Employee guide – University of Copenhagen

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Department of Mathematical Sciences > About the department > Employee guide

Employee guide

This guide contains information for employees and guests at the Department of Mathematical Sciences. There is no Danish version of this guide; it is only maintained in English. To find an item, please consult the following table of contents or search for relevant keywords in your browser.

Absalon

The University of Copenhagen uses a system called Absalon for administration of courses and course home pages. It is normally accessed via KUnet . When KUnet is unavailable, Absalon can be accessed directly here .

Absence (illness, travel, etc.)

The department has to know what people employed at the department are doing, except for public holidays. The proper way to make sure of this is to write to fravaer@math.ku.dk.

  • Denmark has 11 public holidays pr year (christmas, easter etc). On those days, it is assumed you're not working and you do not have to do anything.
  • If you are sick, are on vacation, work at home, have child's first sickness day, have a socalled omsorgsdag, or are away on business fravaer@math.ku.dk has to be informed.
  • In a quarter when you are teaching, you can be away on business for up to one week if you take care of rescheduling or arrange with a colleague to take care of the teaching. The latter is the preferred way.
  • In a quarter without teaching you can be away on business for up to one month.
  • Outside the quarters, you can be away on business as you want.

If you want to go beyond these rules you have to ask for permission from the head of department (PhD students going abroad on a change of environment only need the approval of their advisors).

Academic Calendar

The teaching takes place from approximately the beginning of September to late June, and is divided up into four "blocks", with block 1 starting around Sept 1, and each of ca 9 weeks duration. The courses in each block is divided up into 3 "schedule groups" A, B, C. 
Here is a link to KU-Science's description of the academic year. 
Here is KU-Science's Google Calendar with the blocks indicated.

Additions to this guide

Please send suggestions to webmaster@math.ku.dk.

Analysis numbers (analysenumre)

Analysis numbers (analysenumre) are used to identify the various accounts belonging the department. Each grant has an analysis number and every PhD student has a personal analysis number for their travel allowance. Before ordering goods and services (including travel) it is necessary to know the analysis number of the account that is going to pay. All the analysis numbers can be found here.

Apartments and long term accomodation

Please write to hotel@math.ku.dk if you would like assistance with finding an apartment for a long term guest or new employee. Note that the department can only help facilitate contact.

Books

Please write to bog@math.ku.dk if you need to order a book. Please include all information necessary to identify the book.

Bicycles

The deparment has a number of bicycles which can be used by employees and guests. Please contact the secretaries on the 1st floor to loan one.

Bullying and harassment

See the Department Policy (pdf in Danish): Handlingsplan mod mobning og chiklane på Institut for Matematiske Fag - or the University of Copenhagen Action Plan for Bullying and Harassment (on KUnet's Employee Guide).

Buying goods and services

The University of Copenhagen has contracts with suppliers of all kinds of goods and servies. To ensure that these contracts are not violated, employees should not normally buy or order directly from a suplier. Please use the following procedures instead:

Books: Please use the procedure described here.

Computer equipment: Please contact Science-it to purchase computer equipment. Science-it have a number of standard solutions, but they are also able to handle special requests (e.g. Mac). Please include the department number (501000) and either an analysis number or a project number as well as the delivery address when contacting them.

Travel: All tickets for travel must be booked through our travel agency.

Other goods and services: To order other goods and services, please write to indkoeb@math.ku.dk with a detailed description of what you need and the project number or analysis number of the grant/account that is going to pay.

Goods and services that you absolutely need to order yourself: Please use this procedure, if you absolutely need to order goods or services yourself:

  • Obtain permission from the holder of the grant/account that is going to pay, and identify the corresponding analysis number.
  • If possible, you should pay using an electronic invoice:
    • Get an RT number.
    • The seller will need the department EAN: 5798 000 422 391. The invoice must state the RT number obtained above.

    • The University of Copenhagen CVR-no.: 29979812

    If it is not possible to pay using an electronic invoice then you can get reimbursed after paying.

