Delimitations and definitions

To whom the rules apply

 

Section 1. The rules apply to foreign official trips of the Members, including delegation and committee study trips, and domestic transportation of the Members in the course of the conduct of their political function. Additionally, the rules apply to foreign and domestic official trips for the staff of the Administration of the Danish Parliament.

(2) Substitute Members are placed on an equal footing with ordinary Members, cf. subsection (1).

(3) Members who have given notice of leave of absence are not entitled to free domestic transportation, cf. subsection (1).

(4) With regard to notice of leave of absence, however, the Danish Parliament will pay the Member’s expenses for domestic transportation from the Danish Parliament to the Member’s place of residence in connection with the notice of leave of absence, and the return trip upon termination of the leave of absence.

(5) When a member resigns from the Danish Parliament after an election, the Danish Parliament will bear the expenses of no more than three domestic return trips from the Danish Parliament to the Member’s place of residence. The trips must be completed within two months of the convention of the Danish Parliament after the election. If a Member resigns for other reasons, the Danish Parliament will likewise bear the travel expenses, provided that the trips are completed no later than a month after the resignation.

 

Purpose

 

Section 2. The rules establish the guidelines for the travel activities of the committees and delegations as well as for the additional expenses of Members and parliamentary employees in connection with official trips etc.

  

Official trips

 

Section 3. An official trip is a trip made in the line of duty or integral to the execution of the parliamentary function. A foreign official trip must also be approved and paid for by the Danish Parliament. Foreign committee study trips or committee study trips to Greenland or the Faroe Islands may be approved by the committees of the Danish Parliament, cf. section 25 and the associated appendix.

(2) Trips made at the invitation of a foreign country’s parliament, an official international organisation, or as a part of a posting in elective office are all considered official trips, even if the Danish Parliament does not cover or only partially covers travel costs.

 

Exemption clause

 

Section 4. Based on a specific assessment, the Speaker of Danish Parliament may grant an exemption from the Danish Parliament’s Rules Regarding Parliamentary Travel, entailing that individual members or employees due to illness, walking impairment, or other extraordinary circumstances may obtain a special arrangement for which the Rules Regarding Parliamentary Travel do not normally provide.

Official trips abroad

Planning

 

Section 5. The Travel Agency of the Danish Parliament cooperates with the official responsible for planning all the practical and financial matters concerning the official trip.

(2) The official in charge of documentation will approve travel requisitions and make any administrative decisions necessary in connection with the planning and execution of the trip.

(3) If a Member is unable to participate in at least two thirds of the scheduled programme for a foreign trip or a trip to Greenland or the Faroe Islands, then the Member is not entitled to participate. Where permanent members of delegations and their substitutes are concerned, the Speaker of the Danish Parliament can decide to derogate from the provisions of subsection (1).

 

Duration

 

Section 6. The duration of an official trip is normally calculated based on the time of departure from and arrival at Copenhagen Airport or another Danish departure terminal.

(2) To the total travelling time that provides the basis for the calculation of the per diem allowance/hourly subsistence money will be added four hours, which is equivalent to the average domestic commute etc.

(3) To the total travelling time that provides the basis for the calculation of the per diem allowance/hourly subsistence money will be added six hours, when the place of residence is situated outside of Zealand.

 

 

Outward and homeward journey

 

Section 7. The outward journey to a meeting normally takes place on the day of the meeting. Correspondingly, the homeward journey must normally take place on the same day the meeting is concluded.

(2) The outward journey may take place the day before the meeting, however, if check-in at a Danish airport would otherwise take place before 7.30 a.m. on the day of the meeting or if the flight time exceeds five hours. In such cases, the outward journey may take place so the traveller can arrive at the hotel at 8.00 p.m. on the day before the meeting.

(3) Correspondingly, if it is not possible for the traveller to arrive at their place of residence on the same day as the conclusion of the meeting, the homeward journey may take place at the earliest possible time of the next day.

 

Per diem allowance/hourly subsistence money

 

Section 8. Overnight stays during official trips abroad are reimbursed with per diem allowance/hourly subsistence money according to the standard rates for a state employee. Per diem allowance/hourly subsistence money covers the extra cost of meals, minor outlays, and transportation by bus, taxi, etc. at the local destination.

