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Guide for newly
employed foreigners
and their colleagues
at the IT-University
of Copenhagen
IT University of Copenhagen
Glentevej 67
2400 København NV
Denmark
Tel.: +45 38 16 88 80
Fax: +45 38 16 88 99
Email: info@ it-c.dk
www.it-c.dk
SDG Scandinavian Design Group
2 3
Welcome to the IT-University of Copenhagen Welcome by Mads Tofte,
president of IT-C
Welcome to the IT-University of Copenhagen to our
new colleagues from abroad. We are pleased to have
you with us. We hope you will enjoy and benefit from
your new employment at IT-C.
Mads Tofte,
The IT-University of Copenhagen is a young and
President of the
rapidly growing organization founded in 1999.
IT-University of Copenhagen
Most of the approximately 1200 students already have
This guide is meant to assist newly arrived foreigners Index an academic degree, when they begin their studies at
and employees at the IT-University of Copenhagen. the IT-C at average age of 26 years. The students
The guide will also help out colleagues to the Welcome by Mads Tofte, President of IT-C 3 either study full time for 2 years and gain a candidate
foreigners, since the foreigners will need to be guided Letter of employment, salary, taxes and pension 4 degree, or they study single subjects alongside their
through the bureaucratic jungle out there. There are Residence and work permit at the professional full time job. We also have a large num-
many aspects to deal with when settling in a new Immigration Authorities 5 ber of PhD students.
country. This guide will introduce you to the most vital Social security number, the so-called CPR number 5
of these. Salary account in the bank and credit card 6 The staff at IT-C counts 174 employees in January
Taxation on salary 6 2002, these being teachers, researchers, admini-
Along with this guide you will get a book introducing Insurance 7 strative and technical employees.
you to Copenhagen, “The Time Out Guide Copen-
Your family in Denmark 8
hagen”, a picture book introducing Denmark, “Vort The IT-C has different branches and departments,
Housing 8
dejlige Danmark”, and the book “Denmark for foreign and you can read more about this from the main page
Moving from abroad 9
students and faculty”. at www.it-c.dk. The Head of Departments along with
Car and driving license 9
the Head of the Study Administration and the
When you are off work 10
We are planning a more in-depth personal handbook President shape the daily organizational leadership
for foreigners at the IT-C, however this is still a future Your vacation 11 of the IT-C. The board of IT-C holds the official
project. This guide will help you along the way at the Networking 11 leadership.
beginning of your stay. Learn Danish at IT-C 11
Documents and information at IT-C in English 11 We hope you will enjoy your stay with us and that we
The guide will be introduced by the President of the Points that you have already considered before can all benefit from each other in the daily research, IT-C is situated 10 minutes north of the city centre of
IT-University, Mr. Mads Tofte. arrival in Denmark 12 teaching and administration. Copenhagen at Glentevej 67. A new building (the photo
Links 12 above) is being built for us in Ørestaden, 10 minutes
Literature along with this guide 12 In this guide you will be introduced to the most east of Copenhagen city, and will be ready by approx.
Appendix 13 important tasks to deal with as a newly arrived June 2003.
foreigner in Denmark and employee at the IT-C.
Welcome!
Mads Tofte,
President of the IT-University of Copenhagen
2 2 3
Letter of employment, salary, taxes and pension Residence and work Social security number,
permit at the Immigration the so-called CPR number
Authorities
In relation to the Danish Authorities you will have to Once you have got your residence permit, you need
start out with applying for work and residence permit to go to the City registrations office called Folke- regi-
at the Immigration Authorities. The necessary order steret. In Copenhagen you will find this in
to deal with the authorities will be explained here. Dahlerupsgade 6, København V. You will be registered
According to which country you come from and your as a citizen and have a citizen number assigned from
present address in Denmark, you will have to address the Central Personal Register, the so-called CPR-
or go to a certain immigration office. If you are not number. This number is printed on your health insu-
Before you arrive at the IT-C you will have been • Taxes depending on your taxation status. See the from an EU or a Nordic country, you will have to apply rance card. It is a little yellow card, the so-called
negotiating an agreement for your employment. You chapter Taxation on salary, page 6. before leaving your home country. sygesikringskort, which is used as an identity card in
must also have had your exams from abroad acknow- many places, for instance in relation to receiving
ledged by the Danish educational authorities, the Towards the end of the month you will get a salary slip As an appendix to this guide you will find a checklist medical care, and at the public library. At the office
“Center for Vurdering af Udenlandske Uddannelser”, specifying the salary that will be deposited into your on what to bring to the immigration offices. they will ask you to choose a public family doctor.
