Policy for credit card at Aarhus University

Who can obtain a credit card?

• Who can obtain a credit card?
  
  Credit cards may be issued to persons affiliated with Aarhus University who have a Danish civil registration number (CPR no.). Aarhus University’s local units decide and are responsible for which persons are entitled to a credit card.
  
   

Credit limit

• Credit Limit
  Aarhus University’s local units may determine individual credit card limits. The standard credit limit is DKK 50,000 during any 30-day period, but the credit card offers the possibility of different credit limits ranging from DKK 5,000 to DKK 50,000. Applications for a credit limit exceeding DKK 50,000 must state special grounds. Regardless of the credit limit, cardholders may not make isolated purchases exceeding their general authorisation to make purchases on behalf of the university under the general purchasing rules set out by the faculties.
  
  Credit Limit Increase 
  If a card holders needs to increase his credit limit of a credit card, the card holder must send a request (via the link “Make Changes to Existing Credit Cards” to the right). The request is then automatically sent to the individual authorised  to approve the applicable location code.
  Requests approved before 14:00 will be processed and granted on the same day.
  
  
  Change of Location Code
  Is requested on the form found at User administration in RejsUd and CWT.

  
   

Applying for a credit card

• Applying for a credit card

  Before you can apply for a credit card, you must be set up as a user in the university’s travel and expense claim system RejsUd. The credit card applicant must log-on to the credit card platform and fill in the requested information.

  The applicant’s civil registration number will be used in connection with the issuance of credit cards. Civil registration numbers are stored and processed pursuant to the Danish Act on Processing of Personal Data (Persondataloven). No personal credit rating is carried out for the applicant as the credit card is a company credit card with company liability.
  
  Application for a new card is done at the credit card platform found here along with the procedure for credit limit increase and change of location code. 

  By submitting the application, the applicant confirms having read the ‘Rules on the use of credit cards at Aarhus University’ and accepts the terms and conditions for use of the credit card as specified in the authorisation statement.

  Within approximately two weeks, the credit card provider AirPlus will send the PIN number and credit card directly to the applicant’s home address. If it is necessary to have a credit card delivered urgently, a rush order can be placed, and the card will then be delivered within 1-2 working days.
  Please note that an urgent request incurs a fee of DKK 450. When creating the PIN code, you will receive an SMS with instructions.
  The card number and PIN code can be viewed in the AirPlus app, where the credit card must also be activated.

  
   

Power of attorney

• Power of attorney
  
  Requests for new credit cards, increase of card limits and transfer of credit cards to a new location code must be approved by somebody holding positional power or delegated authority.
  
  You can read about powers of attorney and find the delegation of authority form here
   

Cardholder’s obligations

• Cardholder's obligations
  
  The cardholder must keep the credit card in a safe place and regularly check that it has not been lost or misused.
  
  The cardholder must not store the PIN number together with the credit card or write the PIN number on the credit card. The PIN number must be memorised, and the letter with the PIN number destroyed.
  
   

Blocking credit cards

• Blocking credit cards

  If the cardholder loses the card, if another person learns the cardholder’s PIN number or if credit card fraud is otherwise suspected, the cardholder must block the card by calling AirPlus at (+45) 70 301 201, which is open around the clock. It is also possible to block the credit card in the AirPlus app

  When a credit card has been blocked, AirPlus will automatically order a replacement card and a new PIN code. Please note that AirPlus charges a fee of DKK 180 for a replacement card.

  If the cardholder is left in an emergency without a means of payment, AirPlus may be able to assist with emergency cash.
   

Cardholder dispute

• Cardholder dispute
  
  Have you not received the products you ordered?
  
  Have you been charged for the same purchase more than once? In both cases, you must first contact the shop where you bought the product. The shop or the company where you bought the product is responsible for any errors. You must therefore start by contacting the shop or company before AirPlus can help you. The problem will often be solved by talking to the shop or company, but if your enquiry does not help, you can file a complaint about the error with AirPlus:
  
  https://eurocard.com/en-dk/support/dk/contact-us/cardholder-dispute/

PIN code

• PIN code
  
  The PIN code is personal and can be obtained by:

• Cardholder opens the AirPlus app, where the PIN code is found.

• Cardholder logs in to airplus.com as cardholder, using MitID.
  https://airplus.com/en-dk/login/  

• Cardholder calls AirPlus at +45 36737450. The cardholder should have their credit card at hand, since the support team will ask for information on the card.
  The PIN code will be sent to the cardholder’s officially registered address.

