Guidelines

Applications and projects

Grant applications

If applying for funds from external grant givers, e.g. the Danish Council for Independent Research, the EU or private contributors, is on you mind, the Research Support Office can help you. Among other things they can help identify relevant grant givers and ensure that all formalities are followed, etc.

To learn more, please visit the Research Support Office webpage

If you need assistance in connection with signing an agreement with e.g. a business enterprise, the AU Technology Transfer Office offers both legal advice and guidance: tto.au.dk/en/for-researchers/collaboration-agreements/

If you need help to draw up a budget – or if you have questions in general – you are always more than welcome to get in touch with the project finance administrators at Aarhus BSS Økonomi: medarbejdere.au.dk/administration/oekonomi/oekonomi-paa-fakulteterne/oekonomi-paa-aarhus-bss/kontaktpersoner/

As a rule, all applications for external funding must be registered in AU’s accounting system and thus it becomes important that you ALWAYS remember to forward a copy of your applications (incl. budget as well as the Head of Department’s approval) to your designated project finance administrator. For more details, please visit: medarbejdere.au.dk/administration/oekonomi/oekonomi-paa-fakulteterne/oekonomi-paa-aarhus-bss/eksterne-projekter/obligatorisk-registrering-af-ansoegninger/ 


Setting up your external funded project incl. potential budget changes

As a grant recipient you always have a designated project finance administrator at Aarhus BSS Økonomi. The project finance administrator might have been involved early on in the application phase of the project, otherwise the project finance administrator will be involved no later than when new funds are granted.

Before you can begin to spend any external funds, the grant must be set up in AU’s accounting system. This means that you are to send a copy of the grant approval letter to your project finance administrator.

A project must always be set up in AU’s accounting system along with the newest budget available – and if you, e.g., are not funded with the same amount you applied for, the budget will have to be adjusted accordingly.

Your project finance administrator will be happy to assist. In addition the project finance administrator will make sure relevant questions will be asked whenever more information is required.

For the sake of the overall financial management at Aarhus BSS it is important that we always have the most recent and updated budgets for each project. One of the reasons why this is important is that many external funds generate overhead, i.e. a payment to the Department. This overhead is budgeted as an expected income to the department – and in case a grant has a significant higher or lower spending the result is that the budgeted overhead income to the department will be incorrect. Such fluctuations make it difficult to ensure an optimal financial management towards the department. A budget may always be adjusted along the way (given the grant giver allows it) – the main objective is to feed the accounting system with the information about the budget you may have at the present time.

Reporting and follow-up

As a grant recipient you are always responsible for your grant, including the financial statements and the academic reports.

Your project finance administrator will continuously ensure that the funds are transferred from the grant giver to Aarhus University, and that the annual financial statements are produced (there may be different accounting periods for some grants).

The transfer of funds and financial reporting will always be performed according to the rules and regulations of the grant giver.

When a grant is used up, your project finance administrator will submit the final financial statements, and ensure that the grant is registered as ended in the various systems.

It is your own responsibility as a grant recipient to submit the necessary academic reports (please refer to your grant approval letter).

The financial statements must always be signed by you as the grant recipient. It is ultimately your responsibility that the consumption of the funds, financial statements, etc. are in accordance with the grant approval letter and other guidelines. This responsibility cannot be delegated to, for example, your secretary or administrator. Others are not allowed to sign the financial statements on your behalf.

To perform this task, you will continually be in a dialogue with your project finance administrator regarding the use of the funds and whether it is necessary to make changes to your budget or not.

Daily operations

When you want to use your grant, you should always follow the same rules as when you use Aarhus University’s basic funds.

This applies, for example, when you want to make a purchase: medarbejdere.au.dk/administration/oekonomi/oekonomi-paa-fakulteterne/oekonomi-paa-aarhus-bss/indkoeb/

Please note that a Danish supplier will need the following information in order to issue an invoice to AU:

1. EAN number (find it here)

2. Billing address (the address of your department / center)

3. IndFak purchaser

4. Your name

5. The project number that should be used to pay the invoice

You must also inform the IndFak purchaser about your order, so that he/she can validate it when the invoice turns up in AU’s procurement system, IndFak. Please fill in the MGMT Expense Form

Please also note that AU limits must always be respected in connection with the purchase of catering, restaurant visits, etc.

Travelling and expense claims must be handled in AURUS – i.e. the same system and the same rules as when the department’s basic funds are used.
For more information, please look here:
medarbejdere.au.dk/en/administration/finance/travel-booking-and-expense-reimbursement/

Special attention must be given to handling EU funds where the AURUS document type ‘Travel Claim (EU project)’ should be used. You need to choose the special document type in AURUS in relation to EU funds for auditing and financial reporting purposes, as there are special rules regarding VAT.

When you want to purchase something, claim expenses, or pay out salaries, you will need the accounting information, i.e. your project number and a corresponding activity number.

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