(2) Notwithstanding the provisions of subsection (1), the Danish Parliament will reimburse the expenses for transportation between the hotel and the meeting place etc.

(3) Per diem allowance is paid for every full 24-hour period throughout the official trip in addition to hourly subsistence money for every working hour or part thereof. The hourly subsistence money amounts to one twenty-fourth of the per diem allowance.

(4) Official trips without overnight stays will not be reimbursed with hourly subsistence money, although reasonable expenses for meals etc. will be reimbursed if documentation is provided.

(5) If the per diem allowance/hourly subsistence money of prescribed in subsection (1) is insufficient to cover the reasonable extra expenses for meals etc., a larger amount may be defrayed if documentation is provided.

(6) By agreement, employees of the Administration of the Danish Parliament may refrain from receiving per diem allowance/hourly subsistence money in connection with a study trip, if all the participants in the trip are employees of the Administration.

(7) Travel expenses incurred by the Speaker of the Danish Parliament – including official trips – are not reimbursed by per diem allowance/hourly subsistence money. As far as official trips are concerned, reasonable expenses for transportation, accommodation, meals, necessary official expenses, and minor outlays are reimbursed pending documentation.

 

 

The deduction of meals

 

Section 9.  The per diem allowance is always reduced by 15 per cent in advance for breakfast, cf. section 13, subsection (1), 3rd clause.

(2) If a traveller on an official trip is offered a free lunch and/or dinner according to the travel schedule, the per diem allowance will be reduced in advance by 30 per cent for each meal. Meals on planes etc. where the flight time exceeds five hours are considered a meal, if the meal is served within the timeframe of the ordinary consumption of said meal and if the Danish Parliament determines that it serves as a meal.

 

 

Choice of travel class and means of transportation

 

Section 10. Public transportation must be used on official trips, although cf. section 12. When choosing the means of transportation and travel class, the emphasis in the specific situation is on what is most economical and expedient for the Danish Parliament and most reasonable with regard to the Member.

(2) For short flights, it is customary to fly Economy Class, while the use of Business Class (or Economy Extra) is for longer flights, cf. section 11, subsection (1). First class may be used for longer train journeys.

(3) The Speaker of the Danish Parliament normally flies Business Class. The same applies to the Members of the Presidium when travelling abroad in their capacity as Members of the Presidium.

(4) Expenses incurred abroad for public transportation between the airport and the hotel are reimbursed by the Danish Parliament, just as the Danish Parliament will reimburse any expenses for taxis between the bus terminal etc. and the hotel. In addition, the Danish Parliament will reimburse any other expenses for taxis if specific official reasons or practical considerations should so dictate.

(5) In connection with official trips abroad, Members of the Danish Parliament may use the means of transportation specified in sections 19 and 20.

(6) With regard to transportation to and from Danish airports by airport shuttle bus etc., the Danish Parliament will reimburse the employee’s expenses. Expenses for taxis will be reimbursed if special official reasons apply.

(7) The Danish Parliament will reimburse the expenses for access to an airport lounge if this is deemed financially and practically expedient.

 

 

 

The application of discounts

 

Section 11. To the extent that it is possible, the Travel Agency of the Danish Parliament is obligated to utilise any discount scheme available in connection with domestic and foreign transportation.

(2) Mileage points etc. accrued by the individual Members and employees in connection with journeys paid for by the Danish Parliament belong to the Danish Parliament.

(3) If the use of discount schemes etc. in connection with public transportation results in the prolongation of an official trip, per diem allowance/hourly subsistence money, overnight compensation etc. will be paid for the duration of the trip, and the days by which the trip is prolonged will be considered official working days for the employee.

(4) The use of discount schemes etc. according to subsection (3) presupposes an  equitable cost reduction for the Danish Parliament, all things considered, as well as the implicit acquiescence of the traveller to the trip’s prolongation.

(5) In cases that are not subject to subsections (3) and (4), the Danish Parliament may allow the use of discount schemes etc. at the traveller’s request. In such cases, the extra days will be considered the employee’s holiday. Members and employees will not receive per diem allowance/hourly subsistence money or overnight compensation for the extra days. It is furthermore a prerequisite that the trip must not add to the expenses of the Danish Parliament.

