At council and committee meetings at the university and in the main academic areas, departments, centres and administrative divisions, at interdisciplinary management meetings and at presentation, dialogue or working meetings with units from other main academic areas/administrative divisions, bread rolls/bread or fruit/chocolate/cake and coffee/tea may be served. In exceptional cases, where the timing of the meeting requires lunch during the meeting or before/after the meeting, sandwiches may be served for lunch. The same applies if external guests are participating in meetings.
Expenses for food and special beverages (other than water, coffe/tea) are not allowed for normal internal meetings, such as section meetings, unit meetings, team meetings, working group meetings, project group meetings etc.
The purpose of the meeting and the full names of all participants must always be stated for approval of expenses for refreshments for internal meetings.
Generally, when providing refreshments for internal meetings, it must always be ensured that the expenses incurred are commensurate with the purpose of the meeting. In case of doubt, it is for the immediate superior/employee having decision-making authority in this area to assess whether the expenses incurred are commensurate with the purpose of the meeting.
A reception may be held on the following personal work-related occasions, if requested by the employee:
In addition, receptions may be held on the occasion of building inaugurations, opening of new departments and centres and 25th, 50th, 75th and 100th anniversaries of departments and centres.
Depending on the occasion, bread rolls, tea, coffee, cake, fruit, chocolate or a reception platter, beer, water and wine or the like may be served at a cost of up to DKK 125 per expected number of participants. In the case of completion of a trainee programme, the maximum amount is DKK 75.
Documentation in the form of, for example, the invitation or notice must be enclosed with expense vouchers related to receptions on special work-related occasions.
In the event of any inconsistency between the Danish and English versions of the document, the Danish document prevails.
On the following occasions, the event may conclude with a lunch or dinner:
There must be a reasonable balance between the number of external guests and staff from the university. The general rule is that the ratio must be 50/50. If there are few participants (fewer than 10) for lunch/dinner, the ratio may be different.
The maximum amount for lunch is DKK 450 and the maximum amount for dinner is DKK 800 per person, including beverages.
The amounts specified are not indexed.
If a foreign visiting researcher or honorary doctor is accompanied by an escort, expenses for this escort’s and the official AU host’s escort’s lunch or dinner will be allowed.
The expenses will be covered by the budget of the department/centre/main academic area/administrative division.
It is for the head of department/centre director/deputy director to make decisions on the defrayal of entertainment expenses within the maximum amounts indicated. Deviations from the maximum amounts are subject to the prior approval of the dean or university director.
The occasion and the full names and affiliation of all participants must be stated for approval of entertainment expenses.
In the event of any inconsistency between the Danish and English versions of the document, the Danish version prevails.