Calendars and subscription

The department maintains a number of calendars with various informations:

It is possible to subscribe to these calendars. To add them to a Google-calendar, you can simply click on the '+Google calendar'-icon in the bottom right corner of the calendar above. For iCal, you must use the following links:

Committees and boards

The department has a number of committees with variuos responsibilities.

Copying

The printers Baskerville (in 04.1.02), Gutenberg (in the hallway on the 1st floor), and Knuth (near 04.4.13) can be used for photo copying, if you know the code. Please ask your colleagues or the secretaries on the 1st floor for the code.

Errors in this guide

Please report errors to webmaster@math.ku.dk.

External examinators (censorer)

The official list of external examiners

Fax

The department fax number is: +45 35 32 07 04 but due to reconstruction of the E-building the fax is currently unavailable.

Foreign employees and long term guests

The International Staff Mobility Office (ISM) of the University of Copenhagen has useful information for foreign emplyees and long term guests. In particular, ISM maintains some very useful check lists for foreigners comming to Denmark.

Visas and immigration

Please follow the check list from ISM to get visa/residence permit/work permit as required. Please be aware that it is important to observe the rules and deadlines - the legislation is very strict. If you are unsure about the process, please contact ISM- they have the necessary expertise, and they are more likely to give you a correct answer than the authorities. When you are formally offered a position at the University of Copenhagen, you should receive the relevant forms necessary to get a residence and work permit; please contact Louise Søberg (NCI) if you do not receive them. Please contact Louise Søberg (NCI) if you need documentation of (future) employment the University of Copenhagen.

Bank account and salary

After arriving in Denmark nd registrering with the local authorities (please cosult the ISM check list for details), you will receive a Danish CPR-number. Once you have a CPR-number, you should open a Danish bank account. Reportedly, Danske Bank, Lyngbyvej 34, 2100 København Ø has an above average level of service for foreigners who have recently arrived in the Denmark. Once you have a bank account, you should send the account details to Louise Søberg (NCI), so they can pay out you salary.

Renewing visas and permits

Please be aware that visas, residence and work permits are normally temporary and that they should be renewed before they expire. Please contact ISM for details.

Funding, external applications

SCIENCE Research and Innovation’s research funding homepage has advice for applying for external funding.

All applications for external funding (e.g., to The Danish Council for Independent Research) must be approved by the head of the department before they are submitted. Please send the the budget for your application to NCI, projekter@nci.science.ku.dk at least 5 days before the deadline of your application. If you need help with your budget or the form please email your questions to the same address. After NCI has checked and approved your budget, the head of department must approve it before it is submitted to the external funding agency.

Guests

Please use the following procedure to announce the arrival of guests:

Exact dates of arrival and departure known:
Please announce the guest using the online form. This guarantees that the guest will get a hotel room, office space, and computer account as needed.
Tentative dates of arrival and departure:
If the dates are not know yet, then the guest should be announced in the guest database. Please use the form above when the dates are fixed.

Office space is distributed on a first come first serve basis. Office key, key card, login information etc. is handed out to the local host by Mette Fulling. This is only done in her office hours, but it can be done several days in advance. The local host will have to sign for the key and key card.

Travel reimbursement for guests

Please use the online reimbursement form and follow the instructions given there to get travel reimbursement as a guest at the department.

Here is a short description of the reimbursement procedure

  1. When a guest fills out the online form, the submitted information is automatically emailed to the guest, the host, and the department administration:
    • The guest is asked to print out the email receipt, sign it, and return it to the department administration along with documentation of travel and relevant receipts. Precise instructions are given in the email
    • Theuses a computer program to transfer the submitted electronic information to the travel reimbursement spreadsheet which the central university administration requires us to use.
    • The host may review the submitted information but is to required to do anything
  2. The department administration enters the analysis/project number of the account paying for the expense in the spreadsheet. This number will normally have been given to the administration when the guest was announced. If that is not the case, then the department administration will contact the host .
  3. The department administration receives the documentation from the guest. Together with the completed official reimbursement form, this is left in the mailbox of the account holder.
  4. The account holder signs the official reimbursement form and mails the entire package to NCI using the mailbox for internal mail in the mail room (or spots an error and returns the package to the mailbox 'rejseafregninger' with a note).
  5. The form is processed by the central administration of the university and the funds are transferred to the guest's bank account.