www.cvuu.dk. bank account. The salary slip is in Danish. Your letter of employment is needed as the first thing. Beforehand you may ask your colleagues, if they
can recommend a doctor. If not they will be able to
In Denmark is it compulsory to have a written con- You will be saving up a pension like all others If you come from an EU country and live in recommend a family doctor to you at the registrations
tract which specifies the rights and the obligations employed in a position like yours, according to an Copenhagen Kommune you will need to go to office.
between employee and employer. Denmark has a agreement between the relevant professional associa- Københavns Overpræsidium at Hammerensgade 1,
legislation which protects employees, and no devia- tion and the Danish Ministry of Finance. Your pension 1267 København K, Tel.: +45 33 12 23 80. In this Folkeregister office you might be introduced
tion from these rules is allowed if this is to the fund will send you information and a form to fill in to taxation and have a preliminary tax assessment
disadvantage of the employee. You will be covered by concerning your pension. This form is available in If you come from an EU country and live in the handed out. Please see the chapter regarding taxes
the rules of employment according to the agreement English, but you might have to ask for it. area around Copenhagen, an area bordering and counselling at the Economical Consultants
between the relevant professional association or Please contact the pension fund before your departure Roskilde, Hillerød and including Frederiksberg, you Company Deloitte & Touche, page 6.
union and the Danish Ministry of Finance, as well as from Denmark to have arrangements made as to need to go to Københavns Statsamt, Hejrevej,
other Danish laws such as the Vacation Law. See the whether your want this pension transferred or 2400 København NV, Tel.: +45 38 17 06 00. For further information please see the Copenhagen
chapter on vacation, page 11. released. You will be taxed 60% of the pension and you Kommune site: www.kbhbase.kk.dk, choose City of
can have the remaining 40% released to you. If you come from outside of EU, and no matter Copenhagen and then Guide to Services.
Your salary will be transferred to your Danish bank For further details on pensions, you might want to call where you live in Copenhagen or the Copenhagen
account at the end of each working month. See the our consultants in Deloitte & Touche after your letter area, you need to go to Udlændingestyrelsen,
chapter regarding having a salary account in the of employment has been signed. Ryesgade 53, 2200 København N, Tel.: +45 35 36 66 00.
bank, page 6. From your salary the following will be
deducted: An ordinary working week consists of 37 hours, which For further information please see the site of the
is 7.24 hours per day. Ask your head of department Ministry of Interior, www.inm.dk and the Danish
• Your contribution to your pension fund. how the working time is to be split over the week. Immigration Service at www.udlst.dk
• A labour market social contribution. Most departments have flexible working hours.
• A labour market supplementary pension contribu-
tion (ATP).
4 2 5
Salary account in the bank and credit card Insurance
Family and housing insurance If you are a non-EU citizen or without the above-
It is not required by law in Denmark to take out an mentioned form you need to have a private health
insurance policy covering yourself, your family and insurance for your first six weeks in Denmark.
your home. As part of our agreement with Danske You can take out an insurance from many insurance
Bank they can give you a beneficial offer on this kind companies, for example Europæiske, or IHI.
of insurance. For further information please contact If you have an urgent need for health care and need to
Danske Bank Private Banking International, go to the emergency medical centre of the hospital
Mr. Anders Kjær, in Holmens Kanal 2, Copenhagen you will not necessarily need this insurance, since
City. everyone here will be treated.
Personal insurance in case of accidents After six weeks you will be covered by the Danish
You will need a salary account in a bank. The IT-C per- This document is carried to the Consultant Company An additional insurance can be taken out as a per- public health insurance.
sonnel department must be informed of the account Deloitte & Touche, with whom we have a very bene- sonal insurance for accidents happening to yourself,
number in order for you to receive your salary. ficial agreement. Deloitte & Touche are very profes- your family or others or their belongings involved in
At IT-C we have made a very beneficial agreement sional and well informed on tax regulations. They will an accident. It is a so-called ansvarsforsikring. For
with Danske Bank Private Banking International. They
are used to handling foreign customers now living in
Denmark and provide many services. You might want
negotiate with the Danish tax authorities on your
behalf. Once the Danish tax authorities have agreed
on your taxation, a document on this will be sent to
further information please contact Danske Bank
Private Banking International, Mr. Anders Kjær, in
Holmens Kanal 2, Copenhagen City.
