Reimbursement and fees
Last updated: April 2026
Information on travel reimbursement, accommodation, and fees for external PhD examiners
Assessment fee
The standard assessment fee is 8.282,24 DKK which corresponds to 16 hours of work. Please note that the chairperson does not receive an assessment fee, as they are employed at UCPH.
Booking travel and accommodation
Please only book your flights and hotel when the PhD Administration has approved the thesis for defence. If you need help making hotel reservations, please contact the PhD Administration at:
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For the Faculty of Health and Medical Sciences |
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For the the Faculty of Science |
phd@science.ku.dk |
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For the Faculties of Humanities, Social Sciences, Law or Theology |
phd@hrsc.ku.dk |
We kindly ask that you contact us at least 10 days prior to your arrival. After this point, we cannot guarantee that we can secure accommodation for you.
More information regarding hotels
The maximum reimbursable amount for hotel accommodation is 1,956 DKK per night. For travel within Europe, the maximum reimbursable stay is one night. For travel outside Europe, the maximum reimbursable stay is up to three nights.
If you need additional nights in relation to your travel, please ask the department you are visiting whether they can cover this. If so, please provide the relevant documentation when requesting reimbursement or when we arrange the booking on your behalf.
If you have booked and paid for the hotel yourself, please provide an invoice directed to ‘Copenhagen University - ’. Please ask at the hotel reception for the final invoice when checking out.
Private accommodation
If you stay in a private home (with family or friends) during your visit, you are eligible to receive a small allowance of 268 DKK per night. This apply for one night if you are from within Europe and up to three nights if you are from outside of Europe
Transportation
Airfares
You can only be reimbursed for economy class airfare. If economy class is not available for a specific flight, you will be reimbursed an amount equivalent to the cost of an economy class ticket.
Incidental transportation and other expenses
If you are staying in Denmark for more than 24 hours, you are eligible to receive a daily allowance (per diem) of 538 DKK. This amount is intended to cover all local transportation during your stay — such as travel to and from the hotel for the thesis defence — as well as other incidental expenses, including meals. If you have received paid meals, e.g. by the department or at the hotel, make sure to note this in the reimbursement form prior to sending it.
If your trip is shorter than 24 hours, you may instead request reimbursement for local transportation and other incidental expenses by providing your receipts.
Ground transportation
You can be reimbursed for your transportation costs between the airport or train station and the hotel for both your arrival and return. We ask that you use the most cost‑effective option. The reimbursement rate for transport in a private vehicle is 2.28 DKK per km.
How to claim reimbursement of expenses
Before the PhD defence, the PhD Administration will send you a link to the form you must complete for your assessment fee to be paid and your expenses reimbursed. If any expenses are paid directly by your employer, please ask your workplace to send an invoice and receipts to:
Danish companies
EAN: 5798000421653
Københavns Universitet
Jagtvej 128-132
2200 København N
Att: Helene Lina Åhman Welden
Companies abroad
- graduateschool@sund.ku.dk if you are an assessor at the Faculty of Health and Medical Sciences at UCPH
- phd@science.ku.dk if you are an assessor at the Faculty of Science at UCPH
- phd@hrsc.ku.dk if you are an assessor at the Faculties of Humanities, Social Sciences, Law or Theology at UCPH.
The invoice(s) must be marked as follows:
University of Copenhagen
Københavns Universitet
Jagtvej 128-132
2200 København N
VAT: DK29979812
Lunch or dinner for the assessment committee
You can be reimbursed for expenses related to one lunch or dinner for the assessment committee.
The following expenses are covered:
- One dinner or lunch for the assessment committee, primary supervisor and primary co-supervisor
- A maximum of 900DKK per person is reimbursable including drinks
- Tips are not reimbursed
To be reimbursed for lunch or dinner, please send your receipts, an attendance list, and a brief description of the occasion to the PhD Administration.
Questions?
Please contact the PhD Administration on (+45) 35 32 65 70 or by email:
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For the Faculty of Health and Medical Sciences |
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For the Faculty of Science |
phd@science.ku.dk |
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For the Faculties of Humanities, Social Sciences, Law or Theology |
phd@hrsc.ku.dk |
Timeline for the assessment fee and reimbursement process
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1
Minimum 3 weeks before defence
The PhD Administration sends the approved preliminary assessment to the PhD student, supervisor, and assessment committee, and includes information for the assessor regarding travel arrangements in the same email.
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2
Minimum 2 weeks before defence
The PhD Administration announces the defence and sends information regarding assessment fee and reimbursement of travel expenses. The assessors arrange their own travel and may contact the PhD Administration if they need assistance booking a hotel.
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3
After the defence
The external assessors claim their assessment fee and reimbursement of travel expenses through the link provided in the email sent by the PhD Administration. You can also find the forms at the top of this page.
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4
Maximum 2 months after the defence
The PhD Administration will ensure that the payment of the assessment fee and travel reimbursement is processed. Please note that a processing time of up to two months is the maximum timeframe. Cases are typically finalised much faster, and we aim to complete the process within one month whenever possible.