For security reasons, all AAU staff members travelling for the University must have an approved profile. This profile must be approved by the head of the financially responsible unit/or a member of staff authorized by this head of unit.
This means that you need to have a personal profile regardless of whether you book your own trips, or a travel arranger handles this for you.
Please note that your itinerary will include prices for both airfare and CWT’s service fee (for comparison).
SETTING UP A PROFILE
You set up a profile with CWT by completing this form:
Setting up a profile for travel bookings through CWT - AAU staff
Once you have completed and signed the form, it must be approved by the head of the financially responsible unit or by a member of staff authorized by this head of unit.
Once the head/the member of staff authorized by the head has approved the form, you must scan it and send it by email to the Travels Office at the Finance and Accounts Department at oea-rejsekontoret@adm.aau.dk. The Travels Office is the only unit authorized to set up profiles.
(According to AAU’s security procedures, CWT is not authorized to create new users.)
PLEASE NOTE! Only staff members with a valid AAU email address may create a profile. If you use a different email address, your application will not be approved.
MAINTAINING YOUR PROFILE
Any subsequent adjustments to the basic information given stated on the form must be emailed by the traveler to the head of the financially responsible unit or a member of staff authorized by the head of unit, who must then forward this to the Travels Office for updating.
PLEASE NOTE! It is only the Travels Office, who is allowed to make these changes.
Any other adjustments of relevant profile information may be made by the traveler.
In the event that a staff member is transferred to another department/unit (EAN No.) within the University, the department must notify the Travels Office by email (specifying that the staff member is transferred to another department/unit) and the staff member must fill in the form for setting up a new profile again. Once the Travels Office has received both documents, the Travels Office will connect the staff member’s profile to the new EAN No.
PLEASE NOTE! Only the Travels Office is authorized to deregister a member off staff or to move their profile to another AAU unit.
TRAVEL BOOKING AT AAU
When travelling for the University, you must book your flights, hotels, etc. through our travel agency CWT as follows:
ONLINE BOOKING on myCWT
First you have to activate your account to create a password. After that you have to write your AAU email address, type your password and click on “Log In”
Email: staten.dk@contactcwt.com
Phone: 33 63 77 77 – press 1 for travel booking and guidance from travel counsellors (CWT’s opening hours are Monday-Friday 08:30 AM-04:30 PM)
For urgent after-hours support, dial the same phone number, but please take into consideration that calling outside of normal business hours will incur an additional cost of 220 DKK per call.
Keep in mind that you can book a new travel 24/7 using myCWT without incurring after-hours charges.
For useful tips and FAQ about myCWT, please visit the online help center. If it does not answer your specific question, please contact CWT ™.
If you have any questions regarding group travel please go here: https://www.cwt-meetings-events.com/
English user guides in PDF-format and video-format (with English subtitles) will be available shortly under “My Travel Tools”.
FOR FLIGHT BOOKINGS, PLEASE NOTE THE FOLLOWING:
All the airfares negotiated by AAU and those negotiated by the State and adopted by AAU will be accessible and uploaded in CWT’s system. This applies to both online and offline booking of travel. All flight bookings through CWT will be paid via AAU's Diners Travel Account.
CHANGES/CANCELLATIONS OF ISSUED TICKETS:
Must always be effected through your CWT team. Cannot be effected online.
CANCELLATION OF TICKETS PRIOR TO ISSUANCE:
Can be effected online or directly with your CWT team.
REGARDING HOTEL BOOKINGS, PLEASE NOTE THE FOLLOWING:
Hotels listed in state agreements, which must be used when least expensive, may be booked through CWT in line with hotels listed in specific AAU agreements. Go to the website of the Procurement Unit https://www.intranet.okonomi.aau.dk/indkoebsaftaler/hotel-rejser-konferencer/ for more information.
HOTEL RESERVATIONS ABROAD
AAU has made no agreements with hotels abroad.
SETTLEMENT OF HOTEL BOOKINGS THROUGH CWT
Hotel bookings through CWT (online or offline) will be settled as follows:
HOTELS IN DENMARK:
All bookings of hotel accommodation in Denmark through CWT must be settled by the traveler upon departure from the hotel. Remember to pay for any drinks from the minibar or any other private purchases before you pay for the hotel room. Once you have paid for your hotel stay, typically using your AAU credit card, you must remember to take the invoice as proof of your outlay.
The above has been determined by AAU.
HOTELS ABROAD:
All bookings of hotel accommodation abroad through CWT must be settled by the traveler upon departure from the hotel. Remember to pay for any drinks from the minibar or any other private purchases before you pay for the hotel room. Once you have paid for your hotel stay, typically using your AAU credit card, you must remember to take the invoice as proof of your outlay.
The above has been determined by AAU.
INFORMATION RECEIVED BY EMAIL, HAVING MADE YOUR TRAVEL ARRANGEMENT
TRAVELER
When travelers make their own travel arrangement, both online and offline booking, they will receive the following:
- Itineraries, e-ticket and invoice for their own travel. Invoice is also mailed to the Travels Offices’ CWT-mailbox
TRAVEL ARRANGER
When booking on behalf of travelers, both online and offline booking, the Travel Arranger and the Traveler will receive an email including the following:
- Itineraries, e-ticket and invoice. Invoice is also mailed to the Travels Office’s CWT-mailbox