Guidelines for the administration of grants awarded by Aarhus University Research Foundation
AARHUS UNIVERSITY
December 2012
Financial Management
/LP
Guidelines for the administration of grants awarded by
Aarhus University Research Foundation
Aarhus University administers grants in accordance with the rules on grant-funded research activities in the Danish Ministry of Finance's budgetary guidelines.
1. Setting up the grant
To gain drawing rights to a grant, a project grant must first be registered according to the same procedure the institution follows for other external grants.
To get the amount transferred an internal invoice (debtor number 108865) shall be sent to Aarhus University Research Foundation. The invoice must include a reference to the journal number quoted in AUFF's notice of award.
2. Payroll, payment of invoices, etc.
The grant recipient is responsible for authorising payroll and operating expenses.
Wages are paid out by the Payroll Office, which is responsible for ensuring that wages are paid out in accordance with current collective agreements, seniority allowances, ATP, pension, reports to the tax authorities, holiday cards, etc.
Invoices must be sent electronically to the department's own EAN number.
3. Concluding grants
The grant recipient must contact the department when the last voucher has been sent to payment in order to close out the grant.
Grants will not be adjusted to reflect changes in such economic indicators as wage and/or price levels. Unused grant funds cannot be transferred to other grants which the grant recipient might dispose over.
The grant recipient should monitor expenses closely. In particular, grant recipients should monitor payroll expenses in order to ensure that there are sufficient funds to honour pay agreements, including holiday pay, cf. section 3.
4. Assistance with financial administration
For assistance with finanicial administration, please contact the Financial Management Office, tel. 871 52868. E-mail: opretdim@adm.au.dk
The Financial Management Office cannot assume responsibility for ensuring the adequacy of a grant.
Any questions regarding salary and wages should be directed to AU HR.