Insu
to have a credit card. Danske Bank also offers coun- you. This should be handed over to the IT-C personnel
selling on insurance matters, and they offer counsel- department at once. In the meantime you might get Health insurance
ling if you want to buy your new home. your salary as a prepaid amount. In Denmark the majority of expenses for health care
Please ask for advice from the contact person are paid for through taxes. Consulting a doctor or the
between the IT-C personnel department and Danske Deloitte & Touche also provide counselling regarding hospital is not to be paid for, whereas you will need to
Bank Private Banking International. For further infor- other services in your starting period. pay part of the bill for medicine, dental care, and the
mation you can see www.danskebank.com choose like.
Expat Service. Once you have reached an agreement of employment
at IT-C, you will be contacted by our consultants Mrs. However, as a newcomer in Denmark
Birgitte Sørensen and Mrs. Tina Frydensberg from you should consider the following
Deloitte & Touche. If this does not happen please ask If you are an EU citizen you should fill in a form from
Taxation on salary the contact person between Deloitte & Touche and the social and health authorities called E104 before
IT-C in the personnel department. the departure from your home country to confirm that
The personnel department at IT-C will provide a docu- you have been part of the social regulations there.
ment stating your work status. Our President, Mads For further information see www.deloitte.dk If you bring this form to Denmark, you will be covered
Tofte, will sign this document. Depending on the by the Danish public health insurances from your first
extend of your contract with IT-C you will either be day here.
able to obtain the 25% taxation of foreigners working
in Denmark or you will pay the full taxation like the
Danes.
6 7
Your family in Denmark Housing Moving from abroad Car and driving license
Your home in Denmark can either be rented or When moving to Denmark you might want to bring
bought. If you want to rent a flat or house you should your car. Please note that you will have to pay car-
know that it is very difficult to find a place to rent in taxes, the so-called registreringsafgift. This will also
Copenhagen, since the demand is much higher than usually include changing your license plates to
the biddings. The competition is very tough, and pri- Danish license plates. There is a very high import tax
ces are high. on cars. You can ask for advice on this at our consul-
At IT-C we have now been providing a service for tants at Deloitte & Touche.
employees and students for some time by help to find
a place to rent. Please note that you will be given one For further information (available in Danish only) see
suitable offer only. At IT-C the Administrative Officer, the Danish Tax Authority website: www.toldskat.dk
Ms. Line Andersen, is in charge of this service. An English page is under construction.
If you bring your family to Denmark, you need to For further information please contact her by email When you need to move your home from abroad to
consider how to make everybody settle in. This topic at accommodation@it-c.dk Denmark, the IT-C pays for part of the expenses as If you are an EU or Nordic citizen your driving license
takes up several books, and a good book to read is a service to you. will be valid in Denmark. If you are from elsewhere,
by Morten Strange (2000), “Culture Shock! A Guide Many Danes travelling abroad let their houses for a you may be able to drive a car in Denmark on your
to Customs and Etiquette. Denmark”. period of time through two major companies in IT-C has been negotiating with the international driving license from abroad for a short while.
The book can be found at: Copenhagen. removals company SCANVAN – ADAMS TRANSPORT Be sure to check the rules for how long you can use
www.travelbugbooks.com For further information please call CO. A/S to get a beneficial deal on moving for new- your home driving license or an international driving
Dansk Boligformidling / Danish Homes, comers to the IT-C. For further information please license. It will be invalid within a short period of time.
The following pieces of advice are taken from this Hellerupvej 78, 2900 Hellerup, Tel.: +45 70 15 90 07. see the site www.adam.dk Driving without valid license is illegal and is subject
book: It may seem difficult to become part of the www.danishhomes.com to fine. In addition you will not be able to rent a car
Danish society, but you should make a special effort. email@danskboligformidling.dk. without a valid driving license. It is also a matter of
If your spouse does not meet people at work, she or At the internet site you can see a list of available flats insurance which requires a valid drivers license.
he might not meet any at all. Danes prefer to stay in at the moment. The people who own the flat or house When you get a Danish driving license, the police
their own houses or apartments. They might not be pay for the expenses for the bureau. might require you to update the theoretical and pra-
prepared to mingle with the neighbors, so do not take ctical driving test.
this for granted. Danes like active people who take If you want to buy a flat or house, you might need
initiatives and do things. some local advice on prices and neighbourhoods. For further information ask your local police station
The Danske Bank International Department will be in Denmark.
