When you, as an employee, buy goods on behalf of AU, there are different rules and policies that you must comply with.
Many goods / services used at Aarhus University can be purchased via AU's purchasing agreements. If the intended item is covered by a purchasing agreement, the purchase must take place via the agreement - and the associated payment and delivery conditions.
The FAQ below is related to product purchases that are not covered by an AU's purchase agreement!
The FAQ provides answers to item purchases, as well as what you need to be aware of when you subsequently settle the purchase.
Please note that if AU paid for the goods or items, it is AU's property, and must subsequently be stored at AU.
Are there rules regarding where to make purchases (e.g. procurement agreements)?
Are there rules regarding where to make purchases (e.g. procurement agreements)?
Answer:
It depends on what and how much you need to buy. Always check whether there is a procurement agreement in place for the product in question. AU may have its own procurement agreements, or it may have entered into procurement agreements through SKI (state and municipal procurement services) or the Central Procurement Programme. If there are no agreements, you can buy directly from the supplier.
AU's purchasing agreements
AU's procurement policy
Is there an amount limit?
Is there an amount limit?
Answer:
If your intended purchase exceeds DKK 100,000, and there is no procurement agreement for the product in place, you must contact Procurement in AU finance before completing the purchase.
Can I purchase goods via webshops such as Wish, Amazon and Alibaba?
Can I purchase goods via webshops such as Wish, Amazon and Alibaba?
Answer:
Yes, but remember to get a specified invoice/receipt for the purchase.
Payments by credit card
Payments by credit card
I don't want to disburse the money myself. Can I get an AU credit card?
I don't want to make an advance payment. Can I get an AU credit card?
Answer:
An AU credit card requires approval from your unit management, e.g. the department management team. Once you have received approval, you can order the card from your local financial controller by submitting the form 'Ansøgning og bemyndigelseserklæring'' (in short often referred to as the credit card form). The form can be found on the AU credit card policy page.
Can I use the credit card to withdraw cash?
Can I use the credit card to withdraw cash?
Answer:
As a general rule, you can only withdraw max. DKK 2,000 abroad and at international airports. In RejsUd, the transaction should always be registered as a “Privatudgift” (private expense) and the expenses where the cash was used should be registered as “Kontantudlæg”.
Click here to read more in AU's credit card policy
Can I link my AU card to Mobilepay?
Can I link my AU card to Mobilepay?
Answer:
Yes, but pay attention to which card you use to pay for things. If an expense is reimbursed, the amount is often returned to your primary card, which is often your personal card.
Can I lend my credit card to others?
Can I lend my credit card to others?
Answer:
No. You are the only one permitted to use an AU credit card that has been issued to you.
Click here to read more in AU's credit card policy
I have mistakenly used my AU card for a private purchase – what do I do?
I have mistakenly used my AU card for a private purchase – what do I do?
Answer:
The transaction must be settled in RejsUd under the cost type "Private expensest".
If the settlement means that you will owe AU money, the amount you owe must be paid to AU. When the Travel Expense Accounts check your settlement, an email will be sent to you explaining how to make a payment to AU.
Click here to read more in AU's credit card policy
The supplier/webshop has charged the amount for one item twice on my credit card – what do I do?
The supplier/webshop has charged the amount for one item twice on my credit card – what do I do?
Answer:
The business or company where you bought the item is responsible for any errors. Your first step is therefore to contact them. If contacting the shop/webshop does not help, you can file a complaint concerning the error to AU’s credit card issuer SEB Kort.
You can find the contact information for SEB in AU's credit card policy
I have not received the items I ordered – what do I do?
I have not received the items I ordered – what do I do?
Answer:
The business or company where you bought the item is responsible for any errors. Your first step is therefore to contact them. If contacting the shop/webshop does not help, you can file a complaint concerning the error to AU’s credit card issuer SEB Kort.
You can find the contact information for SEB in AU's credit card policy
There is a transaction on my card that I do not know anything about – what do I do?
There is a transaction on my card that I do not know anything about – what do I do?
Answer:
Find the source of the transaction and contact the business or company in question, as they are responsible for any errors. If contacting the business does not help, please contact the credit card issuer SEB Kort and inform them of the transactions you have not made yourself.
You can find the contact information for SEB in AU's credit card policy
Other means of payment (Paypal and MobilePay)
Other means of payment
Can I use PayPal to purchase goods?
Can I use PayPal to purchase goods?
Answer:
Yes, but please note that the invoice requirements for suppliers still apply. The following information must be on the invoice:
- AU’s name and address
- CVR number
- Date and a specified description of the purchase and VAT
AU will not be able to deduct VAT if these requirements are not met. This means that if the item has been purchased for a project or with a grant, they will have to pay the full amount, including VAT.
Read more about VAT deductions here: https://skat.dk/en-us/businesses/vat/vat-deductions/getting-your-vat-deductions
Can I pay for the purchase of goods via MobilePay?
Can I pay for the purchase of goods via MobilePay?
Answer:
Yes, but please note that the invoice requirements for suppliers still apply. You will rarely receive an invoice when paying via MobilePay, so please ask the supplier to provide one separately. Without an invoice, you must attach a solemn declaration to the settlement in RejsUd. You can find the statement of truth on the forms page.
