Researchers' participation in international substantiating conferences and networking are significant. For this reason, the institute will provide resources for travel, just like many projects finance travel. Meanwhile, international travels are object for the public interest as well, and therefore, it is significant to have transparent and clear guidelines that will protect anybody from suspicion of improper use.
Travels to international conferences where a presentation and meetings are held, concerning an externally financed project (consortium meetings and other activities inscribed in the project), can always be booked without the manager’s approval, given that it is expected that the university’s rules and regulations comply. It is especially significant to ensure to deduct expenses for private stays in connection with a conference e.g., a co-traveling partner, vacation in relation to the stay, or the like.
Additional international travels need substantial argumentation before the trip and are approved by the immediate manager before booking. A mail is sent to the immediate manager with a substantial argument. On completion of the travel, the substantial argument is enclosed in the travel expense report. It is significant to pay attention to travels where several people travel together, given that the need for several participants has to be argued as well. The Head of Department approves for managers.
In general, national travels do not have to be approved. However, approval has to be obtained for more expensive travels, long-term travels, etc. It is the employee’s responsibility to evaluate if the travel is beyond general activity. In case of doubt, one can always receive guidance from the manager or the institute’s travel administrators. Please note that the board of directors at AAU has concluded that the travel budget is to be reduced by 20 % in 2021 and pointing forward.