Booking a vehicle
1. Booking your vehicle
Guide to booking company vehicles
You can book your vehicle using your Outlook calendar.
- Find the desired vehicle's calendar and check that it is available for the entire period you need it (the car can be searched via "add calendar" with keyword ‘bil aarhus arts’)
- Select new meeting
- Select date and time
- Enter the driver’s name and mobile number in the topic field (‘Emne’). Just name one driver, even if there are several drivers.
- State the purpose of the trip and the destination in the location field (‘Sted’).
- Send the meeting request to the car
Please note:
- Cars can be booked for a maximum of one week at a time.
- Remember to update your booking in Outlook if you have to make any changes.
- If you make an all-day reservation, it is important that you change the vehicle’s status from available (‘ledig’) to reserved (‘optaget’).
- If you are experiencing problems with the display of car calendars in Outlook, please contact Arts IT.
Are you booking on behalf of others?
If you are a secretary and you are reserving the vehicle on behalf of colleagues and/or students, set up a meeting in the vehicle’s own Outlook calendar and invite the vehicle to the meeting. It is important that you select ‘new meeting’ and not ‘new appointment’ to avoid double bookings.
Driving Permit
Students must bring a driving permit, which must be signed by the head of department or head of secretariat. If more than one person will be driving the car, everyone must fill out a driving permit. Bring the driving permit to the maintenance office (Aarhus) when collecting the keys to the car. One driving permit must be completed per booking.
Download the driving permit here: driving permit
2. Picking up the key
| AARHUS | EMDRUP | |
|---|---|---|
Where to pick up the key | Maintenance Office in building 1467, room 123 | Berit Granums office in building A, room 001 |
| When | Weekdays between 11.00am og 12.00pm or contact the Maintenance Office for an appointment | Contact Berit Granum for an appointment |
| Telephone/Email | 8715 0536 / driftost@au.dk | 8715 1876 / begr@au.dk |
The keys can be picked up the day before you need the vehicle.
3. Picking up your vehicle
| Aarhus | Emdrup | |
| Where is the car parked? | The car is parked in the underground car park, underneath building 1467. Together with the key, an access card is given, to use for picking up or dropping of the car, outside of opening hours. The access card needs to be scanned at the scanner, labeled Aarhus University (see photo below). | The car is parked at the parking lot Tuborgvej 164 |
Fill in the logbook
You will find a logbook in the vehicle. Please fill this in when you return the vehicle. Check whether the previous driver has registered the number of kilometres correctly.
Return your vehicle on time
It is important that the drop-off time is honoured for the next user of the car.
More information
In the vehicle, you will find a QR code located on the dashboard/gloves compartment that refers to information about driving company cars.
4. Returning your vehicle and the keys
Please return the vehicle at the agreed time. Park it where you found it in the underground car park (Aarhus) or in the car park (Emdrup).
| Aarhus | Emdrup | |
| Returning the vehicle | At the Maintenance Office | To Berit Granum |
| Returning the vehicle outside of opening hours | In the dropbox at the Maintenance Office | In the mailbox at the main entrance |
Think of your colleague who needs the car after you:
- Leave the vehicle with a full tank
- Clean and wash the car as needed
Note: You must use the fuel card in the car. Arts Building Services do not offer to clean the car. Any fines, parking charges etc. must also be paid.
5. If something goes wrong
Roadside assistance
You can use Dansk Autohjælp A/S for roadside assistance for official AU vehicles.
If you need roadside assistance, please call: 7010 8090.
When contacting Dansk Autohjælp, you must state the vehicle’s registration number and refer to AU’s customer number: 99421393.
Workshop:
The vehicle must be sent to an AutoMester garage.
Claim notification
You must inform the maintenance office of the accident as soon as possible (email with a description of the incident):
Aarhus driftost@au.dk
Emdrup begr@au.dk
6. Insurance
Aarhus University is self-insured. This means that any accidents and damage to the car and third parties within the country's borders are covered by Aarhus University. As an employee, you are covered by Aarhus University's occupational injury insurance when travelling in Arts' company cars in Denmark.
Special information for students
Students are not covered by Aarhus University’s industrial injury insurance for employees. Students are therefore encouraged to take out their own accident insurance.
Claim notification
If you have an accident or damage to your car and/or a third party while driving, you must prepare a damage report (an email describing the incident and the damage) and send it to the Operations Office:
Aarhus driftost@au.dk
Emdrup begr@au.dk