Hiring new employees

If you are hiring a new employee (e.g. a PhD student or postdoc) then you must observe the rules concerning the posting of vacant positions. Please contact Louise Søberg (NCI) for details. When a candidate for the position has been chosen:

  • PhD students must be enrolled in the PhD school of science before they can be formally employed; this is done by the PhD secretary Nina Weisse
  • For other positions, the necessary paper work is handled by Louise Søberg (NCI).

Please use the online employee announcer for announcing new employees, so the deparment adminstration can find an office and order a computer account for the new employee.

Hotel

Please write to hotel@math.ku.dk if you need to book a hotel in Copenhagen. Please note that this is not necessary if you use the procedure for arriving guests.

Janitor

In case of problems with building (doors, windows, heating, drains, etc.), please contact the janitor's office.

IT service

All IT support at the Faculty of Science is done by SCIENCE-IT, whom you can contact at it-support@science.ku.dk or by phone at (353) 22100.

Please consult the relevant part of the department webpage for information about local features such as email, printers, remote access, and passwords.

Keys and ID-cards

A key card is needed to access the department building outside normal office hours. After presenting the card to the card reader, you must enter your personal 4-digits code followed by '#'. Employees and long term guests get their personal code in a letter from the Universityr, when the ID-card is first issued. Short term guests are given a guest card and code when arriving.

If your key card suddenly ceases to function, it may be a sign that there is something wrong in the way you are registred in the central databases. Please contact Louise Søberg (NCI) if you experience this.

Letters

Please use the department letterhead for official letters. For LaTeX, the necessary files can be found here:

Links

The deparment maintains a list of links to online math and teaching ressources (some of these are in Danish):

Teaching and didactics

Organisations

Mathematics around the world

Mail (physical)

The mailing address of the department is: Institut For Matematiske Fag, Universitetsparken 5, 2100 København Ø, Denmark. Each employee and long term guest has a mail box in the mail room (04.1.02) to which incomming mail will be delivered. The mail room contains supplies for sending mail and there is a mailbox for outgoing mail.

Office hours of adminstrative personel

Office hours of the adminstrative personel can be found here.

Office supplies

Office suplies are found in the mail room (04.1.02). Blackboard erasers are found in the storage room (04.1.24).

Parking permits

You may be fined if you use the parking lots adjacent to the department without a parking permit. Please contact the secretaries on the 1st floor if you need a permit.

PhD allowance

For the entire duration of employment, each PhD student has an allowance of 50,000 DKK which may be used to buy a laptop and which must cover expenses for short trips for conferences, seminars, and research cooporation. The mandatory longer stays abroad are covered by the department travel fund (please consult the section concerning funding of long stays abroad for details). It is the PhD students responsibility that this allowance is not exceeded.

Each PhD student is given a personal analysis number which must be used for all expenses incurred by the PhD student (except for expenses related to the long stay abroad as mentioned above). Each PhD student should receive regular account statements showing the expenses that have been billed to the personal analysis number. Please contact Mette Balle Jensen (NCI) if you need a current account statement. It is the PhD students duty to report any missing items or wrongly added items in the statement to our economy administration, NCI.

In order to use the analysis number and account statements to keep track of the allowance, it is necessary to know how much money has been spent on long stays abroad, since these do not count towards the allowance. Hence, it is important to record and report the total amount spent on a long stay abroad after returning. Please consult the procedure for long stays abroad for details.

PhD students who were employed before April 2011 may have had expenses for travels before the 50,000 DKK allowance was introduced. In that case, the allowance is reduced by the amount of money the PhD student has received from the departmet travel fund for short travels. It is not reduced by travels funded by other sources such as external grants.

Phones and phone numbers

All phone numbers of the university start with the digits 353. When placing from one univesity land line to another, these digits should be omitted (so the phone number will have 5 digits). The prefix 0 must be used to reach a number outside the university. The staff list contains the telephone numbers of employees and long term guests of the department.