First of all learn the language. Most local communi- able to provide counselling regarding the price, down
ties have community centers where you can engage payment and mortgage.
yourself in ongoing activities. Also there will be an For further information on available flats and houses
association or society for the hobbies you have. When for sale visit the internet site which adds up most
you attend meetings you should not expect people to real estate companies in Copenhagen and Sjælland,
come up and talk to you - you will have to talk to at www.boligsiden.dk. There is no English service
them. Danes are friendly to foreigners and most at this site but a lot of addresses, maps, prices and
Danes speak English. pictures.
8 9
When you are off work Your vacation Learn Danish at IT-C
In Denmark there are two laws you have to consider At IT-C teaching of the Danish language is offered to
when you plan for your vacation. all foreigners employed at the IT-C. A teacher is pro-
viding this education twice a week at the IT-C, and it
One is the law that protects employed staff in is a very good offer and free.
positions like yours, the so-called funktionærlov.
According to this law you have the right to have five
weeks of vacation each year, but without any salary.
Documents and
The other law is the law for vacation, the so-called
ferielov. According to this Danish law you save up information at IT-C
from your salary for your vacation the following year
Around the IT-C there is a lot of work going on during The majority of the Danes are Christian and Lutheran in advance. When you enter Denmark, you might very in English
the daytime. However, there is no campus life after by faith. The churches hold services every Sunday at likely be without these savings for your vacation, and
working hours. The Danes hold a strong tradition of 10 am. Danes do not attend church very much, and in your first year here you will have to calculate into At IT-C an outline has been made in December 2001
joining clubs and various associations. All the activi- seem to have a confused relationship to faith now a your budget for vacations without salary. This vacation on documents, guidelines and information, which is
ties take place in the evenings and weekends. days, yet this is changing rapidly. year does not run from 1st of January to 31st of now available in English.
There is freedom of belief in Denmark and you will December, but from 1st of May to 30th of April. This For further information about this outline please
Copenhagen is a very nice city to live in. Cultural life find many religions represented here. In Copenhagen also means that when you leave Denmark one day, email Administrative Officer Mrs. Trine Moeller at
is rich, and the old houses and the atmosphere in you will find services for Roman Catholics, for Jews, you will be paid the savings for future vacations. trmo@it-c.dk
town are usually charming. You will find a lot of cafés, for Mormons, for Pentecostals, for Muslims, and Savings for vacation is 121/2% of salary per month. or Mrs. Nina Aubertin at naub@it-c.dk
cinemas, theatres, museums and ongoing cultural many others. You will see this amount on your salary slip. The Administrative ABC of IT-C has also been trans-
events. lated into English and is available on the intranet.
You can find information on the museums and cultu- Many Danes are involved in sports. Many women join
ral life at the following links: classes for gymnastics and fitness. Many men play
Copenhagen Tourist Information at www.woco.dk and
Calendar guide for Copenhagen www.aok.dk, you can
soccer. Both men and women do a lot of jogging. Networking
choose an English version. For further information on sports events, see the site At IT-C we have a Culture Club for foreigners em-
The public libraries, which are at a very good stan- www.aok.dk, choose English and sports. ployed at IT-C. Once a month a meeting is held with
dard, will also have information on upcoming cultural On sports clubs, se the sites: an introduction to an upcoming event followed by a
events. www.sparta.dk (including Copenhagen Marathon) visit at a museum or an event. So far the Culture Club
www.kif-atletik.dk, www.fck.dk (soccer), has visited the Castle of Kronborg, the historical mus-
For children there are a lot of playgrounds, seperate www.brondby-if.dk (soccer), www.fitnessdk.dk, eum of Carlsberg Glyptotek, the arts museum of
sections at the public libraries, children theatres and www.hellerup-roklub.dk (rowing at the seaside). Louisiana and others.
more. For further information please see intranet at
www.it-c.dk choose grupper and Culture Club.
The IT-C has a personnel and arts club called
Raketten. You can join here for a small amount every
month and participate in exhibitions, visits to muse-
ums, and parties in the house.
10 11
Appendix
There are a number of foreign students at IT-C. There
are also a number of immigrant students and staff at
IT-C. Since the IT community in general incorporates
the whole world, we are trying our best to be very
international.
