Study Travel Fund

At the start of the programme, a PhD student at the Faculty of Science is allocated a fixed sum of money that will be used to cover a number of compulsory elements in the programme (study trips, environmental change, course activities, etc.), and a number of requirements for the workplace and compliance with SDU's guidelines for the use of IT equipment. The compulsory elements have to be described in the research plan and approved by the PhD School.

The available amount is determined by each individual department and regulated in accordance with development in general prices, changes in the PhD programme and the financial situation at the faculty and the department.

The PhD student spends the funding in consultation with their supervisor. The funding has to be budgeted and spent during the PhD period of either 3 or 4 years, according to the enrolment programme. Remaining funding at the end of the PhD project will be returned to the department.

• SDU computer workstation (computer, screen, keyboard, mouse etc.) – compulsory in order to comply with work environment regulations
• Trips to congresses and conferences in Denmark and abroad
• Study trips
• Environmental change
• Costs related to courses in Denmark and abroad
• Other costs related to PhD study activities

The funding cannot be spent on direct costs related to the execution of the research part of the PhD project, for example access to special
laboratory facilities, specialised equipment, access to computational resources, etc.

The PhD student can only spend the funding on change of study environment when the PhD School has given an academic approval. You can find the rules for academic approval of environmental change and PhD courses in the PhD guidelines. The PhD School is responsible for the administrative work related to the academic approval.

In case the funding is not sufficient for the approved environmental change or course, the PhD student and their supervisor must ensure supplementary funding, for example from external foundations, or plan an alternate study trip. The funds do not cover travel expenses for accompanying family members.

Unless the PhD student is contributing with a lecture, poster or the like, financial support for participation in scientific meetings, congresses and symposia can only be used if special reasons call for it, for example networking, establishment or consolidation of scientific collaboration.

When using funding to cover costs of courses, the applicant must ensure that the course is included in the approx. 30 ECTS required for completing the PhD programme.

Costs for IT equipment have to follow SDU's procurement policy and must be ordered through the purchaser responsible for IT equipment at the department.

Other costs have to be agreed upon with the supervisor and must be related to the study activities.

Costs related to laboratory consumables or field work have to be covered by the PhD project or by funding from the supervisor.

The specific amount granted may vary between the different departments – details will be outlined by the secretarial office of the specific department.

DKK 10,000 is earmarked for travelling expenses related to the PhD student’s change of environment. Apart from funds covering travelling expenses, PhD students can cover subsistence expenses up to DKK 6,000 per month. Expenses for spouses or other family members are not covered.

According to SDU's general rules regarding work-related trips, travels financially supported by the department must be purchased through CWT.

Any funding to cover travelling or subsistence expenses is always reimbursed as per account rendered. All requests for travel reimbursement should be filed electronically via zExpense, the system used by SDU for reimbursement of travel costs and expenses.

PhD students employed at SDU and students enrolled in the 4+4 PhD programme who receive SU-PhD stipends are covered by the university’s travel insurance during work-related trips. Accompanying family members are not covered by the insurance.

PhD students who are not employed with SDU or do not receive SU-PhD stipends are not covered by the university’s travel insurance and are strongly urged to take out their own travel insurance.

Industrial PhD students should enquire their place of employment about insurance coverage during work-related trips.

It is the PhD student’s responsibility to contact any relevant authorities in connection to stays abroad (for example the Danish Customs and Tax Administration, municipal authorities, the university’s travel office, insurance companies et al.).

Please also be aware that PhD students may have the possibility to claim a tax-free allowance to cover certain expenses in connection with work-related trips. More information is available on the Philos web page.

Please contact Danish Customs and Tax Administration for any further guidance on tax-related matters.