Printing lecture notes, PhD theses etc.

Lecture notes written by employees at the Department of Mathematical Sciences are printed and sold by Polyteknisk Boghandel. If you would like to hear more about the possibilities for publishing a book please contact Pia Barnholdt Kristoffersen at Polyteknisk Boghandel and she will provide you with information and help.

The department also orders prints (usually 20 copies) of each PhD thesis. One of these will be kept by the department, and two will be kept at the Royal Library. The rest can be distributed to committee members, colleagues, friends, and family. The following guide describes the steps needed to have notes or a thesis printed.

For PhD theses: Please submit your thesis for printing after receiving the preliminary assessment from the committee and at least two weeks before the defense.

For lecture notes: Preferably submit your notes for printing at least four weeks before the actual coures begins. Shorter time is needed for reprints of already published notes.

Printing process:

  1. Get an ISBN for the publication by sending an email to isbn@math.ku.dk containing information of the author, title and type of publication.
  2. For PhD theses: If minor errors or typoes have been discovered in the thesis after it was submitted, these should be corrected.
  3. Make sure that the publication has a title page containing the title and the name of the author. PhD theses must also meet the official requirements of the faculty.
  4. Make sure that the page following the title page contains a colophon with the following information:
    • Name, address, and email address of the author
    • For PhD theses: The date the thesis was submitted for assessment
      For lecture notes and other publications: Publication date or year
    • For PhD theses: Names and affiliations of the members of the assessment committee
    • Relevant copyright notices
    • The ISBN
  5. The book will be printed in B5 format (175 mm x 250 mm), so it will have the same shape as A4, hence the text should be compiled in A4 format.
  6. Create a cover for the book:
  7. Follow the instructions in the comments in the template to insert your name, title, and ISBN.
  8. Compile the template using latex (not pdflatex) to generate a dvi-file. Then the dvi-file must be converted to a pdf-file:
    • On a computer running Unix or Linux , the conversion of 'mycover.dvi' can be done using the commands
      • dvips mycover -o
      • ps2pdf mycover.ps
      or by opening the file with a suffciently advanced dvi-viewer and saving it as a pdf-file.
    • On a Mac , the dvi-file can be converted simply by opening it with Preview.
    • On a computer running Windows , use Acrobat Distiller.
    The result will be a pdf-file in A3 format. Please check that the ISBN is typeset correctly.
    • For lecture notes:
      Please email the notes and the cover as pdf-files to tryk@math.ku.dk. Please include the following information in the email:
      • The name of the course
      • The expected number of students
      • Starting date of the course
      • Title of the notes
      • Author name(s)
      • ISBN-number
    • For PhD theses:
      Please email the thesis and the cover as pdf-files to tryk@math.ku.dkno later than two weeks before the defense. Please include the following information in the email:
      • Title of the thesis
      • Author name
      • ISBN-number
      • Date of the defense

In case you have any questions about the printing process please contact tryk@math.ku.dk.

Project numbers

Project numbers are used to identify the accounts of certain activities. A list of these numbers can be found here . The project numbers belonging to the department all have the number 501000 in the column marked 'Stednummer'. The code of the business activity type associated to the project is called a VT number , and it is found in the column marked VT; this is usually 10 for department funds and 50 for external funds.

Projector

The department has a mobile projector which can be used for teaching and conferences. It can be booked by talking to the secretaries in office 04.1.03.

Reimbursement (not travel)

The following concerns reimbursement of expenses that are not related to travel . Please consult the relevant part of the guide for information about travel reimbursement for employees and guests.

Employees can have their non-travel-related expenses reimbursed by using the form on KUnet . Please fill out the relevant field with either a project or analysis number identifying the grant/account paying for the expense. Please note that the documentation must be scanned, so it can be attached. Please use the relevant field to give a detailed description purpose of the expense. After submitting the form, you will receive a receipt by email which you should print . Please stable the original documentation to an A4 piece of paper. The printed email receipt and theoriginal documentation must be put in a plastic folder and left in the mailbox 'Rejseafregninger' in the mail room (04.1.04) (the department must keep the original documentation for a number of years).

