Settlement of travel costs, claims and other expenses
Settlement of travel and expenses
When you have incurred expenses in connection with activities for IDA, you settle by filling out our travel reimbursement form. Please use the form even if you have not incurred any travel expenses specifically.
In the form, you must attach any scanned/photographed attachments before pressing ‘send’. Once you have sent the form, you will receive an email receipt with the settlement claim attached.
If you do not have access to a scanner or camera for attachment, you must also use this form. In these cases, tick the box ‘attachment to be forwarded’ and follow the instructions below the box.
Please read the reimbursement guidelines described at the bottom of the page before completing the travel expense form.
It is recommended that all expense claims are submitted immediately after the end of the activity. Claims submitted later than 3 months after the end of the activity will be rejected.
Settlements submitted by employees of Teknologiens Mediehus A/S are not subject to IDA's guidelines. These are instead subject to the Media Centre's own internal guidelines.
Guidelines for the use of IDA funds
The purpose of these guidelines is to create confidence and trust in what is a sensible and acceptable use of the association's funds.
The guidelines include the following:
- Basic rules for the use of IDA funds
- Control and tax
- Guidelines specifically for IDA's regional divisions.
Read about the rules for what IDA reimburses in the Guidelines for the use of IDA funds
Please note
IDA recommends that you do not honour speakers by reimbursing expenses for them, such as petrol costs etc. as this is considered by SKAT as a taxable remuneration.
Read about the rules for which costs IDA cover in Guidelines for the use of IDA funds (in Danish)
Information on invoices and settlements to IDA
There are a number of requirements for the content of an invoice. See section 58(1) of the Danish VAT Executive Order. These requirements also apply to settlement vouchers, credit notes, electronic invoices and travel settlements.
In the PDF file below, you can see what information an invoice must contain and find a form (page two in the file) that can be filled out by the organiser and submitted to the supplier. Invoices can be sent directly to idafaktura@ida.dk
Important! When submitting expenses and invoices for catering for board meetings, wine gifts for speakers etc., you must state the names of the people who have received dinners, wine gifts etc. (e.g. board members, speakers, guests, companions etc.) This is a requirement from our auditors and from SKAT.
VAT rules for teaching services
IDA has some special VAT rules for teaching services. If the course is customised for IDA, we can ask the trainer to invoice us without VAT. Your network coordinator has a memo from our auditor detailing this arrangement, which can be sent to any instructors. However, we cannot force an instructor to invoice us without VAT.
Advance payment
If you want an advance payment for an event , please send a request to your network coordinator well in advance (7-10 days before the event) with information about:
- Event number, title and date
- The amount - and what the amount will be used for
- Your name
- Your membership number
- Your account no.
Once the event has been organised, you submit an invoice (see above) with supporting documents. Remember to mark the advance payment.
When you have settled an event via the electronic form, it will show whether there will be a balance to be paid out or paid in after offsetting your advance. If you have received too much in advance, this must be paid within 3 days to Danske Bank, reg. no. 4183 - account no. 3119404908.
It is important that you state ‘forskud’ + your membership number in the text field for the recipient
Important: The advance may only be used for the event in question. You may not transfer amounts to other events.
IDA's CVR no. 21 46 52 16