Policy for credit card at Aarhus University

Framework and rules

The Danish Ministry of Finance has defined the legal framework for the use of credit cards at Aarhus University. Cirkulære af 20. april 2010 om anvendelse af betalingskort i staten (Government Circular dated 20 April 2010 on the use of credit cards in the public sector).

As set out in the Government Circular, Aarhus University can use credit cards covered by the Danish Agency for Governmental Management’s agreement on credit cards.

In addition to this policy, Aarhus University has a set of rules and regulations for the use of credit cards, describing the procedures for issuance, use, payment and cancellation of credit cards. These rules include a description of when and how the credit card can be used.

Responsibility

The responsibility for the policies and corresponding rules for credit card use at Aarhus University rests with the Deputy Director of AU Finance. The responsibility for monitoring compliance with the rules for authorisation and powers of attorney in general follows the university’s standard rules for the distribution of responsibilities.

Rules and regulations for using an AU credit card

  • 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 cardholder needs an increase of his/her credit limit, the responsible local manager (often the Head of Department) must submit a request for this by emailing kreditkort@au.dk with the following information:

    • The name of the card holder

    • Card holder AUID

    • Information on whether it is a permanent or temporary increase (and in case of the latter, for which period)

    • The requested limit (credit limit exceeding DKK 50,000 must state special grounds)

      Requests for temporary increases received 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 SEB Kort 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 SEB Kort charges a fee of DKK 250 for rush orders.
      You will receive a text message with instructions on how to create your PIN-number.
       


       

  • Cardholder’s obligations

    • Cardholder's obligations

      Immediately upon receipt of the credit card, the cardholder must sign the card in the signature strip on the back of the credit card.

      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 SEB Kort on tel. +45 36 73 71 00 as soon as possible. SEB Kort is open 24/7.

      When a credit card has been blocked, SEB Kort will automatically order a replacement card and a new PIN code. Please note that SEB Kort charges a fee of DKK 150 for a replacement card.

      If the cardholder urgently needs a means of payment, SEB Kort may in some cases provide the cardholder with emergency cash.
      It is also possible to block the credit card in the Eurocard app.
       


       

  • 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 SEB Kort 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 SEB Kort:

      https://eurocard.dk/en/kundeservice/dispute/

       

  • PIN code

    • PIN code

      The PIN code is personal and can be obtained by:

    • The cardholder opening the Eurocard app where the PIN code can be found.

    • The cardholder logging in to Eurocard.com/Mit Eurocard and identifying themselves with their NemID

    • Sending an email to kreditkort@au.dk to order a PIN code letter.
      The letter will be sent from the bank to the cardholder’s officially registered address.

    • The cardholder calling Eurocard 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.
      In order to obtain a replacement card, the cardholder must send an e-mail to kreditkort@au.dk providing information on the cardholder’s name and AU ID.

      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 SEB Kort charges a fee of DKK 150 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.

       

  • 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

      Eurocards 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

      The cardholder must settle the credit card transactions via the university’s travel and expense claim system, and the cardholder must attach scanned documentation for all expenses incurred. In exceptional cases, lost vouchers may be replaced by a solemn declaration.

      Settlement in the university’s travel and expense claim system may be carried out by cardholders themselves from a computer with Internet access or by a secretary.

      The travel expense report is handled and approved in accordance with the standard procedure.

      If plane, train or hotel reservations are made long before the trip, a travel expense report must be started in RejsUd to which the credit card transactions are imported. The travel expense report must not be completed until all expenses for the trip have been paid, thus ensuring a total overview of the travel expenses relating to the trip.

      Credit card transactions involving several minor outlays must generally be gathered in one travel expense report to minimise administration.

      At faculty level, reminder procedures have been prepared in connection with the settlement of credit card transactions. AU Finance sends out monthly overviews of non-settled transactions to the local administrations.

       

  • Salary deduction

    • Salary deduction

      In accordance with the credit card application form, a salary deduction can be effectuated, should the cardholder not settle the expenses in RejsUd on time. It is a local faculty decision whether salary deduction is effectuated automatically and systematically, or if it is effectuated by ad hoc request from the faculty management. Information on this matter can be found locally.

       

  • 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.

  • How to activate a credit card

    • How to activate a credit card

      The credit card is activated automatically the first time a purchase is approved using the PIN code (purchase in a physical store).
      The credit card can also be activated via My Eurocard or in the Eurocard app.

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

Card information

  • The credit card is a Eurocard (Corporate) issued via SEB Kort. The credit card is issued as a company credit card with company liability. The university is bound by the state credit card agreement concluded by the Agency for Modernisation Ministry of Finance, which determines the type of card and provider used.

  • The card must carry the name of the employee in question and the words ‘Aarhus Universitet’ (Aarhus University)

  • The credit card is a personal card and must never be surrendered to others

Online purchases

  • The first time you use your new Eurocard for online purchases you have to activate your MasterCard SecureCode. The MasterCard SecureCode is equal to the PIN code you use in a regular physical store. You can activate the code in different ways.

  • Activate your MasterCard SecureCode on My e-account. If you have not previously visited My e-account, please register as a new user. There are two ways to activate your MasterCard SecureCode:

    1. SMS (one-time password). Have a one-time password sent to your mobile phone as a text message (SMS)

    2. NemID

    3. You can activate your credit card in the Eurocard app.

    In order to comply with new EU requirements on secure online purchases, new regulations become effective from 22 February 2022. From that date, the Eurocard app will be the new and only way to confirm and accept online purchases when using your AU credit card. In order for you to be able to make online purchases with your card, you need to download the Eurocard app in either App Store or Google Play. The name of the app is Eurocard (please note – not Eurocard Pro).

    Until this change, you have been able to confirm your online purchases either by text or on the Danish NemID/MitID portal, but with effect from 22 February 2022, this is done in the app. Apart from this as a security measure, the app holds a large number of other useful functions that come in handy when you