Expenses

Expense Reimbursement

Before You Make a Purchase

  • Read these guidelines carefully — it is your responsibility to ensure that all rules are followed.
  • The minimum reimbursement amount is DKK 100.
  • Expenses will not be reimbursed without valid documentation.
  • If you have multiple expenses, they must be submitted as one reimbursement request.
  • For online purchases, the invoice must always be issued to Polyteknisk Forening, and the supplier must be registered in Denmark. Companies such as Zalando, Boozt or Vistaprint that ship from warehouses abroad do not issue compliant invoices and therefore cannot be reimbursed.
  • Make sure the supplier can issue a valid invoice, not merely an order confirmation (see the requirements below).
    • The supplier must be registered in Denmark (have a Danish CVR number and a physical Danish address—not Padborg or Kruså).
    • The documentation must be a valid invoice or cash register receipt—not an order confirmation or card payment receipt.
      • The invoice or receipt must include:
    • Seller's name, address, and CVR number
    • Invoice or receipt number
    • Amount paid
    • VAT information
    • Description of the purchased items
      • Do not use BilkaToGo, Føtex or Just Eat, as they do not issue valid invoices.
      • Nemlig and REMA 1000 may be used.
    • Avoid purchasing from foreign companies. If you are unsure, or if you absolutely must purchase something from abroad, consult our bookkeeper at the Secretariat before making the purchase.

How to Complete the Expense Claim Form

  • Use only PF's official expense claim form https://www.pf.dk/wp-content/uploads/2023/10/Udlaegsseddel_m_forms.pdf
  • Complete all blue fields.
  • Enter:
    • Registration number: 4 digits
    • Account number: maximum 10 digits, with no spaces
    • Amount: numbers only (e.g. 1250.50 or 1250). Use a period (.), not a comma.
  • Have the expense coded (accounted for) and approved by your council's Treasurer or Chairperson.

Save and submit:

  • Complete all blue fields in the form available on PF's website.
  • Save the form as a PDF using Adobe Reader (not through your web browser).
  • Rename the file appropriately.
  • Combine the completed expense claim form and all supporting documentation into one PDF file (you can use http://pdf.pf.dk to merge the files). The maximum file size is 7 MB.
  • If you have multiple expenses to be reimbursed to the same person, they must be combined into one reimbursement request.
  • Send the PDF to your council's Treasurer for approval. If the Treasurer is the person requesting reimbursement, the claim must instead be approved by the Chair of the council or sent to oekonomi@pf.dk.

For Treasurers:

  • Only expense claim forms should be sent to bilag@pf.dk—nothing else.
  • Remember to include the Student Council's name and account number (161xx).
  • If the documentation does not match the reimbursement amount (for example, due to a personal contribution), write "less personal contribution" in the description.

 Invoices and honoraria:

  • If your council receives invoices from companies or from Badekar/KABS, simply forward them to bogholderi@pf.dk with a note stating that the invoice has been approved and should be paid from your council account (161xx). The Secretariat will process the payment so that council members do not have to pay the invoice themselves.
  • For honoraria (e.g. DJs), PF must receive the recipient's Danish CPR number.
  • If your council needs to invoice a DTU department or an external company, send an email to oekonomi@pf.dk with the following information.
    • Invoice to a Company:
      • Company name and registered postal address (according to the CVR register)
      • CVR number
      • Amount to be invoiced
      • Description of what is being invoiced and why
      • Company's purchase order number
      • Company contact email
      • Contact person's name
    • If the invoice is to a DTU department (for example, sponsorships for Intro Week or council cabin trips), the following information is required.
      • Invoice to a DTU department:
        • DTU purchase order number (required even if the department says it is unnecessary)
        • EAN number
        • Contact person's name
        • Amount
        • Description of what is being invoiced and why.:

Council Account Statements:

If your council requires an account statement, send an email to bogholderi@pf.dk.

Please note that negative amounts indicate that the council has money owed to it. Clicking the paperclip icon displays the corresponding supporting document.

Questions?

If you are ever unsure, always ask the Secretariat. It is better to ask one question too many than one too few.

 

 

Last updated: October 7, 2026