In special cases, student organizations may borrow a department car in connection with academic activities where public or other transport is not possible.

Students must contact the secretariat who will then make the reservation in Outlook and provide the car folder and key to the students.

Students must take out their own accident insurance.

Employees book the cars themselves in Outlook:

• Bil, MPE, Renault Trafic Van BN 55 261
• Bil, MPE, KB, Nissan Qashqai – DM 81 094

You can book the cars using your Outlook calendar. Select/invite a car and choose the date and time. Enter the driver’s name and phone number in the topic field (just name of one driver, even if there are several drivers.) State the purpose of the trip and the destination in the location field. Once you have completed your booking, you will receive a booking confirmation in your inbox.

• Remember to update your booking in Outlook if you have to make any changes.
• If you book a car for a trip out of town, please note the number of vacant seats and telephone number in the booking so that other interested parties can contact you for a vacant seat instead of booking another department car for the same trip.

Only work-related driving is permitted, i.e. the car must not be used for private purposes, and only people with official business may be transported.

• The car must not be used for any private purposes, including shopping on the way.
• The car must not be used to transport private persons/children. It is not permitted to pick up or bring children in connection with the use of the department’s cars.
• By signing the solemn declaration in the car folder, the employee agrees that the car will only be used for official purposes.

Remember that the car folder MUST be filled out. Check whether the previous driver has registered the number of kilometers correctly. After use, it is important that you return the car at the agreed time, and that the key and car folder are returned to room 04.220

Upon return the car must be emptied of waste and personal belongings. The car folder must be updated with information about the purpose and destination of the trip. The mileage recorder must be checked, and the total number of kilometers must be recorded. If there are errors or defects in the car, they must be reported to mpe@au.dk.

Anyone authorized to use an official car is responsible for complying with the provisions of the Road Traffic Act. Any speed or parking fines are covered by the driver of the car.

The Danish state is self-insured, and no comprehensive motor insurance or third-party liability insurance is taken out for official cars when used in Denmark.

If a traffic accident occurs while driving, the incident must be described and the name, address, insurance company and policy number of the counterparty must be noted.

If the car breaks during the trip and can no longer be used, please contact the emergency breakdown service on 70 113 113. Our customer number is 87 15 00 00. The car must be driven to this workshop: CarService, Herredsvej 62, 8210 Aarhus V, phone number: 86 16 15 16.

All accidents must be reported to the department via the shared mailbox: mpe@au.dk. This also applies if there are errors or defects in the car.

You are responsible for refueling and refilling washer fluid, both of which can be purchased using the fuel card in the car folder. Receipts are placed in the car folder. Any other expenses must be paid with your own private credit card.

When driving an official car abroad you must have a third-party insurance. You get the insurance by contacting mpe@au.dk no later than 14 days before the start of the journey.

In your mail to mpe@au.dk you must inform about:

• The start and end destinations
• The journey's start and end date
• The registration number of the official car
• Project- and activity number for payment
• Requisitioner (the reciever of the invoice in IndFak)