• You register vacation, absence and illness in mitHR
• Planning of vacation is agreed upon at the beginning of the year (or at the start of the employment) in collaboration with your leader
• Remember to add time off in your Outlook calendar, so others can see when you are out of office 
• Find more information here about the maximum number of days allowed to be paid out at contract expiration (Jan. 2025)
• Read more about AU's rules for vacation

If you have any questions about mitHR, vacation, illness etc., please contact the FOOD secretariat: hr@food.au.dk 

What is ProjektTid?
You can find ProjektTid in mitHR. 
ProjektTid is for projects, where the grantor demands time registration. It is very important that time registration is made continuously and before deadline. 
You will receive a reminder at the end of each month.


Why is it important?
Please ensure your time entries reflect your actual work on the project.
When reporting a project to the grantor, auditors will require time sheets that reflect realistic and accurate working hours. If the reported hours do not appear credible, we risk losing the funding. 
In other words, the time sheets cannot show the same number of hours (e.g., 6.9 hours) every day for 12 consecutive months.


How to register

• Guide: “How to register project work time on your time sheet for the current month”
• Check your budget in PowerBI: Please make sure to access PowerBI on a regular basis
• The budget you see is for the current year – but be aware if the project ends before the end of the year (see picture below, click to enlarge)
• Register actual hours
• NB: EU projects do not cover lunch breaks
• More info: Find more information and guides for ProjektTid here
• Questions?: Send an email to hr@food.au.dk or contact your project controller
   

At the beginning of your employment, you will - as a TAP - receive more information about working time and flexitime/overtime.

• About your time registration form: Record hours only for deviations, flex, or overtime. Standard weekly hours are pre-filled.
• Are you missing the link to the time registration form or do you have any questions? Contact hr@food.au.dk 

• Research Integrity at Aarhus University 
  It is mandatory for these staff categories to take this e-learning course in Brightspace: Research assistants, AC-TAP, Postdocs, Adjuncts, Tenure Tracks, senior VIP (incl. short-term appointments). You will automatically receive an e-mail from the FOOD secretariat when you can start the course: information about the e-learning course
   
• Introductory course, Laboratory safety
  All new staff including students and guests must participate in this course before using the lab facilities at FOOD. Contact Laboratory Working Environment Group, labsafety@food.au.dk, or Chemical Safety Coordinator, Sofie Freund, sfr@food.au.dk 
   
• Cross-Cultural Workshop
  For all new staff employed more than one year. Read more about the workshop here. 
   
• Foundational course in PhD Supervision
  For permanently employed staff with PhD supervision tasks. Read more about the course here.  
   
• AU Workplace in Focus seminar
  For international staff. Read more about the seminar here. 

If you have any questions about your payslip, please contact:

• Payroll NT: lonNT.hr@au.dk
   

Information for international employees without a Danish CPR number

If you would like to receive a copy of your payslip(s), please send an email to: lonNT.HR@au.dk
In your email, please include:

• Your full name
• Your date of birth
• Your employee ID (if known)
• The period you would like payslips for (e.g. specific months or years)
• Please specify how far back you would like to receive them

Please note that previously issued payslips are in Danish and cannot be changed retrospectively. However, we can arrange for future payslips to be issued in English upon request.
Unfortunately, we are unable to set up automatic monthly emails. You are welcome to contact LonNT.HR@au.dk, for example every three months, and we will send you the payslips for the requested period.

You can find a guide to understanding your payslip here.

If you require a more official document, you will need to contact the Danish Tax Agency (SKAT), who may be able to provide an annual tax statement even if you do not have a Danish CPR number.
 

Guidelines for remote/distance work – with a focus on mutual flexibility

At FOOD, we value professional and social cohesion and consider physical presence at the institute’s locations as the foundation for how we work together. At the same time, we aim to allow flexibility where possible and appropriate – and we prioritize that flexibility goes both ways between the employee and the workplace.

As a general rule, remote work can take place up to one day per week if the tasks allow it (unless otherwise stated in the employment contract).
Other arrangements can be agreed individually with the immediate manager if tasks or circumstances require it. Agreements are adapted to tasks, collaboration, and well-being. As a guideline, such agreements should not exceed an average of two days per week over a month, unless special circumstances apply and have been discussed with the line manager and approved by the head of department.

Remote workdays must be visible in the calendar along with contact information. Work at AU’s other locations, in the field, or at meetings/conferences counts as physical presence – not remote work. Physical meetings take priority over remote work if an invitation is recieved.

Read more about the rules for distance work on the university’s website.

• Overview - Office seating plan for FOOD
• Want to move office? - Please remember to talk to your science leader first 

• Parental leave - rules and forms  

• Conflict resolution at FOOD and psychological counselling

• "Getting Started in Denmark" - an event for staff at Aarhus University
• Information and services for international staff at Aarhus University
• International Centre - provides a range of services for international students at Aarhus University  

• Information about responsible conduct of research and freedom of research

• Data protection (GDPR)
• Research-oriented GDPR guidelines
• Personal data scanning tool - Identify old emails containing personal data

Read the flyer by the Danish Security and Intelligence Service (PET) in cooperation with Ministry of Higher Education and Science:

• Is your research at risk? - Tips on foreign interference and espionage for researchers and other staff  

Read more about and sign up for FOOD Staff Club on their website:

• FOOD Staff Club

There are 3 pieces of fruit per employed staff per week. 
The fruit is placed in the fruit baskets. 

You can find more information about the Friday bread arrangement on the refrigerator in the canteen.

FOOD would like to support staff who have the opportunity to bike to and from work, to meetings, etc.
Therefore, a cabinet with bicycle pumps has been set up in case you have a flat tire. In addition, there are also bicycle helmets if you want to use the DonkeyMonkey bikes.

The cabinet ‘FOOD Bike Support’ is placed close to the exit to the green house.
Please help yourself and read the guidelines before use.

• FOOD Buddy agreement
• FOOD Lab mentor agreement

• Read more about Workzone (journalizing of documents)
• Read more about Pure (registration of publications og activities)

• Find more information about your AU credit card here 

Find more information here about injuries, screen glasses, safety in the laboratories, workwear, ergonomics etc.:

• Working environment and safety at FOOD

• Declaration - Freedom of speech at AU