It is the responsibility of all employees to familiarise 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 or Ulla Salomonsen if the expense is already in your own or your research group budget.
If the expense has not been budgetted, 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. 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 finalise all expense forms and travel applications.
You are allowed to sign expense forms and travel applications yourself if you are a project owner and the purchase is to be paid by the project. 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 pigeon hole of Birgitte Hellstern or Ulla Salomonsen prior to the purchase.
The purchase rules also include IT equipment which can no longer be ordered without prior acceptance and signature by a department secretary. When buying through invoicing you will be asked for an EAN number.
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 usefull information about purchasing on the AU website.