Please consult the relevant page in KUnet in case of errors or questions .

If you receive the following error when attempting to access the form: Sorry, we could not find your e-mail address in our administrative systems. Please contact Servicedesk for help with the registration process , then you are probably nor registered correctly in the central employee database. In that case and only in that case you should contact Louise Søberg, NCI .

Research registration (CURIS)

All researchers must register publications in CURIS (Copenhagen University Information System). University employees may choose to register the publications personally via KUnet or send an email to curis@math.ku.dk containing all relevant publication data. Department librarian Ole Jørgensen will take care of both registration and solid validation of publication data.
Please contact curis@math.ku.dk for additional information.

Rooms, booking

Auditoriums and lecture rooms for conferences and other one time events can be booked by contacting Nina Weisse. The lunch room (04.4.19) and the seminar rooms in the math building (04.4.01 and 04.4.20) are booked using the calendars posted near the doors.

RT numbers (requisition)

RT numbers are used by the administration to identify purchaces (the R is for requisition). Whenever goods and services are paid for using an electronic invoice, it is necessary to create an RT number:

  1. Obtain permisson from the holder of the grant/account that is going to pay and identify the corresponding analysis number (7 digtis) or project number (5 digits)
  2. Construct an RT number by filling out the form. Please include all information necessary to identify the purchase.
  3. After submitting the information, a 5-digit ID number will be shown in the browser and sent to you in an email. Your RT number is obtained by prepending "RT" to the ID number. Eg. if you get the ID number "12345", then your RT number is "RT12345".
  4. Now you can order the goods and pay using an electronic invoice.

Scanning

The printers Baskerville (in 04.1.02), Gutenberg (hallwat 1st floor), and Knuth (near 04.4.13) can scan and email documents.

Subletting

For a longer stay abroad, you may be interested in subletting your aparment in Copenhagen. Sometimes, the department is able to facilitate contact to guests who are interested in short term rental while visiting the department from abroad. Please write to hotel@math.ku.dk to enquire about the possibilities.

Travel

Rules and guidelines for PhD students

Short trips: Conferences, workshops, seminars, visits to research collaborators, etc.

For the entire duration of employment, each PhD student has an allowance of 50,000 DKK which must cover expenses for short trips for conferences, seminars, and research cooporation.

  • Each trip must be approved by the main advisor in advance
  • Each trip can have a duration of up to one month
  • The number of trips is only limited by the allowance (in exceptional cases, it is possible to apply for extra funds for short trips from the department (use the procedure descibed for longer stays, below))
  • It is possible to get support for: Travel, hotel, per diem (a set amount of up to 455 DKK per day (depending on the country, 2011 rates) with deductions for any free meals), conference fee, etc

Longer stays abroad

Longer stays abroad (such as the mandatory change of environment) are paid for directly by the department, so these expenses do not subtract from the allowance mentioned above.

  • Each trip must be approved by the main advisor in advance
  • Each trip can have a duration from one month to half a year
  • Normally, each PhD student can have up to two such longer stays abroad of a combined duration of up to half a year.
  • It is possible to get support for: Travel, accommodation, expenses related to establishing abroad, local transportation, etc.

For longer stays abroad, it is possible to get an advance on the support paid by the department.

Funding travel

Before buying tickets etc., you must obtain confirmation of the funding for your travels. This should be done at least one month in advance. The procedure depends on who is funding the travel:

  • Travels funded by grants

    Obtain permission from the grant holder and identify the analysis number / project numberof the grant/account.

  • Travels funded by the department travel fund

    Please fill out the application form and email it to imf-travel@math.ku.dk together with a budget. This should be done before ordering tickets and preferably at least one month in advance.

  • PhD students on short trips: Conferences, workshops, seminars, visits to research collaborators, etc.

