overview page.
Contacts
If this document doesn’t answer your questions, contact Inger Hornbech (inger.hornbech@rm.dk) for those at AUH or Charlotte Rosholm (cro@clin.au.dk) for those at AU.