Project initiation

At AU, we create a project to manage your grant. The project must be set up in AU’s financial system before you can use the funds.

You will be assigned a project controller from Health Finance, who will help you manage the project’s finances.

EU projects handled by the Research Support Office:
FSE forwards all necessary documentation to your project controller, who ensures the project is created. The project controller will then contact you directly.

All other projects:
You must send documentation to your project controller yourself in order to have the project created.

• You must use your AU email for all correspondence—especially for approvals.
• If another person is to be the grant recipient, that person must send an approval themselves.
• The start and end dates in the project registration form must match the dates in the grant, application, or budget. If the dates differ, you must include written approval from the funder.

You will receive an email from us with the project number and project name once it is ready.

It is important that both you and your project controller know how communication with the funder should take place.

• a general email address at the funder
• a specific contact person (phone and email)
• a digital platform such as E-grant, Norma, LANAS, or similar

Remember:

• If communication details are not included in the documentation you already sent your project controller, inform them as soon as possible.
• If you have access to a platform where you can grant your project controller access—please do so.
• If you’ve agreed on changes directly with the funder (e.g. re-budgeting or extension), you must always inform your project controller and forward the written approval.

How funds are transferred to AU depends on the funder.

There are typically two scenarios:

1. Bank transfer from the funder
Some funders transfer directly to AU’s bank account.

• Remember to provide AU's bank account.
• Use the project number (if available) or the grant recipient’s name as reference

2. Disbursement via invoice
Other funders require AU to send an invoice for each disbursement.

In this case, your project controller will need:

• The funder’s invoicing details (EAN number, address)
• Any invoice text or reference required

⚠️ Avoid private disbursement via NemKonto.

Some grants are automatically paid to your private NemKonto via your CPR number.

If AU is to administer the grant, the funds must not be paid to you privately. Therefore, make sure the funder receives AU’s CVR number and banking details—not your CPR number.