Internal users (employees and students from the Department of Biology) must make their own reservations in the Outlook calendar.

When booking, the following should be included in the subject field:

• Name of contact person
• Mobile number
• Destination

The following should be written in the text field:

• Project and activity number
• Students should also add the name of their supervisor in the booking.

The cars/ buses are listed in the Outlook-calendar's address list as follows:

• Aarhus bil Ny Munkegade BIO Octavia BJ23972
• Aarhus bil Ny Munkegade BIO Vwbus YT42354
• Aarhus bil Ole Worms Alle BIO Octavia AT 73213
• Aarhus bil Ole Worms Alle BIO Octavia BT 70906
• Aarhus bil Ole Worms Alle Bios VWbus AN32576

Prices per January 1st, 2023 (per kilometer)

• For cars – 3,30 DKK
• For buses – 4,40 DKK

External users, who are permitted to book the cars, are AU employees outside the Department of Biology.

External users are not allowed to book cars in the calendar themselves, and bookings can be made a maximum of one week in advance. That is, if you need the car on September 1st, you can only request the reservation from August 25th.

External users must ensure permission from their own institute/department to borrow/drive a department car, and submit a copy of their driver's license to the Department of Biology.

When reserving a car in the period from May 1st to August 31st, you risk that we may cancel your booking at short notice if the cars are needed for the department's mandatory study program with excursions and field courses.

ARC: The external booking rules still apply even though the price is internal.

All external users must follow the same guidelines as internal users, including providing project and activity numbers when booking and in the logbook.

Prices per January 1st, 2023 (per kilometer)

• For cars - 4,40 DKK
• For buses - 6,00 DKK

Service vehicles may be used for study activities by actively enrolled students in the biology program who have been granted a driving permit by the secretariat. REMEMBER: to get the project and activity number from your supervisor. The numbers must be written in the booking before driving and in the logbook after the drive is completed.

Use of service vehicles for study association trips can be applied for. Please refer to the guidelines provided below for more information.

Driving Permit 

Students at the department of Biology can, upon application, be granted a driving permit by the secretariat if they need a vehicle in connection with study activities - especially when collecting materials for theses, or as assistance in research projects. The driving permit is obtained in the Bachelor's program and again in the Master's/thesis program and is granted over a period provided that:

• The student has a valid driver's license
• The student is enrolled and an active student at the Department of Biology
• The vehicles are only used for driving that is necessary for the student's project or teaching, and in cases where a university employee is not able to drive
• The student is familiar with and complies with existing rules for driving service vehicles
• The student is informed that AU's insurance does not cover in case of injury during driving and should therefore have taken out a private accident insurance
• The student agrees that the service vehicles may not be parked at private residences.
• If the driver should violate the provisions of the Road Traffic Act during driving, the driver will thus be personally obliged to settle any fine.

The student must personally appear with a printed driving permit and their driver's license before the secretariat can sign the form.

Guidelines for Study Associations' Use of Vehicles 

The workflow is:

1. Obtain permission from Hans Brix at hans.brix@bio.au.dk, explaining the purpose of the vehicle use and the time period. CC Emilia at emilia@bio.au.dk.
2. If you do not yet have a driving permit, you must fill one out and bring it to the secretariat in printed form along with your driver's license. All drivers of the vehicle must have a driving permit.
3. Arrange a time for picking up and returning the vehicle key and fuel card with Emilia.
4. After the drive: fill out the logbook in the glove compartment with information about the trip, including the project and activity number you received from Hans Brix upon approval.
5. After the drive: clean and vacuum the vehicle if it has become dirty during the trip. You can use the fuel card for car washes and vacuuming. The code for the card is the last 4 digits of the license plate number.

If a vehicle/bus has not been picked up within one hour from the start of the reservation time, the reservation is no longer valid.

The vehicles must be returned in proper condition to their designated parking space.

You must fill out the logbook in the glove compartment correctly before leaving the vehicle, including the project and activity number.

Return the vehicles with at least 1/4 tank of fuel, and make sure they are clean and tidy after each trip. The vehicles should also be washed as needed - use the fuel card for car washes and possibly the vacuum cleaner at gas stations.

In the mail rooms in buildings 1540 and 1135 you will find:

• A cleaning bucket with vinyl cleaner, alcohol, cloths, etc., which you can use to clean the vehicle after use.
• A cordless vacuum cleaner, where you will find the various nozzles in the bucket, which you can use for cleaning.

Each service vehicle has its own Circle K credit card, which is provided along with the key to the service vehicle. The card must be used for every refueling of petrol/diesel. The code for the card is the last 4 digits of the license plate number. If there is a need to use a personal credit card/MasterCard for refueling, the expense can subsequently be reimbursed by the Department of Biology via RejsUd.

The logbook, which is located in the glove compartment, must be filled out with an accurate calculation of the number of kilometers driven. Remember to clearly state your full name, project and activity number, purpose, and destination. External users provide the project and activity number when booking and in the logbook. If the information in the logbook is found to be insufficient, it will result in a fee of DKK 200.

Insurance when Borrowing Service Vehicles 

When it comes to coverage of damages in connection with work-related transport, there are two main rules:

• Transport between home and workplace is considered private transport. This means that you cannot expect coverage for personal injury from the occupational injury insurance. It is recommended that you take out a private full-time accident insurance when your home is the start or end point. This applies regardless of whether you are driving a service vehicle or your own car.
• On the other hand, if you are driving between workplaces, personal injury is covered by AU's occupational injury coverage (but it is better to have your own full-time accident insurance anyway, as one insurance does not exclude possible payment from the other).

Remember that students who are not employed by the university are generally not covered by the university's occupational injury insurance/accident insurance. They must therefore take out their own accident insurance, as they may otherwise end up with a large bill if they harm themselves or others.

The registration certificate can be found at the back of the logbook. 

Sikkerhedspartner. In case of damage, contact Sikkerhedspartner (tel.: 70113113 - customer number: 87150000). Provide the customer number, name, and the vehicle's registration number when requesting assistance. Damages to the vehicle/bus must be written in the logbook and reported to the Department of Biology along with information about who caused the damage. Contact Jesper Bülow Voetmann, tel. 40763895. 

Damage Policy at the Department of Biology: Up to DKK 10,000 is covered by the sections, and if the damage exceeds this amount, the department will cover the remaining part. External users cover all expenses themselves.

If the above guidelines are not followed, it may result in a fine of DKK 200.

If you need to travel outside Denmark's borders, we recommend renting a car from Europcar (with whom we have an agreement). It is cheaper to rent, as liability and comprehensive insurance for service vehicles are expensive to take out. Our agreement number with Europcar is 21307.

If you still choose to take a service vehicle abroad, it requires insurance, so remember to contact Emilia Djomina Hansen well in advance – at least 14 days before – who will help with taking out insurance. In urgent situations (on weekends or if Emilia cannot be reached) – it is sufficient to send an email to kundecenter.erhverv@tryg.dk with information about the vehicle's registration number, the days it will be abroad, the destination, and that the vehicle needs to be liability insured. Additionally, provide EAN 5798000420045 and order number 24908-82601. The insurance is paid by the user!