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Travel booking and purchases

Aarhus University has entered into a number of purchasing agreements with various suppliers. Please note that all purchases must be made in accordance with the university’s purchasing agreements. You can find a complete list of approved suppliers here:

Preapproval
You must always have the expense approved by the project leader or head of section before you make the purchase or booking.


How to make a purchase, book travels or complete a travel or expense claim
If you need to make a purchase, going travelling or settling a travel or expanse claim, you can find help and guidance below.

Purchases

Purchases
Before you make a purchase, you must collect the approval of your supervisor/project manager. Then you can make the purchase yourself or you may use one of our purchasers.

Please note that this information must be stated on the invoice from the supplier:

  • EAN number
  • name of the person making the purchase
  • project and activity number


Books
Anja Torup Hansen handles all book purchases for the department. If you would like to order a book, please send the ISBN number to Anja, Anja.TorupHansen@eng.au.dk, along with a project and activity number for the payment of the book and a written approval from the project leader. Anja will then order the book for you.


IT equipment

IT equipment must be bought through ST IT's webshop.

Going abroad

If you are going abroad and need help applying for visa etc., go to the International Centre's website Going Abroad where you can find a lot of tips and guides.

Booking travels

Booking a travel in the Department of Engineering
You can order your travel directly with the airline company or with CWT (AU's travel agency). It is not allowed to purchase travels with other travel agencies or online providers.

Please notice that you must observe all rules and guidelines with regard to choosing the cheapest possible travel solution.

Booking of travels is done by the traveler. The name of the traveller and the project and activity number must be stated on the invoice.


If you order your ticket directly with the airline company
If you order your plane ticket directly with the airline company, it is important that you inform the department about your travel plans by sending a copy of your plane ticket to eng@au.dk and register the travel destination and airline company in your Outlook calendar. This is strictly with regard to force majeure situations (acts of terror, earthquakes etc.) where the University must inform relevant authorities about employees at affected destinations.

It is also possible to register on the Danes abroad list (Ministry of Foreign Affairs of Denmark).


If you order your ticket with CWT
In order to book any travel (plane or train), you must be registered with CWT. This means that you get a personal travel profile containing your personal information. You are responsible for activating and updating the travel profile.

If you need a personal travel profile with CWT, you must fill in the relevant form (see below) and send it to the department secretariat. You will receive a separate email from CWT with instructions on how to activate and update your travel profile when your registration has been completed.

Once you have been registered with CWT, you can book your tickets in their online system, via telephone or email.

Please note: if more people are travelling together, it is recommended that you contact CWT via email or telephone in that it is not possible to book for more people at the same time in the online booking system. We also advice you to contact CWT via email or telephone if you are flying transatlantic or if your travel plan includes several stopovers.


Registration in AURUS
You must be registered in the electronic travel and expense settlement system AURUS in order to make a travel statement after the business travel and to settle the expenses on the AU credit card.

If you are not already registered in AURUS, you must fill in the relevant form (see below) and send it to the department secretariat. You will receive a separate email from the AURUS system when your registration has been completed.


AU credit card
If the traveler is employed at least 18.5 hours per week, it is possible to apply for an AU credit card. The credit card is mainly for use in connection with business travels and payment of travels that are booked online. You must apply for an AU credit card by filling in the form below and send it to the department secretariat. Please note that it takes around 3 weeks before you receive your credit card from the date of application.


Payment of travels

If the employee holds an AU credit card, the travel will be paid on the credit card. Afterwards, the payment must be settled in AURUS. If the employee does not hold an AU credit card, the travel will be paid via invoice to our EAN number.

Before booking, the traveler must collect the approval of the supervisor, project manager or head of department if the department is covering the expense.

Travel insurance
Do not forget to request a travel insurance card with the department secretariat before your first business travel.

When you have filled in and signed the application form, you must contact the department secretariat who will give you an insurance card and the insurance policy. You can contact the secretariat at eng@au.dk.

Travel and expense claims

All employees must be registered in the electronic travel and expense settlement system AURUS in order to make expense settlements, travel statements after business travel and to settle the expenses on the AU credit card.


Registration in and quick guides to AURUS
If you are not already registered in AURUS, you must fill in the relevant form (see below) and send it to the department secretariat. You will receive a separate email from the AURUS system when your registration has been completed.


Expense settlements - guests

If the department or a project at Aarhus University are covering e.g. travel expenses for a guest, he or she must fill in a travel expense form and send it, along with the receipts, to his or her contact person/host in the department. The contact person must check and forward the form along with the receipts to the department's controller, Rikke Aagaard Rasmussen, along with a project and activity number.

For mileage settlements, receipts are not necessary.

Notice: If the department is expected to cover travel expenses for guests, the contact person/host must make sure that the head of section preapproves the expenses.

It is important that the expense settlement form is filled in electronically.