(6) If the official trip is a group trip, the request by a Member to prolong the trip with a private holiday before or after the official trip may only be accommodated if there are still a sufficient number of participants to go through with the trip as a group trip by close of the registration deadline. The traveller must pay the added cost, namely the sum by which the cost of the private holiday exceeds the price of the individual group ticket.

 

 

Driving in your own car

 

Section 12. The Danish Parliament may approve the use of a private car or, in certain circumstances, a rented car by Members or employees in connection with an official trip abroad if this is deemed the most economical and expedient solution for the Danish Parliament. The Danish Parliament offers compensation for every driven kilometre calculated in accordance with the state’s standard rates for driving more than 20,000 kilometres annually. The distance is normally calculated as the shortest distance between the place of residence and the destination.

(2) Compensation is likewise given for transport by ferry to a foreign destination, bridge tolls, motorail, and for necessary parking, but there is no compensation for accommodation or any per diem allowance/hourly subsistence money for the period by which the journey is prolonged due to independent driving. As far as employees are concerned, additional days are considered holidays.

(3) If public transportation is utilised on an official trip for financial reasons and the Member or the employee chooses nevertheless to use their own car, the decision must be approved by the Danish Parliament. If so, the traveller may receive compensation in accordance with subsections (1) and (2), although the compensatory amount must not exceed the cost of public transportation, cf. section 10, subsection (1).

 

Hotel expenses

 

Section 13. Hotel expenses are reimbursed as per the bill. Whenever possible, travellers must use hotels where the hotel price does not exceed the rates stipulated in the circular on the regulation of rates for official trips. If breakfast is not included in the hotel price, it must be charged on the bill and will subsequently be paid by the Danish Parliament.

(2) The traveller and the official in charge of the trip must ensure that the hotel bill does not include expenses that are not authorised by the Danish Parliament.

 

 

Telephone expenses

 

Section 14. The Danish Parliament does not cover the expenses for traveller’s calls to/from their own (parliament) phone abroad. The Danish Parliament does cover the expenses, however, for brief, official calls from a hotel phone or the equivalent, for the switching on of a laptop brought from home, and for internet cafés etc., pending a bill. The traveller pays for all other telephone calls.

 

 

Other expenses

 

Section 15. In exceptional cases, necessary official expenses not mentioned above may be reimbursed, pending documentation that must be approved by the official responsible for documentation.

 

 

Travel Insurance

 

Section 16. The Danish Parliament takes out travel insurance for the Members of the Danish Parliament, which covers damages in connection with all trips in the course of the Members’ political function, regardless of how the trip is financed. For employees of the Administration of the Danish Parliament, travel insurance covers damages in connection with official trips for the Danish Parliament.

Domestic official trips etc.

Per diem allowance/hourly subsistence money 

 

Section 17. Per diem allowance/hourly subsistence money are not paid for Members’ domestic trips – including official trips – with the exception of trips to the Faroe Islands and Greenland.

(2) In the case of domestic official trips, the employees of the Administration of the Danish Parliament will receive a per diem allowance/hourly subsistence money according to the rules in chapter two, provided the official trip includes an overnight stay. In the case of official trips without overnight stays, reasonable additional costs for meals and necessary official expenses are reimbursed pending documentation.

(3) If the per diem allowance/hourly subsistence money provided in subsection (2), 1st clause is insufficient to cover the additional expenses for meals etc., a larger amount may be paid by special arrangement if documentation is provided.

(4) Employees of the Administration of the Danish Parliament may use a private car in connection with official trips in Denmark in accordance with the rules in section 12.

(5) Remuneration of an employee’s additional expenses to and from an airport etc. will be paid according to the provisions in section 10, subsection (5).

(6) Travel undertaken by the Speaker of the Danish Parliament – including official trips – is not reimbursed by per diem allowance/hourly subsistence money. As far as official trips are concerned, reasonable expenses for transportation, accommodation, meals, necessary official expenses, and minor outlays are reimbursed pending documentation.

Travel expenses claims

Travel expenses claim, currency, and documentation

 

Section 18. No later than eight days after their return, the traveller is obligated to fill in a travel expenses claim (draft travel expenses), sign the claim form, and submit it to the Financial Affairs Office with vouchers, tickets and any residual currency, cf. (5).