    1. Obtain approval of the trip from your advisor
    2. Look for other sources of funding; many conferences can cover transportation, accommodation, or meals
    3. Find out how much money is left in you travel allowance. You should receive regular account statements showing the expenses that have been billed to your personal analysis number. Remember to take into account any expenses for long stays abroad which do not count towards your travel allowance. Please contact Mette Balle Jensen (NCI) if you need a current account statement.
    4. Make a rough budget for the trip and make sure that you have sufficient funds in your allowance. A typical budget will contain:
      • Travel expenses (airline tickets etc.)
      • Hotel
      • Per diem of 455 DKK (depending on the country, 2011 rates) with deductions for free meals
      • Conference fee
      Please note that is is your responsibility to check that you have sufficient funds left in your allowance before proceeding.
    5. Send an email with the budget to phd-travel@math.ku.dk with estimated dates of travel, destination, a description of the activity, Write that you have already obtained approval, and cc the email to your advisor as documentation. This email will not normally be answered, but it will be stored to keep a record of the budget which may be used later to monitor your expenses.
    6. Book airline tickets, hotels etc. (see below). You should use our travel agency to buy airline tickets. Please use your personal analysis number to construct an RT number for the travel agency.

  • PhD students on longer stays abroad

    1. Obtain approval of the trip from your advisor
    2. Make a budget:
      • Travel expenses (airline tickets etc.)
      • Transit
      • Local transport
      • Insurance
      • Accommodation, internet access etc.
      • Costs related to establisment abroad
      Typically, the department will support such trips with 4000-6000 DKK per month, but it may be possible to get more when travelling to cities where accommodation is known to be expensive. It is not possible to get per diem for longer stays abroad.
    3. Send an application to imf-travel@math.ku.dk including:
      • Name
      • Current date
      • Purpose of the trip
      • Period of the trip
      • Destination and means of transport
      • The budget
      • A statement of support from your advisor
      Please cc the email to the PhD coordinator Mikael Rørdam and phd-travel. This should be done before ordering tickets and preferably at least one month in advance.
    4. Wait for confirmation from imf-travel@math.ku.dk
    5. Buy airline tickets etc. (see below). You should use our travel agency to buy airline tickets. Please use your personal analysis number to construct an RT numberfor the travel agency.
    6. After returning and receiving reimbursement, you must calculate the total amount spend on the trip and write it in an email to phd-travel . Please include a copy of the original approval from imf-travel@math.ku.dk .

    The amount granted for living expenses will be paid out as a stipend together with you salary. Typically, this will be a set amount for each month, but it is also posible to choose another distribution, e.g. a larger amount in the first month to cover the costs of establishing abroad. The PhD secretary Nina Weisse will organise these payments - please contact her to make sure that she has the necessary information. You should keep receipts documenting your expenses (up to the amount given as a stipend), since the tax authorities may ask for them when you get back.

    The amount granted for travel expenses will not be paid out directly to you:

    It may be possible to get a tax-deduction (up to a maximum of 50,000 DKK (2011 figures) per year including the money received from the department in support for living expenses). However, the department is unable to give advice on this - please contact your local tax-office for details.

How do I book tickets?

All airline tickets must be bought using Carlson Wagonlit Travel (CWT):

  1. Obtain confirmation for the funding of your travel . Identify the analysis number or project numberof the grant/account that is paying for your travel and use it to construct an RT number .
  2. If you do not already have an account with CWT, then you must contact the head of department, Erik Kjær Pedersen, to get access to the system. He will need the following information:
    • Full name as it appears in your passport
    • Date of birth
    • Email address
    • Username for KUnet
    • Phone number
    When you have been registered as a user, CWT will send you two suspicious looking emails with your temporary login information and a link which you need to follow in order to complete the registration.
  3. Log in to CWT
  4. Update your profile in CWT if necessary. If you add it to your profile, you only need to type in passport number, preferred identification, etc. once. If CWT's interface is in a language you do not speak, you should change language (sprog) in your profile (rejseprofil).
  5. Book the tickets via CWT: Click on eTravel in the box on the left, and follow the instructions. You cannot choose payment type. On the final page before confirmation, you must enter the RT number constructed in step 1 (see screenshot). You will receive an email from CWT with a reservation number. You can print a trip summary and an e-ticket receipt on www.checkmytrip.com .
  6. Send an email to the address from which you received confirmation that the travel would be supported stating what tickets you have bought (destinations and dates).
  7. Keep the boarding passes as documentation. The documentation is needed to get per diem and to get hotel bills etc. reimbursed.

