Official cars
Department of Biological and Chemical Engineering has seven cars, which are generally only allowed to be used by the department’s employees for carrying out working tasks.
Official cars must under no circumstances be used for private purposes or transportation of private persons, and a valid driver's license must be carried by the driver. Smoking is forbidden in the cars.
The official cars must always be parked at their home location after use.
The key and mileage log book must be collected in and returned on Hangøvej 2, building 5250, room 009, unless other is stated in the vehicle description.
Citroën Berlingo XL - CP 92 059
This car can be borrowed by employees affiliated with activities at the Department of Biological and Chemical Engineering, Aarhus University. The car has five seats and a trailer hitch.
NB! The car is reserved for dayli transportation betwee Hangøvej 2 and Foulum. Therefore it cannot be book in Ourlook.
Driving Agreement – Guidelines for Transport to and from Aarhus/Foulum
Several employees across sections and research groups travel daily between Hangøvej and BCE’s facilities at Foulum/Campus Viborg using the department’s cars. Shared transportation is coordinated via the app ‘WhatsApp’, and the person currently responsible for coordinating transport is Magnus Sejr Adamsen (msa@bce.au.dk).
To facilitate coordination, an internal agreement applies to shared transport in the following three vehicles:
Citroën Berlingo XL – CP 92 059
- 7 seats
- Departs daily from Hangøvej 2 at 08:00 and goes to building L38. The return trip is arranged at a time agreed upon during the day.
- WhatsApp group: Foulum - AU🚜
Fiat Ducato – BG 71 049
- 9 seats
- Departs daily from Hangøvej 2 at 07:30 and goes to the biogas facility in Foulum. It leaves again at 16:00 (15:00 on Fridays).
- Pick-up on the way is possible at Vandtårnet or TV2ØST.
- WhatsApp group: Foulum bus🚌 – used for both the Volkswagen ID.3 and the Fiat Ducato.
- You must write in the chat and book a seat no later than 20:00 the day before.
Volkswagen ID.3 – EF 12 796
- 5 seats
- Departs daily from Hangøvej 2 at 07:30 and goes to the biogas facility in Foulum. It leaves again at 16:00 (15:00 on Fridays).
- Pick-up on the way is possible at Vandtårnet or TV2ØST.
- WhatsApp group: Foulum bus🚌 – used for both the Volkswagen ID.3 and the Fiat Ducato.
- You must write in the chat and book a seat no later than 20:00 the day before.
To be added to the relevant WhatsApp groups, contact Magnus Sejr Adamsen or ask one of your colleagues already using the carpool arrangement.
Please respect the guidelines so everyone knows when to expect arrival in Foulum and return to Aarhus in the afternoon.
It is important to cancel your booking on days you know the vehicle won’t be used. Also, please note: if a booked vehicle is not picked up within 1 hour of the scheduled time, it becomes available for others to use, regardless of the prior booking. This only applies to the three above-mentioned cars.
If you experience any issues with the guidelines or have questions, please contact Ann Høgh Mikkelsen (ahm@bce.au.dk) or Mette Marie Pedersen (mmp@bce.au.dk).
Students
In special cases, students may borrow an official car in connection with academic / education activities where public or other transport is not possible.
Project work: Students must contact their supervisor who will then make the reservation in Outlook and provide the mileage log book and key to the students. Students must have a driving permit from the department LINK TO THE FORM.
Student organisations can borrow a car by sending a written enquiry to bce@au.dk about who, when, why and destination.
Students are encouraged to take out their own accident insurance.
Booking
Employees book the cars themselves in Outlook:
- Bil, Gustav Wieds Vej, Fiat Ducato Kassevogn, (CV85051)
- Bil, Hangøvej, Fiat Ducato (BG71049)
- Bil, Hangøvej, Nissan Quasqai (AZ27764)
- Bil, Hangøvej, Skoda Octavia stationcar, (AT35531)
- Bil, Hangøvej, Skoda Octavia, (CE57631)
You can book the cars using your Outlook calendar. Select/invite a car and choose the date and time. Enter the driver’s name and phone number in the topic field (just name one driver, even if there are several drivers.) 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 have to make any changes.
- If you book a car for a trip out of town, please note the number of vacant seats and your phone number in the booking, so that other interested colleauges can contact you for a vacant seat, instead of booking another car for the same trip.
Driving purpose
Only work-related driving is permitted, i.e. the car must not be used for private purposes, and only people with official business may be transported.
- The car must not be used for any private purposes, including shopping on the way.
- The car must not be used to transport private persons/children. It is not permitted to pick up or bring children in connection with the use of the department’s cars.
- By signing the solemn declaration in the car folder, the employee agrees that the car will only be used for official purposes.
Returning cars
Remember that the mileage log book MUST be filled out. Check whether the previous driver has registered the number of kilometres correctly. After use, it is important that you return the car at the agreed time, and at its home location.
Upon return the car must be emptied of waste and personal belongings. The mileage log book must be updated with information about the purpose and destination of the trip. The mileage recorder must be checked and the total number of kilometres must be recorded. If there are errors or defects in the car, they must be reported to bce@au.dk.
Fines and accidents
Anyone authorised 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 during the 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 shared mailbox: bce@au.dk. This also applies, if there are errors or defects in the car.
Driving abroad
When driving an official car abroad you must have a third-party insurance. You get the insurance by contacting bce@au.dk no later than 14 days before the start of the journey.
In your mail to bce@au.dk you must inform about:
- The start and end destinations
- The journey's start and end date
- The registration number of the official car
- Project- and activity number for payment
- Requisitioner (the reciever of the invoice in IndFak)