(2). Failure to provide the relevant vouchers may result in reduced reimbursement.

(3) The Financial Affairs Office drafts a final travel expenses report, which must be approved by the official responsible for documentation. The traveller will receive a copy of the final travel expenses report.

(4) Payment in settlement of the outstanding account between the traveller and the Danish Parliament will take place in connection with the payment of remuneration/salary. Amounts below DKK 10 will not be collected/paid.

(5) Residual currency will only be reimbursed if the banknotes involved are saleable in Danish banks. Coins will be reimbursed up to the amount that is the equivalent of the smallest current banknote. 

(6) Residual currency will not be accepted after the completion of the final travel expenses report.

(7) The Administration of the Danish Parliament will establish any further detailed guidelines regarding the practical aspects, such as travel currency, advanced payment of travelling expenses, the travel expenses report, etc.

Domestic transportation of Members of the Danish Parliament in the course of duty 

General rules for domestic transportation

 

Section 19. In the course of duty, Members of Parliament are entitled to free domestic passenger transport if a public means of transportation, including an airport shuttle bus, is used. On routes where an air taxi is provided, Members are permitted to use that means of transportation too. 

(2) In the course of duty, Members are also entitled to free transportation of a car with domestic ferries and are exempt from bridge toll.

(3) The Danish Parliament does not defray the costs of a Member’s use of taxis, although cf. section 20.

(4) In the following cases, the Danish Parliament will reimburse a Member’s expenses for journeys in a private car: 

1. Transportation between the Member’s place of residence and the Danish Parliament in connection with meetings in the course of duty.
2. Transportation between the Member’s place of residence and constituencies in connection with political meetings in the constituencies.
3. Transportation between the Danish Parliament and constituencies as regards to political meetings in the constituencies.
4. Transportation between the Member’s place of residence and Copenhagen Airport as regards to an official trip abroad.
5. Transportation of the Member under subsection (4), nos. 1-4, if the Member brings along another Member or several other Members, takes a detour on the way to the destination, or if the Member drops off another Member or several other Members on the way.

(5) Remuneration according to subsection (4), nos. 1-4 only comes into effect if the journey in a private vehicle replaces a domestic flight.

(6) If the journey in subsection (4) no. 4 does not replace a domestic flight, the journey in a private car each way between the place of residence and Copenhagen Airport will be remunerated by up to the calculated cost of one overnight stay at a hotel.

(7) For Members who live outside Greater Copenhagen, the Danish Parliament may additionally reimburse a Member’s journey in a private car between the place of residence and the most expedient public transport link to and from the Danish Parliament. 

(8) In exceptional cases where it is impossible or deemed inexpedient to use public transportation, the Speaker of the Danish Parliament may decide to remunerate one or several Members for journeys in the course of duty in Denmark by private car.

(9) Members will be remunerated for journeys in a private car according to subsection (4)-(8) in accordance with the rates per kilometre driven laid down by the National Tax Board, cf. the Tax Assessment Act 9 B, cf. also section 20. Remuneration for travel expenses does not count as taxable income.

(10) In the case of remunerating a Member for journeys made in a private car, the Administration of the Danish Parliament audits the mileage of the Member’s private vehicle.

(11) The Administration of the Danish Parliament ensures that remuneration for a Member’s journeys in a private car is paid pending the following documentation:

1. The name, address, and social security number of the Member
2. The parliamentary purpose of the transportation
3. The date of the transportation
4. The destination of the transportation
5. A specification of the mileage
6. The applied rate
7. A calculation of the mileage allowance
8. The registration number of the car

(12) The Standing Orders Committee lays down the specific rules regarding domestic transportation of the Members of the Danish Parliament.

 

 

 

General rules for transportation by taxi or in a private car

 

Section 20. In the course of duty and notwithstanding the provisions of section 19, subsection (3), Members may use a taxi within the area of Greater Copenhagen between Christiansborg/their supplementary residence/a hotel and Copenhagen Airport, Copenhagen Central Station, Østerport Railway Station, or Kongens Nytorv Metro Station and vice versa.