Replacement card

• Replacement card
  
  If a cardholder’s credit card is destroyed or damaged, the cardholder needs a replacement card.
  
  This can be requested via the link “Make Changes to Existing Credit Cards” to the right.
  
  A replacement card will be issued with the same card number and PIN code as before. The applicant will normally receive a replacement card after three working days at their home address. Please note that AirPlus charges a fee of DKK 180 for a replacement card.

Using credit cards

• Using credit cards
   

• The credit card must be used for paying...

  • The credit card must be used for paying:
     

  • Expenses relating to or incurred while travelling; the traveller thus only needs to report travel expenses in RejsUd.

  • Minor private expenses during trips which are directly related to the trip or accommodation during the trip and which the cardholder must pay him/herself when settling the travel expenses. The expenses may not exceed the hourly and daily allowance per day.

  • Expenses in connection with minor purchases (outlays) on behalf of the university and in connection with special online purchases where payment cannot be made (or is difficult to make) in the normal way by means of an electronic invoice.
    
     

• Examples of travel expenses that must be paid by credit card include...

  • Examples of travel expenses that must be paid by credit card include:
     

  • Ticket purchases carried out via Aarhus University’s travel supplier CWT and/or directly via the airlines

  • Taxis, unless a local taxi voucher scheme is in place

  • Parking fees

  • Hotel accommodation, including advance reservations and deposits

  • Meals

  • Entertainment expenses

  • Ferry tickets

  • Bridge tolls, unless there is a local agreement on the use of the Danish BroBizz scheme

  • Fuel in connection with travel by university-owned cars, unless a ‘fuel card’ is used.
    
     

• Examples of minor private expenses during trips include...

  • Examples of minor private expenses during trips include:
     

  • Meal expenses which must be covered by the hourly and daily allowance

  • The credit card must never be used to purchase goods for private use
    
     

• Examples of expenses in connection with minor purchases on behalf of the university include...

  • Examples of expenses in connection with minor purchases on behalf of the university include:
     

  • Entertainment expenses

  • Meal expenses

  • Books purchased at conferences
    
     

• It is not permitted to make cash withdrawals in Denmark.
  
  The credit card may be used for cash withdrawals abroad (including at international airports in Denmark immediately prior to departure); however, such withdrawals may generally not exceed DKK 2,000. A special reason must be provided when settling the travel expenses if it has been necessary, in exceptional cases, to withdraw a higher amount.
  
  In connection with documented lost luggage, the credit card may be used to purchase necessary clothing etc., but the amount spent must be regarded as a private expense and must be repaid as the travel insurance provider Europæiske Rejseforsikring will subsequently refund these expenses directly to the traveller.
  Read more about Reporting a claim, lost luggage, delay, ect.
   

Repaying excess amounts

• Repaying excess amounts

  Cash withdrawals abroad must be limited as far as possible.
  Any cash withdrawals must be settled as private expenses in RejsUd. If the settlement shows a deficit, the amount due is to paid into AU’s bank account with
  
  registration no. 4387
  account number 11280234

  It is important that cardholders state their AU ID or their name as well as the RejsUd document number as reference for such payments.
   

  
   

Airport lounges

• Airport lounges
  
  Credit Cards issued under the Agency for Modernisation Ministry of Finance’s credit card agreement are provided without lounge access. If necessary, the employees therefore need to show their private credit cards to gain access to airport lounges, or they may pay for admission to lounges for their own account.
  
   

Settling credit card transactions

• Settling credit card transactions
  
  It is the cardholder's responsibility to ensure that settlements for credit card transactions are made through the university's travel settlement system. The cardholder must attach scanned documentation for all expenses incurred. Lost receipts can if need be be replaced by a statement of truth.

  Settlements in the university's travel settlement system can be made by the cardholder him/herself from a PC with internet access or by a secretary.
  The travel settlement is managed and approved in accordance with the usual procedure.

  If flights, trains, or hotels are booked well in advance of the trip, a travel settlement in RejsUd must be initiated, where the credit card transactions are included. The travel settlement should only be finalized once all expenses related to the trip have been incurred. This provides an overall view of the trip's expenses.

