Do you have expenses that need to be paid?

You may only use the funds once your project is registered in AU’s financial system.

For all purchases, you must provide:

• Project number (also referred to as case number)
• Activity number (also referred to as case task number)

If you are purchasing through IndFak, you must also be registered as a requisitioner.

When purchasing on behalf of Aarhus University, you must always follow AU's procurement agreements.

This applies both when:

• AU is invoiced directly
• You pay out of pocket and later request reimbursement

In addition, AU has policies on booking and reimbursing travel expenses, including meals, accommodation, etc.

You must also be aware that the funder may have specified what the grant can be used for.

These requirements will appear in the grant letter or in the funder’s guidelines/standard terms. Contact your project controller if you are unsure about the terms of the grant.

Expenses are typically managed in one of these three ways:

1. Ordering from a supplier
   When ordering goods or services from a supplier, the invoicing process runs through the SDI-IndFak system (see details below).
2. Travel expenses and reimbursements
   If you have travel expenses or have paid out-of-pocket (using an AU credit card or your personal funds), reimbursement is handled via the RejsUd system (see details below).
3. Payments to individuals not liable for Danish tax
   For individuals who are not tax-liable in Denmark, payments are processed using an electronic form in the REEX system.

Guides for SDI, RejsUd and REEX

SDI is Aarhus University's system for handling electronic invoices.

General information about invoices and payments

When ordering from suppliers - remember the 5 key pieces of information

Foreign invoices (received by email or post) must be sent to: kreditorhotline@au.dk. These will be manually entered into SDI for further processing.

RejsUd is AU’s system for handling travel and reimbursement claims.

• General information about RejsUd
• When settling expenses, it's important to meet these 4 requirements

In the PowerBI-rapport, you can track your project down to the invoice and expense level—in addition to high-level financial metrics.

We recommend regularly reviewing posted expenses to ensure the financial accuracy of your project.

Have any questions?
Contact your project controller for assistance.