Can I pay for other people's purchases?
Can I pay for other people's purchases?
Answer:
Yes, but remember to provide the full name and place of employment of the person you are paying for and you must also give a reason and an occasion for paying for the person when you settle the expense in RejsUd.
Can I purchase subscriptions and memberships?
Can I purchase subscriptions and memberships?
Answer:
Yes, if they are required for work-related purposes.
Can I have goods purchased for AU delivered to my home address?
Can I have goods purchased for AU delivered to my home address?
Answer:
Yes, but the invoice must be issued to AU. You can use a private address for delivery, but there must be no doubt as to whether the items are purchased for AU or for you as a private individual. Remember to state the reason for delivery on a private address when settling in RejsUd.
An item purchased for AU has not been delivered – what do I do?
An item purchased for AU has not been delivered – what do I do?
Answer:
You must contact the supplier. It is your responsibility to ensure that the goods are delivered when you make a purchase on behalf of AU.
Help with settlement
Help with settlement
How do I settle a purchase?
How do I settle a purchase?
Answer:
If you have purchased an item on behalf of AU, you must settle the cost in RejsUd, regardless of whether you have paid for it yourself or whether it has been paid for with an AU credit card.
You can find instructions on how to create a settlement in Rejsud on the RejsUd page.
Which sag (project number) and sagsopgave (activity) should I use when I make a settlement?
Which sag (project number) and sagsopgave (activity) should I use when I make a settlement?
Answer:
If you are employed by a faculty, contact a department secretary or project finance administrator/controller if you are in doubt about how to settle expenses.
If you are employed by the central administration (administrative divisions, etc.), click here for the settlement guidelines.
How do I settle a purchase that needs to be reimbursed?
How do I settle a purchase that needs to be reimbursed?
Answer:
The expense must be settled in RejsUd. Use the cost type "Reinvoicing". Remember to include the company's name, address, CVR number and name of the contact person that we need to send an invoice to.
Read more on the page about reimbursement and expenses.
How do I divide the cost of a purchase between several projects?
How do I divide the cost of a purchase between several projects?
Answer:
You can divide the cost when you create the settlement in RejsUd.
Click here to read the guideline on dividing transactions.
Contact the Travel Expense Accounts in AU finance if you need help settling in RejsUd.
How do I settle unspent cash withdrawn using my AU credit card?
How do I settle unspent cash withdrawn using my AU credit card?
Answer:
The withdrawn amount must be entered as ”Privat brug af kreditkort” (private use of credit card) under cost type. After that, select “Kontantudlæg” (cash outlay) for the amount that was spent.
Contact Travel Expense Accounts if you need help settling in RejsUd.
If the settlement means that you will owe AU money, the amount you owe must be paid to AU. When Travel Expense Accounts check your settlement, an email will be sent to you explaining how to make a payment to AU.
Click here to read more in AU's credit card policy
Requirements for receipts/documentation of expenses to be settled in RejsUd
Requirements for receipts/documentation of expenses to be settled in RejsUd
What information should be included on the invoice?
What information should be included on the invoice?
Answer:
The following information must be on the invoice:
- AU's name and address
- CVR number
- Date and a specified description of the purchase and VAT
AU will not be able to deduct VAT if these requirements are not met. This means that if the item has been purchased for a project or with a grant, they will have to pay the full amount, including VAT.
Read more about VAT deductions here: https://skat.dk/en-us/businesses/vat/vat-deductions/getting-your-vat-deductions
The invoice is not issued to AU but to me or another person - what do I do?
The invoice is not issued to AU but to me or another person - what do I do?
Answer:
Start by contacting the supplier and try to have the invoice changed. If this is not possible, AU cannot deduct the VAT. This means that if the item has been purchased for a project or with a grant, they will have to pay the full amount, including VAT.
Is an order confirmation an acceptable form of documentation of an expense?
Is an order confirmation an acceptable form of documentation of an expense?
Answer:
If the product's name, price, VAT and supplier are listed, and it is clear that the product has been paid for, then an order confirmation can be accepted as documentation if absolutely necessary. If any of this information is missing, then it will not be accepted by the system.
Is a MobilePay receipt an acceptable form of documentation of an expense?
Is a MobilePay receipt an acceptable form of documentation of an expense?
Answer:
No. An invoice or documentation from the supplier/shop must be attached with the receipt and must include the following information:
- AU's name and address
- CVR number
- Date and and a specified description of the purchase and VAT
Read more about invoice requirements on the Danish Customs and Tax Administration website: https://skat.dk/en-us/businesses/vat/vat-deductions/getting-your-vat-deductions.
I have lost the receipt for an expense/purchase – What do I do?
I have lost the receipt for an expense/purchase – What do I do?
Answer:
As a general rule, a form of receipt or documentation of the purchase is necessary in order to settle the expense in RejsUd. It is therefore important to remember to save documentation or take photos of it on an ongoing basis.
If it is not possible to provide a receipt, the purchase, the amount and the date can be specified in a statement of truth, via email or in a comment in the settlement. If the purchase exceeds 2.500 DKK, you must attach a written approval of the expense from your department management.
The statement of truth can be found on the page for forms.