Official cars

In special cases, students may borrow an official car in connection with academic activities where public or other transport is not possible. Students are not covered by Aarhus University's injury insurance for employees and are therefore encouraged to have individual accident insurance.

If you want to borrow a car, do the following:

• No later than two working days before the desired time of booking, you must write to cae@au.dk and state:
  • Name
  • Purpose of trip
  • Date and time. Please state alternative dates if you are flexible.

You will then receive an information email from the secretariat. Please note that you cannot be guaranteed a car.

• Alternatively, you can ask your supervisor to book a car for you. In this case, the secretariat must be notified so that an agreement can be made on driving permits and collection of keys.

• When the keys are collected from the secretariat, you must bring your driver's license and a completed driving permit, for the secretariat to sign. Find the driving permit here. Only the student who is to drive the vehicle can collect the key.

• Remember to fill out the logbook (with mileage) and fill the tank before returning the vehicle. See "Returning cars" and "Refueling" below.

• The vehicle must be parked in the Navitas underground car park level -02, in one of the spaces marked 'ASE/ENG'.

• The keys and the logbook must be returned via the “mailbox” by room 04.220.

Employees book the cars themselves in Outlook:

• Bil, MPE, Navitas, Renault Trafic Van BN 55 261
• Bil, Navitas, Nissan Qashqai – AZ 27 765

You can book the cars using your Outlook calendar. Select/invite the car and choose the date and time. Enter the driver’s name and phone number in the topic field (even if there are several drivers, just name one). State the purpose of the trip and the destination in the location field. Once you have completed your booking, you will receive a booking confirmation in your inbox.

• Remember to update your booking in Outlook if you make any changes.
• If you book a car for a trip out of town, please note the number of vacant seats and your telephone number in the booking. Then other interested parties can contact you for borrowing a vacant seat, instead of booking another department car for the same trip.

Only work-related driving is permitted, i.e. the car must not be used for any kind of private purpose. As a standard, the official cars of the university can only be used by employees for official purposes. It is allowed to bring other passengers if the drive has an official purpose.

You can read more about driving in the university’s official cars here: Use of official cars (au.dk)

Remember to refuel the car before returning it, out of courtesy to the next user. You can find a fuel card in the car/in the car folder. The car must be returned to Navitas’ parking basement, level -02, on one of the ASE/ENG marked parking spots.

Remember that the car folder MUST be filled out. Check if the previous driver has registered the number of kilometers correctly. After use, it is important that you return the car at the agreed time, and that the key and the car folder is returned.

Upon return the car must be emptied of waste and personal belongings. The car folder must be updated with information about the purpose and destination of the trip. The mileage recorder must be checked, and the total number of kilometers must be recorded. If there are errors or defects in the car, they must be reported to cae@au.dk.

Keys must be returned in the post room, room 04.220, through the letter box.

Anyone authorized to use an official car is responsible for complying with the provisions of the Road Traffic Act. Any speed or parking fines are covered by the driver of the car.

The Danish state is self-insured, and no comprehensive motor insurance or third-party liability insurance is taken out for official cars when used in Denmark.

If a traffic accident occurs while driving, the incident must be described and the name, address, insurance company and policy number of the counterparty must be noted.

If the car breaks down during a trip and can no longer be used, please contact the emergency breakdown service on 70 113 113. Our customer number is 87 15 00 00. The car must be driven to this workshop: CarService, Herredsvej 62, 8210 Aarhus V, phone number: 86 16 15 16.

All accidents must be reported to the department via the mailbox cae@au.dk. This also applies if there are errors or defects in the car.

You are responsible for refueling gas and refilling washer fluid, both of which can be purchased using the fuel card in the car folder. Receipts are placed in the car folder. Remember to refuel the car after using it out of consideration for the next user.