Purchases

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 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 programme. If the expense is teaching related it must be approved by Morten Rask (Master programmes) or Christian Waldstrøm (Bachelor programmes). 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 form is sent to expensetravel@mgmt.au.dk 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 non-Danish suppliers. Invoices from non-Danish suppliers MUST contain the following information:

Aarhus University
Aarhus BSS - MGMT
Fuglesangs Allé 4
8210 Aarhus V
VAT nr.: 31119103

Please ask the supplier to include your own name on the invoice in order to avoid misunderstandings.

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

16717 / i32