Procurement policy for Aalborg University
The overall purpose of AAU’s procurement policy is to establish a framework which ensures that the University as a whole may purchase products and services of the required standard at the most economically advantageous terms.
All AAU’s procurement activities must comply with all legislation, executive orders, directives etc. in force. Furthermore, all purchases must be made in accordance with business principles and management decisions – and while taking into account service, quality, security of supply, price, environmental considerations, working environment considerations, social responsibility and other ethical considerations.
This policy comprises all purchases of products and services made by Aalborg University, and thus applies to all University employees. Exempt from this policy are out-of-pocket expenses made during work-related trips subject to the code of practice: "Rules for the use of company credit cards in connection with business travels and minor business expenses".
Further information about AAU´s procurement policy
Before Ordering
Each time you want to purchase equipment, consumables or external services you need an order number (former requisition). This is to ensure that the accounts department has the necessary information to charge the costs to the right project account when the invoice is received.
The order number can be taken out from the HST order number system.
Ordering
The following information / numbers must be given to the supplier:
- Requisition number
- Your employee ID
- The Department's EAN No: 5798 000 420 915
This information must be quoted on the supplier’s invoice, and if not stated, the invoice will be rejected and not paid. It is your responsibility that the supplier receives this information when placing the order.
Electronic Invoices
Aalborg University uses electronic handling of invoices. However, many foreign suppliers are not able to fulfill the standards on this, and in these cases ordinary paper invoices will be accepted.
Most invoices go directly to the accounts departement. If you receive an invoice in your mail, it must be handed over to the accounts department as soon as possible in order to ensure due payment.