(2) Within the area of Greater Copenhagen, taxis may moreover be used from the Danish Parliament to the place of residence/the supplementary residence/a hotel after 10 p.m. in connection with late meetings in the Danish Parliament within an amount that equals the calculated cost of one overnight stay at a hotel, and several Members sharing the same taxi may collectively be reimbursed for the same amount as the number of Members multiplied by the calculated cost of one overnight stay at a hotel. 

(3) In the case of official trips abroad, the Danish Parliament may reimburse taxi expenses up to the calculated cost of an overnight stay at a hotel in force at the time in question for Members with a place of residence/a supplementary residence/a hotel in Greater Copenhagen from the place of residence/ the supplementary residence/a hotel to Copenhagen Airport/Copenhagen Central Station/Østerport Station and Kongens Nytorv Metro Station and vice versa.

(4) In the case of official trips abroad, the Danish Parliament may reimburse taxi expenses of up to the calculated cost of an overnight stay at a hotel in force at the time in question for Members with a place of residence/supplementary residence/a hotel in Greater Copenhagen from the place of residence/supplementary residence/a hotel to the Danish Parliament and vice versa.

(5) Outside Greater Copenhagen, taxis may be used between a local train station/local airport and the place of residence in case of transportation between the place of residence and the Danish Parliament and on official trips if it is deemed inexpedient or unreasonable for the Member to use public transport. Outside Greater Copenhagen, taxis may also be used between the local railway station/local airport and a political meeting in connection with transport to and from Christiansborg or an official trip, if the cost to the Danish Parliament does not exceed that of the cost of travelling between the local station/ local airport and the place of residence, and the Danish Parliament does not cover the additional cost of travelling between the political meeting and the place of residence. When driving in a private car from the place of residence to a political meeting in connection with the transportation to Christiansborg (or an official trip), the Danish Parliament may cover the cost of a taxi on the return trip from a local railway station/local airport to the place the car is parked.

(6) With reference to the provisions of section 19, subsection (4) nos. 1-3, the Danish Parliament covers the cost of a taxi journey outside the Greater Copenhagen area if the taxi journey replaces a domestic flight in combination with another means of public transport, and if the total cost to the Danish Parliament does not exceed the cost of the domestic flight or flights, the taxi journey replaces.

(7) In the case of political meetings at weekends and on public holidays, the Danish Parliament may reimburse the taxi expenses of the Members from the nearest provincial airport to the meeting, if an air taxi is unavailable. 

(8) In the case of political meetings on weekdays, the Danish Parliament may reimburse the taxi expenses of the Members from Sønderborg and Aalborg airports, and vice versa, within a radius of seven kilometres. 

(9) With the exception of the conditions prescribed in subsections (1), (5), (6), (7) and (8), in connection with political meetings, the Danish Parliament reimburses only the cost of public transport. 

(10) On the routes mentioned in subsection (3)-(6), the Members may choose to drive in a private car instead of receiving reimbursement for the taxi expenses. In that case, the Danish Parliament, at the request of the Member, will remunerate the Member at the rates laid down by the National Tax Board, cf. also section 19. If applicable, the Danish Parliament will also pay the cost of parking at the airport or railway station.

 

 

Transportation for the Greenlandic and Faroese Members of the Danish Parliament

 

Section 21. Every year and within the confines of the allocated funds, Greenlandic Members of the Danish Parliament may take flights between Copenhagen and Greenland.

(2) Within certain limits, Greenlandic Members of the Danish Parliament may be accompanied by a spouse/companion and children, when they are invited by the Danish Parliament, the government, or the Royal Family. In addition to this, accompaniment must be approved by the Financial Affairs Office.

(3) If the trip is relevant in the course of duty, Greenlandic Members of the Danish Parliament may travel nationally in Greenland at the expense of the Danish Parliament. The travel plan must be approved by the Financial Affairs Office in advance of the trip.

(4) The Danish Parliament will pay for the transfer of the household effects of the Greenlandic Members of the Danish Parliament between Greenland and Copenhagen once in each direction for every consecutive Member period. A leave of absence does not count as a discontinuance of the Member period in that respect.

 

Section 22. Every year and within the confines of the allocated funds, Faroese Members of the Danish Parliament may take flights etc. between Copenhagen and the Faroe Islands.

(2) Within certain limits, Faroese Members of the Danish Parliament may be accompanied by a spouse/companion and children, when they are invited by the Danish Parliament, the government, or the Royal Family. In addition to this, accompaniment must be approved by the Financial Affairs Office.