  Credit card transactions related to several smaller expenses should, as a rule, be gathered in one settlement, as this reduces the administration involved in processing them. Each area receives a monthly overview of unsettled credit card transactions for the relevant cost center, and as a supplement to the cardholder's own responsibility, the administrative units are encouraged to actively and systematically use the information from these lists to follow up with cardholders who, unexpectedly, have outstanding settlements in RejsUd. This is to help avoid salary deductions, which are undesirable for the employee, and to minimize unnecessary administrative efforts due to the violation of the area's guidelines. And not least, to ensure that the area's actual expenses are reflected in the financial records immediately after the expenses are incurred, which only happens once the expense has been placed in the relevant account upon settlement.
   

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Salary deduction in case of unfinished settlement

• Salary deduction in case of unfinished settlement

  When applying for an AU credit card, applicants confirm that they understand that salary deductions may be carried out if the cardholder fails to settle their credit card transactions in RejsUd within the established deadline. It has been decided at each faculty and the Central Administration that salary deductions will automatically be made for amounts that exceed 90 days in RejsUd without being settled. This should always be adhered to. Private expenses must be settled as such in RejsUd and cannot simply be left awaiting salary deduction.

  Each area receives a monthly overview of unsettled credit card transactions for the relevant cost center, and it is encouraged that the information from these lists be used actively and systematically to follow up with card holders who have settlements waiting in RejsUd. This is to both help avoid the initiation of salary deductions, which are undesirable for the employee, and to minimize administration related to unnecessary violations of the rules. And not least, it ensures that the area's actual expenses are reflected in the financial records immediately after the expenditure, which happens only upon settlement.

  If assistance or guidance is needed regarding the transaction overview or salary deductions, do not hesitate to reach out to the Accounts Service Team or send an e-mail to kreditkort@au.dk.

Cancelling credit cards

• Cancelling credit cards
  
  The university may cancel a credit card without notice and without stating reasons if warranted.
  
  Upon termination of a cardholder’s affiliation with Aarhus University, the local unit involved is responsible for demanding the return of the credit card (along with keys, phone, equipment etc.). The unit cuts the card in half and notifies AU Accounts via email to kreditkort@au.dk, which then handles the cancellation of the card vis-à-vis the credit card provider. A final expense report accompanied by vouchers and documentation must always be submitted upon cancellation of a credit card.
  
  The card holder can request the cancellation of the credit card via the link “Make Changes to Existing Credit Cards” to the right.

How to activate your credit card

• How to activate your credit card
  The credit card must be activated in the AirPlus app.
  Once activated in the app, it can be used for online purchases.
  Contactless payment is activated when the first purchase is made using chip and PIN.
  The credit card can be added to Apple Pay or Samsung Pay without prior activation.
  AirPlus – How to activate my card
  
   

Credit card linking in Wallet/Apple Pay/PayPal/MobilePay

• Credit card linking in Wallet/Apple Pay/PayPal/MobilePay
  
  You can and may link your AU credit card to either Wallet, Apple Pay, PayPal or MobilePay, but please note the following:
  
  If you have linked several cards to your Wallet/Apple Pay/PayPal/MobilePay, you must remember to switch between the individual cards choosing the AU credit card only for expenses to be paid by AU.
  
  If, by accident, you use your AU credit card for private expenses, the transactions must be settled in RejsUd under accounting information “Personal expenses”. If there are no other expenses in your settlement against which the amount can be set off, you will receive an email from Travel Expense Accounts with information about where to pay the amount.
  
  You are obliged to ensure that any refunds are sent to AU. When you receive a refund in your Wallet/Apple Pay/PayPal/MobilePay, e.g. from a cancelled DSB ticket, in some events, the refund may be paid into the card named deduction card and not into the credit card from which the expense was drawn.

Business establishments fee

• Business establishments fee
  
  Business establishments are allowed to charge a fee for the use of a Corporate MasterCard. The fee may typically be between 0.75 and 1.5%. However, the business establishment is allowed to charge more, if they pay more for redemption of the amount. If a fee is imposed, it must be stated on the receipt and must include such information.

Credit card renewal

• Credit card renewal
  
  AirPlus automatically issues a new credit card on the 20th day of the month prior to expiry of a credit card and sends it to the cardholder's registered address. However, a physical card will not be issued, if the credit card has not been used during the previous two years. In this case, renewal will be in the form of a digital card.

CWT

• CWT

  Purchases made through CWT are considered credit card transactions and must therefore be settled under the same rules. This means that settlement in RejsUd must be completed within 90 days to avoid any potential salary deduction for the expense.

  See "Salary deduction in case of unfinished settlement” for further details. 
   

In the event of any inconsistency between the Danish and English language versions of the document, the Danish version prevails