Naturally, employees at MP are in position to purchase necessary materials and equipment for their daily work. Whether the institute finances the purchase (annuum) or the resources come from a project, the resources are covered by the rules of good economic administration of government funds. We are all responsible for using the resources in the best possible way, and that the use of the resources cannot be questioned. For that reason, the institute has concluded the following guidelines:
Purchase of easily convertible equipment (PC, phones etc.)
A computer and tablet can be bought for work-related use. The equipment can be changed if it breaks or is worn-out. We expect a PC/tablet to last for a minimum of 3 years unless an accident occurs where the equipment cannot be repaired at a reasonable price. A standard computer can be bought (selected models).
Substantial argumentation with approval from the immediate manager is required if specific (more expensive) computers should be bought. Project managers can approve purchases with project resources. The employee is obligated to obtain approval before ordering the equipment. The substantial argument is sent to faktura@mech-tech.aau.dk with the project- and section manager cc. The purchaser saves this along with the invoice, in case of revision. When buying new equipment, the old equipment is returned to the secretariat to notification of completion, cleaning, and potential reuse via IT-S. The Head of Department approves for managers.
Phones can be handed out for work-related use, but also for private use if you fill in a form for SKAT (taxes). The phone can be changed if it breaks or is worn-out. Here, the same applies to life span as with the computers. A standard phone can be bought for a maximum of 5.500 Danish kroner in agreement with the procurement contract at AAU. An argument, with special and substantial demands, is required if a phone shall be bought in addition to this. The argument has to be approved by the immediate manager. The substantial argument is sent to faktura@m-tech.aau.dk with the project- and section manager cc. The purchaser saves this along with the invoice, in case of revision. Old equipment is returned to the secretariat.
Other easily convertible electronic equipment, such as a smartwatch, GPS, or the like, is always to be argued substantially and enclosed with the order. faktura@m-tech.aau.dk can help to evaluate when an argument is needed. Obtain approval from a manager if it is valuated to be necessary (if there is a question concerning the size or type of purchase).
Additional purchases
A purchase has to be carried out through faktura@m-tech.aau.dk. The secretariat’s purchaser evaluates if the order is substantially argued and economically reasonable. The secretariat can ask for a substantial argument for a purchase, where the size or type of purchase can be questioned. Special attention will be given regarding convertible equipment such as Lego or the like if it is brought home.
Laboratory- and secretary purchases (consumables, office supplies, etc.) up to 25.000 Danish kroner can be delegated to purchasing managers.