(3) If the trip is relevant in the course of duty, Faroese Members of the Danish Parliament may travel nationally in the Faroe Islands at the expense of the Danish Parliament. The travel plan must be approved by the Financial Affairs Office in advance of the trip.

(4) The Danish Parliament will pay for the transfer of the household effects of the Faroese Members of the Danish Parliament between the Faroe Islands and Copenhagen once in each direction every consecutive Member period. A leave of absence does not count as a discontinuance of the Member period in that respect.

The Danish Parliament’s committee study trips

Committees included

 

Section 23. The rules in this chapter apply to the standing committees and any ad hoc committees of the Danish Parliament. Committee study trips to Greenland and the Faroe Islands are pursuant to the rules concerning the foreign study trips of the committees.

 

 

Expenses for the foreign study trips of the committees

 

Section 24. Expenses for the foreign study trips of the committees are paid for by the Danish Parliament in accordance with the rules in the paragraph on ‘Official trips abroad.’ The expenses may, however, be defrayed in full or in part by another parliament or an official international institution, or organisation.

(2) The committee may also receive lunch or dinner invitations, just as limited expenses for local transportation may be defrayed by others, including the institutions or organisations visited by the committee.

 

Section 25. In connection with the annual procedure regarding the budget of the Danish Parliament, an amount is earmarked for the foreign study trips of the committees. The provisions on how to make this amount available for the committees are enclosed as an appendix to Rules Regarding Parliamentary Travel.

 

 

Participants

 

Section 26. The individual committee determines the maximum number of its members who may take part in a foreign study trip, given that no more than 17 Members of the Danish Parliament may participate in any one foreign study trip. The committee may also determine whether to impose a minimum requirement on the number of participants required for the trip to be realised. 

Prior to registration for the trip, the committee may decide on the principles for the participatory allocation between the parties represented by Members or substitute Members on the committee. In addition, the committee may decide whether monitory Members will be able to partake in the trip. If required, the committee may furthermore stipulate special terms for the times of departure and arrival. However, the committee may not decide to derogate from the provisions of section 5, subsection (3). In addition to Members of the Danish Parliament, officials from the Administration of the Danish Parliament will participate in the foreign committee study trips.

 

The scheduling of committee study trips

 

Section 27. Except in special circumstances, foreign study trips must take place when Parliament is not in session. If a committee has special reasons for wishing to travel when Parliament is in session, they must submit their case to the Speaker of the Danish Parliament. Committee study trips of five people or fewer may take place without the prior approval of the Speaker of the Danish Parliament. Similarly, the European Affairs Committee and the Foreign Policy Committee may without prior approval of the Speaker of the Danish Parliament, undertake study trips when the Parliament is in session with the participation of a number of Members corresponding to the number of parties in the Danish Parliament, in addition to the Chairperson and the Vice Chairperson.

 

 

 

 

Domestic trips and events

 

Section 28. The committees alone decide the extent to which they accept invitations for domestic events financed wholly or in part by public or private institutions or enterprises.

(2) A ministry may defray the cost of domestic study trips or survey trips for a committee.

(3) In connection with the annual procedure regarding the budget of the Danish Parliament, an amount is earmarked domestic committee study trips and events. The provisions on how to make this amount available for the committees are enclosed as an appendix to Rules Regarding Parliamentary Travel.

 

(4) Members and substitute members alike are entitled to participate in domestic trips and events. In addition, officials from the Administration of the Danish Parliament will participate in such trips. Should they deem it appropriate, the committee may decide, however, to limit the number of participants.

(5). If the Danish Parliament will cover the cost of trips or events, the payment of the expenses is pursuant to the rules regarding expenses incurred in connection with domestic official trips, cf. the paragraph on ‘Domestic official trips etc.’.

(6). The Danish Parliament will not remunerate individual travel expenses if a Member is unable to participate in the collective transportation arranged in connection with domestic trips and events. For reimbursement of travel expenses in such cases, please refer to the provisions of the paragraph on ‘Domestic transportation of the Members of the Danish Parliament in the course of duty’. 

 

* Disclaimer: This is an unofficial translation. In matters of dispute, please refer to the Danish original here.