Hotels

Is is possible to book hotels through CWT, but that is not recommended. It is normally easier and cheaper to book and pay for hotels directly and to have the expenses reimbursed after returning.

Travel reimbursement

Current forms for travel reimbursement can be found on KUnet. Employees should use the form in danish as it allows easy and fast reimbursement to the account that is usually used for salary. There is another procedure for guests. Please contact Mette Fulling if you need assistance filling out the forms.

  • When?

    The forms and all necessary documentation should be handed in as soon as possible and no later then 14 days after traveling. The money will ususally be available within a month after submitting the forms.

  • How to fill out the travel expense form

    The form is an Excel document with several sheets. The first sheet is used for recording personal information and information about funding, the second sheet is used to record expenses, the third sheet is for people hwo have used their own vehicke, and the english form contains a fourth sheet for recording your bank account.

    • Sheet 1, part 1: Personal information

      Please fill in the following information: funding
           your travel.

    • Sheet 1, part 2: Travel details

      When travelling, you are often entitled to a set amount - called per diem - to cover your meals (up to 455 DKK per day depending on the country - 2011 rates). However, your funding may not cover the full per diem amount. The per diem amount is set by filling out the fields on the lower half of the first sheet of the travel expense form:
      • Full per diem: Choose Dagpenge standard in the field Godtgørelse. Use the field Destination to record your destination.
      • No per diem: Choose Ingen beregning in the field Godtgørelse. Use the field Destination to record your destination.
      • Reduced per diem: Choose Dagpenge standard under Godtgørelse. Then go to the field Destination and scroll past the long list of countries; at the bottom, choose one of the categories with a set amount (e.g. Synthesys (225 DKK per day), DARKphd (250 DKK per day), or DARKguest (300 DKK per day)).
      The dates must be entered in the format used by your copy of Excel/Open office. Plese try all combinations (YY-MM-DD, DD-MM-YY, MM-DD-YY, etc.) if you receive an error message.

    • Sheet 2: Travel expenses

      If you receive (some) free meals while abroad, then you are not eligible for (the full) per diem amount. Hence, you must note such meals on the green part of the reimbursement form (cells C9 - C11). Note that this includes breakfast if this is included in the cost of a hotel room.

      Record the rest of your expenses in the fields provided. The form should automatically compute the total amount you will be reimbursed.

  • Handing in the form and documentation

    Please print out the form (without the first page), sign it, and attach the necessary documentation stapeled to white A4 sheets (write your name on each sheet in case of misplacement):
    • All receipts must numbered in accordance with the list given on sheet number 2
    • Boarding passes from both the outward journey and the journey back or another proof of travel must be included

    Please obtain the signature of the holder of the grant/account that is funding your travel.

    Please put the completed form and attached documentation in a brown circulation envelope (Please refrain from stapeling the form and attach documentation together - it must be copied by the adminstrative staff), and mark it with "NCI" and put it in the intern mail box ("Intern post").

Travel insurance

The department has a contract with travel insurance company to cover employees going abroad on business. The details of the agreement can be found here (in danish). Please contact erik@math.ku.dk if you need coverage. New employees will be given a travel insurance card, when registering with our travel agency .

Note that the insurance only covers during business trips. E.g., you will not be covered if you go skiing after a conference. Please consult the policy mentioned above for details. It is possible to buy extra coverage from the insurance company for such situations. It is important to note that your regular travel insurance may not cover such vacations. Please consult your insurance company for details.

Webmail

The mail system of the department can be accessed via webmail.

Web pages

Please contact webmaster@math.ku.dk for changes and additions to the department web pages. Some parts of the page are maintained by other people: