Operating expenses and purchasing

Each account has a responsible. Any employee in the department can only use money from the department’s expense account if the account responsible has pre-approved the expense. Only the account responsible can approve the invoice in IndFak for the responsible account. In case an account responsible receives an invoice in IndFak that does not belong to his or her account, the invoice should be forwarded to the account responsible who has the expense.

Every invoice approved by the account responsible is sent to the financial controller for final approval in IndFak. The financial controller will also check if the invoice is properly approved by the account responsible. In case the invoice in IndFak has not been approved by the account responsible, the financial controller forwards the invoice to the account responsible for approval.

• Aarhus University VAT no.
  The Value Added Tax, or VAT, in the European Union is a general, broadly based consumption tax assessed on the value added to goods and services. VAT no. DK 31 11 91 03
   
• MPE EAN no. and delivery address
  The International Article Number (also known as European Article Number or EAN) is an electronic number and address used for electronic invoicing at public institutions in Denmark.
  MPE EAN: 5798000433861
  
  Adresses:

  Institut for Mekanik og Produktion Katrinebjergvej 89F 8200 Aarhus N Mailroom ind building 5132, room 113

  Institut for Mekanik og Produktion Inge Lehmanns Gade 10 8000  Aarhus C

• Buyer and requester
  When placing an order you, as the requisitioner, must give the supplier your name. Please, be explicit that your name has to be on the invoice. Otherwise, the invoice will not be approved by your manager.
   
• Product/ product description
  You must provide a unique an accurate description of the product/service.
   
• Case/ Case task
  You must provide the supplier with a project number and an case task number. If you don't have the numbers you can contact our controller Kim Byrialsen or the account responsible (click the green button above). For general questions contact Morten Flarup, Head of Secretariat.

Account responsible: Head of Secretariat, Morten Flarup, on behalf of the Head of Department

The account covers:

• Things not covered by the section budget, the educational budget or the research budget,
• PC and telephone for new employees (only when equipment cannot be covered by external funding)
• Expensive lab equipment, which cannot be covered by external funding or the section
• Research infrastructure that cannot be covered by sections or external funding
• Catering for the following cases events; meetings, staff events for the department etc.
• Maintenance of common areas, e.g., servicing of plants, coffee machine, printers
• Depreciation
• Miscellaneous

• Expenses in connection with the execution of student projects can be covered by the study if it can be reimbursed in relation to the project's learning objectives.
• Supervisor can approve purchases for a total of DKK 700 for a project.
• In the case that project expenses exceed this amount, the supervisor must turn to The Deputy Head of education for approval. The level of expenses may then vary from project to project.
• To avoid unnecessary administrative resource consumption, all purchases with a purchase agreement from different suppliers must take place through the Prototype Workshop.
• If a supervisor deems that there is a need to buy materials outside the workshops procurement agreements, then the supervisor is responsible for purchasing and billing via the University's procurement system IndFak/RejsUd.
• Under no circumstances are students allowed to start out on their own. If they do, they cannot count on a refund.

______________________________________________________________________

35821 - Bsc

35822 - Msc

35823 - BEng

Approval is needed from Vice Head of Department for Research Henrik Myhre Jensen

• Expenses related to the research committee
• Ph.D. events
• Catering for meetings, collaboration etc.
• Events

Approval is needed from Vice Head of Department for Education Martin Heide Jørgensen

• Expenses for education
• Educational lab equipment for educations
• Books for courses
• Licenses for educational purposes
• Current expenses for student projects
• Expenses for Insigth
• Catering for student events, censors
• The expenses for the individual degree programs 35821 to 35824 are included in the overall education budget

Approval is needed from laboratory manager Peter Harling Lykke.

Account numbers for laboratory costs:

• 82010 - Makerspace
• 82015 - SLA Print farm
• 82020 - Print farm (FMD)
• 82025 - Instrument storage
• 82030 - Project storage
• 82035 - Mechatronics
• 82040 - Fluid Lab MPE
• 82045 - Robotics Lab
• 82050 - Dynamics Lab
• 82055 - Undervisningslager
• 82060 - Materiale Lab
• 82065 - Composit Lab
• 82070 - X-lab
• 82075 - Polymer Lab (Projekthal)
• 82080 - LAMPS (Udstil lokale)
• 82085 - Tribology Lab
• 82090 - Deep Tech Lab Skejby
• 82095 - Herning Lab
• 82911 - Tværgående og anden drift (KUN koordinator)

Approval is needed from the Head of Section.

• Purchases for personal work use (e.g. Office furniture and supplies, IT equipment etc.)
• Employee development
• Conferences, which are not covered by external funding
• Staff networking activities
• Social activities in the section 

________________________________________________________________

Account number for sections:

38620 - Mechanics and Materials

38621 - Mechatronics and Dynamics

38622 - Design and Manufacturing

38623 - Fluids and Energy

Activity no. for all sections:

82101 - Ordinær drift

82105 - Forskningsudstyr

82107 - Konferencer og netværk

82110 - Sociale arrangementer

82801 - Afskrivninger

• Expenses related to the associated committee
• Catering for meetings, collaboration etc.
• Events

Approval is needed from Head of Workshop Peter Harling Lykke.

• Current expenses for staff
• Courses (employee development)
• Components and material, which are not related to education
• Investments in equipment
• Tools

• Salary for Ph.D. students and postdocs
• Tuition fee for Ph.D. students
• Current expenses for Ph.D. students and postdocs
• PC, mobile, tablets and equipment for Ph.D. students and postdocs. Unless the project specifically prohibits acqusition of IT-equipment.
• Lab equipment for research projects
• Expenses for publications related to an externally funded research project

Conferences

Researchers

• Conference participation should as a rule be covered by external grants. In case external grants have not been possible to obtain, researchers can ask their head of section to approve. The request can be granted if it is properly motivated also regarding why external funding was not possible, and if the researcher has not already been to two conferences that calendar year. Furthermore, the researcher should present a paper, unless there is a good motivation for why not.

Teaching staff

• Teaching staff may travel to conferences to uphold their professional and/or teaching skills. Head of section may, if the need is properly motivated, approve such travel. It should be attempted to apply for external funding from at least one foundation.

VIP Networking

• All VIP staff are encouraged to participate in relevant networking activities such as professional societies, workshops at other universities, etc. Head of Section may approve such activities

Courses

• All staff should be given adequate continuing training and competence raising activities to aid personal development in work related competencies. This can be through courses, professional workshops etc. If possible, internal AU activities should be chosen, but if such are not available, Head of Section may approve external courses etc. This should be done only when a good motivation for the external event is provided.