Links
For further general information on moving from
abroad to Denmark:
Checklist In all other cases you will fall outside the Danish
The checklists below summarize again the major steps health system for 6 weeks after applying for the CPR
www.citizens.eu.int number. In that case make sure that you are covered
of your settling process. The information given here
www.expataccess.com (choose Denmark) by a (travel) health insurance.
applies mainly to Nordic citizens and to citizens
www.toldskat.dk
coming from an EU/EEA country.
www.eures.dk (choose Denmark, general working Housing Contract
Usually documents to authorities are accepted in
conditions, or seasonal work in Denmark). Usually the IT-University will assist you in finding
Danish, English, German or French. In case of doubt
www.workindenmark.dk suitable accommodation for your stay. When dealing
please contact the relevant authorities to check if a
translation is necessary. with your landlord don't forget the following:
Points that you have Contract • sign the lease and send back a signed copy
already considered before Literature along with Before signing your contract make sure to have a chat • arrange for deposit and first rent to be paid
with the local union representative. • notify the landlord about arrival day and time
arrival in Denmark this guide Independently of whether you want to become a union • ask for instructions on how to get to your new home
member or not the representative will help you with
When you arrive at IT-C you will receive, along with
By now you have already got your employment con- your salary negotiations.
this guide, the following literature:
tract, and your exams from your home country have
been acknowledged by the CVVU, Center for Vurde- Health Insurance
A picture book of Denmark: “Vort dejlige Danmark”
ring af Videregående Uddannelser. If you stay less than 3 months in Denmark you will not
A guidebook to Copenhagen: “Time Out guide.
Furthermore, you have found an initial place to live in be covered by the Danish health system.
Copenhagen”
Denmark. If you stay more than 3 months you are only covered
An introduction to Danish society and with
from day one of your stay in the following cases:
“experienced voices” and useful addresses in:
At IT-C you will be welcomed at a staff meeting. “Denmark for foreign students and faculty” by Joyce
• either you are a Nordic citizen,
Kling and Tina Dorthe Nielsen. Copenhagen Business
You will have a mentor, a so-called Buddy, to intro- • or you are an EU/EEA citizen coming with a filled-in
School Press, (1999).
duce you around the IT-C building like any other E104 or E111 form.
newly employed person. An instruction for the Buddy
is found at the IT-C intranet.
12 13
Residence and Work Permit Registration at the City Registration Mind you that your accompanying spouse also has to
bring residence permit and passport to register him-
Nordic citizens do not need residence or work permit Office, Folkeregistret or herself.
to live and work in Denmark. However, if you plan to
stay for longer than 3 months you have to bring an If you have taken residence in Copenhagen municipa-
You have to bring the following documents to the regi-
internordisk flyttebevis which is needed for registration lity (Københavns Kommune) you have to register at:
stration office:
at the National Register.
• Folkeregisteret i Københavns Kommune
• residence permit (for Nordic citizen: internordisk
EU/EEA citizens: You can apply for residence and work Dahlerupsgade 6
flyttebevis)
permit after coming to Denmark. To apply you need the 1640 København V
• passport (a national ID card is usually enough for
following documents: European citizens)
If you live in Frederiksberg municipality you have to
• housing contract
• passport or EU identity card register at:
• evidence of your health insurance for the first 6
• letter of employment weeks of your stay in Denmark (for EU/EEA
• 2 photographs (passport size and quality) • Folkeregisteret i Frederiksberg Kommune
citizens: E104 or E111 form)
Frederiksberg Bredegade 11
If your spouse or children are joining you, then you also 2000 Frederiksberg C
If your are married and your spouse is accompanying
need the following document(s): you, you will need in addition the following docu-
If you live in another municipality please ask your
ment(s):
• marriage certificate (or, if unmarried, documen- tati- contact person at the university for help in finding the
on that you lived together for at least 18 months) address of the registration office relevant to you.
• marriage certificate
• birth certificates of the children • other training, qualifications, specialities, etc.
(this includes for example your PhD studies if
If you bring children to Denmark you also need the
At the office you have to fill in a yellow application form applicable)
following document(s):
(ideally this form is given to you by us before going to • address of your previous employers and duration
the office so that you can take your time to fill it in). of employment (the form isn't specific about how
• birth certificate(s)
You will e.g. be asked to provide the following informa- many years this should cover but gives space for
• if your spouse is not coming to Denmark a certifi-
tion: at least the last three employers)
cate signed by the other parent that the child or the
• address and phone number in Denmark children are allowed to stay with you
• address of your employer here in Denmark In most cases you will not be asked to provide evi-
• agreed salary and working hours (usually about 36 dence for those data. However, with your signature
hours per week) you declare that the information is correct to the
• names of countries in which you have stayed for best of your knowledge, and the authorities have
more than 6 months, and the dates of those the right to request evidence to support the infor-
periods mation you give in the form.
• name, address, date of birth, and nationality of your
parents
• your education (elementary school, upper secondary
school, higher education): where, how many years,
what was the final degree
14 15
