It is the responsibility of all employees to familiarize themselves with the rules prior to any purchase to avoid the risk of having expenses refused by the Aarhus BSS Finance.
All purchases except for travelling purposes (plane tickets, train tickets, hotels etc.) must be made via invoice to the department.

Prior to any purchase you must fill in the MGMT expense form and have it signed by Birgitte Hellstern, Ulla Salomonsen or Jonna Pedersen (CorpCom) if the expense is already in your budget.  

If your purchase is to be reimbursed in RejsUd, it is the department policy that the reimbursement is done within 30 days of the purchase.

If the expense is not in your budget, you must obtain a signature from your supervisor if you are a PhD student. All other employees must obtain a signature from the head of section or head of program. In some cases a signature from the head of department is also required - this can be determined by Birgitte Hellstern or Ulla Salomonsen who will receive and finalize all expense forms and travel applications.

If you are a project owner and the purchase is to be paid by the project you are allowed to sign expense forms and travel applications yourself. It is still mandatory to fill in the forms.

It is the buyer's responsibility to make sure that the filled in and signed form is placed in the hanging file folder of Birgitte Hellstern, Ulla Salomonsen or Jonna Pedersen (CorpCom) prior to the purchase.

When buying through invoicing you will be asked for an EAN number. The department's EAN number is 5798000424944. From Danish suppliers AU only pays electronic invoices. AU can receive paper invoices from foreign suppliers.
Please ask the supplier to include your own name on the invoice in order to avoid misunderstandings.

When ordering goods, services, memberships etc. abroad please ALWAYS make sure that you give the supplier AU's VAT number 31 11 91 03. By doing this we will often be invoiced without VAT which will mean money saved for the department and/or your project.

The links below will provide you with useful information about purchasing on the AU website.

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