On this page, you can read about what you need to keep in mind when making purchases on behalf of Aarhus University. By following these guidelines, you ensure that purchases made on behalf of the university comply with the law.
If your purchasing needs are covered by a cross-organisational purchasing agreement, you must make your purchase under the agreement.
You can get help and advice on cross-organisational purchasing agreements from your local purchasing coordinator or from Procurement under AU Finance
If your purchasing needs cannot be met by a cross-organisational purchasing agreement, your purchase must be carried out in accordance with the guidelines below:
| Purchasing process | The purchase is made from the supplier who is judged to provide best value for money |
| Responsible for process | Purchasing unit |
| Documentation | The purchasing unit includes an explanation for the choice of supplier on the invoice |
Template for process | Link to guide |
| Purchasing process | The purchase is made in one of the following ways: a. A market analysis is carried out, on which background one supplier is invited to submit a quotation b. 2-3 suppliers are invited to submit quotations and the purchase is awarded to the supplier which delivers best value for money |
| Responsible for process | Purchasing unit |
| Documentation | The purchasing unit archives the purchasing memo and any quotation documents |
| Templates for process |
| Purchasing process | Procurement under AU Finance assesses whether the purchase has evident cross-border interest If the purchase is judged to have evident cross-border interest, the tender is published on udbud.dk If the purchase is judged not to have evident cross-border interest, the purchase is made in one of the following ways: a. A market survey is carried out, on which background one supplier is invited to submit a quotation b. 2-3 suppliers are invited to submit quotations and the purchase is awarded to the supplier which delivers best value for money |
| Responsible for process | Procurement under AU Finance must be contacted for an assessment of the purchase, including assessment of ‘evident cross-border interest’ Procurement under AU Finance handles publication The purchasing unit handles the market survey/requesting quotations |
| Documentation | The purchasing memo and any quotation materials and mails are archived in AU’s ESDH solution Procurement under AU Finance in re publication Purchasing unit handles market survey/requesting quotations |
| Templates for process | Contact Procurement via email udbud@au.dk or fill out this form |
| Purchasing process | The contract must be put to competitive tendering through an EU tender, SKI or similar. |
| Responsible for process | Procurement under AU Finance handles the tender process |
| Documentation | Quotation materials, quotations, etc. must be saved in AU’s ESDH solution by Procurement under AU Finance |
| Templates for process | Contact Procurement via email udbud@au.dk or fill out this form |
In exceptional cases, there may be only one supplier that can deliver the required goods or service. Click here if you need help with this purchase
A note on purchasing for EU-funded projects
When purchasing for EU projects with a value under DKK 50,000, the procedure for purchases in the range of DKK 50,000 to 300,000 must be followed.
General remarks
There are a number of issues regarding allocation, prepayment and accrual, conflicts of interest, IT security, data processing agreements and insurance that you need to be aware of when purchasing at AU. Read a short summary here.
Contact Procurement via the hotline number or by e-mail: