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Welcome- A practical guide to iNANO and Denmark

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Preface

Welcome to iNANO, Aarhus University. We are pleased that you have chosen iNANO as your next work place and we look forward to our cooperation. To make your transition to iNANO and Denmark a little easier, we have made this small booklet on the practical issues you must deal with when moving to Denmak and starting your work at iNANO. We hope that you will find it useful, and should you have any questions about the contents or other practial issues, please feel free to contact us.

Best regards

iNANO administration

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Table of Contents

Preface 2 Table of Contents 3Pre-Arrival Residence and Work Permit 5 Health Insurance 8 Taxation 10 Aarhus University 11 City of Århus 12Post-Arrival Civil Registration Number 13 Bank Account 14 Nemkonto 15 Digital Pay Slips 17 How to View Your Digital Pay Slips 18 Your Salaries Officer 19 International Club 20 Danish Courses 21 Driver’s Licence 22 Media Licence 22 Extension of Work Permit 23

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Table of ContentsLife at iNANO How to Get an E-mail Account 24 How to Get Keys and Access Card 24 Holiday Rules 25 How to Check Your Holiday Account 27 Absence due to Sickness 27 Childcare Days 28 Parental Leave 29 Purchasing Goods 30 Purchasing Travels 31 Insurance Card 31 Travel Reimbursement 32Leaving iNANO and Denmark Return of Insurance Card, etc. 33 Payment of Unused Holidays 33 Withdrawal from National Registry Office 33 Pensions Savings 34Notes 35

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Residence and Work Permit

PRE-ARRIVAL

When you have accepted a job offer from iNANO, Aarhus University, one of the first things that you will have to look into is whether you need to apply for residency before or after arriving in Denmark. The rules and application procedure for obtaining a residence and work permit depend on which country you are from.

Nordic citizens Citizens of Finland, Iceland, Norway and Sweden are free to enter, re-side, study and work in Denmark. They do not need a visa, residence or work permit.

Remember identificationAs a Nordic citizen, you can enter Denmark without a passport. However, you must be able to identify yourself if required, e.g. if you are staying in a hotel, camping ground, or the like. Your driver’s license or bank card is sufficient identification.

Bringing your familyIf your family members are Nordic citizens, they do not need to apply for family reunification. They can enter and reside in Denmark in accor-dance with the regulations for Nordic citizens.

Source: www.newtodenmark.dk

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EU/EEA countriesIf you are an EU/EEA citizen, you do not need to apply for residency be-fore arriving in Denmark. As an EU/EEA citizen you are allowed to stay in Denmark up to three months without proof of residence. If you plan to stay longer than three months, you must go to the Regional State Administration (Statsforvaltningen) in Aarhus to obtain a certificate of registration or a residence card.

You should bring the following documents:

• Your passport• Two passport photos• A copy of your contract/offer of employment

Address of the Regional State Administration in Aarhus:Lyseng Alle 18270 Højbjerg(in Århus)

Opening hours: Monday 10.00 - 14.00 Tuesday 10.00 - 14.00 Wednesday 10.00 - 14.00 Thursday 10.00 - 17.00 Friday 10.00 - 14.00

Phone: +45 7256 8300E-mail: midtjylland@statsforvaltning.dkFax: +45 9732 4517

Coming from one of the 10 new EU countriesIf you are a citizen of one of the ten new EU countries (Bulgaria, the Czech Republic, Estonia, Hungary, Latvia, Lithuania, Poland, Romania, Slovakia and Slovenia), the same rules and application procedure apply as for citizens from the “old” EU countries. This reason for this is that Aarhus University is party to a collective bargaining agreement.

PRE-ARRIVAL

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Citizens from non-EU countries If you are a citizen of a non-EU country, you should apply for a residence and work permit before your arrival in Denmark. Your contact person at iNANO (senior researcher or personnel secretary) will assist you in the process. First, your contract person will fill in the employer’s part of the application form (ST2) and send it to you as a scanned e-mail attach-ment. The original will be send to the Danish Immigration Service.

When you have received the employer’s part of the application form by e-mail, you should fill in the employee’s part of the form and bring it to a Danish representation (Embassy or Consulate) in your home country. In addition to the application form you should bring:

• Two passport photos

Once the Danish Immigration Service has received your application, you will receive a letter from them. In this letter your case number also called an alien number will be stated. Please e-mail this alien number to your contact person at iNANO as he/she will need this number should it prove necessary to contact the Danish Immigration Service.

For more information about how to obtain a residence and work permit, please visit www.workindenmark.dk or www.newtodenmark.dk

PRE-ARRIVAL

http://www.workindenmark.dkhttp://www.newtodenmark.dk

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Accommodation Your contact person may help you find temporary accommodation before you arrive in Denmark. You will typically be offered a room in a dormitory or similar as temporary accommodation.

However, it is also very advisable to start looking for accommodation before you arrive in Denmark.

In your search for accommodation you may find the following links helpful:

Web page of student organisa-tionThe web page of the student or-ganisation at Aarhus University:http://sr.au.dk/index.php?option=com_wrapper&Itemid=75

Many students and staff use this web page to find suitable accom-modation, both short and long term.

International SecretariatOutside peak seasons for student uptake the International Secretar-iat at Aarhus University may also be able to help you find accommo-dation:http://www.au.dk/en/is

Aarhus University Research FoundationThe Aarhus University Research Foundation administers a num-ber of dormitories and sometimes when they have available rooms it is possible to rent a room on a short-term basis.

Contact persons:Merete Sticker (ims@auff.au.dk)Helle Andersen (ha@auff.au.dk)

Private rentalThe housing rental company Hen-ning Poulsen often has various apartments for rent:http://www.henning-poulsen.dk/

PRE-ARRIVAL

http://sr.au.dk/index.php?option =com_wrapper&Itemid=75 http://sr.au.dk/index.php?option =com_wrapper&Itemid=75 http://www.au.dk/en/ishttp://www.henning-poulsen.dk/

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Health InsuranceEveryone residing in Denmark has the right to health insurance services as well as hospital assistance. If you move to Denmark from abroad, you and your family are covered by the Danish health insurance from the day you register at the National Registry Office.

EU/EEA nationals who have a private health insurance in their home country are not entitled to health care services and hospital assistance until six weeks after taking up residence here.

To be covered by the Danish Health Security Act, you must register at the National Registry Office (Folkeregistret) immediately upon receiving your residence permit (see also the paragraph on civil registration num-ber on page 13.

Other foreign citizensYou are covered by the Danish Health Security Act after six weeks in Denmark. You are therefore strongly advised to take out temporary health insurance to cover any incidental medical bills during the period before your health card arrives. We recommend that you obtain private coverage for eight weeks in the event that the Danish health service card should be delayed.

Source: www.au.dk

PRE-ARRIVAL

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As part of a national recruitment strategy, special taxation rules apply for foreign researchers working in Denmark. As a foreign researcher you will either be eligible for the special 25% tax scheme or tax exemption.

The 25% tax schemeAs an expert or a researcher, you only have to pay a gross tax of 25% on your earned income instead of the ordinary income tax the first 36 months you work in Denmark. The personnel secretary at iNANO will submit an application for this scheme on your behalf. Please be aware that it may take up to 2 months before the application is approved.

Source: www.workindenmark.dk

Tax exemptionIf your home country has entered into an agreement with Denmark for the avoidance of double taxation, you may be eligible for tax exemption under certain conditions. The personnel secretary at iNANO knows which countries Denmark has entered into such an agreement with, and she will apply for tax exemption in case you are eligible.

If you would like to find out whether your home country has entered into an agreement for the avoidance of double taxation with Denmark, please visit the home page of the Danish tax authorities: http://www.skm.dk/love/dbo/

Taxation

PRE-ARRIVAL

http://www.skm.dk/love/dbo/

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PRE-ARRIVAL

Aarhus University ranks amongst the 200 best in the world, and has very strong academic environ-ments within science, health sci-ences, social sciences, theology and the humanities.

The study environment at the uni-versity is concentrated around an attractive campus in the centre of the city of Aarhus – with excellent opportunities for interdisciplinary collaboration and contact with all parts of the university.

The university is internationally oriented and in a strong state of development, with an extensive academic scope that covers all as-pects of the social sectors.

On 1 January 2007, Aarhus Uni-versity merged with the Danish National Environmental Research Institute (NERI), the Danish Insti-tute of Agricultural Sciences (DIAS) and the Aarhus School of Business (ASB).

On 28 February 2007, this merger was extended to include the Danish University of Education (DPU). As a result of the merger, Aarhus Uni-versity has considerably increased in size, and is the second-largest university in Denmark. The univer-sity has approximately 35,000 stu-dents and a staff of about 9,000 (full-time equivalent).

Aarhus University among the international eliteIn the recently announced THES rankings, Aarhus University has moved up 12 places in relation to last year, and is now number 114 among the world’s 9,000 universi-ties. This is the second year in a row that the university has moved 12 places up the THES rankings.

The Aarhus experienceThe University of Aarhus is the sec-ond oldest and second largest uni-versity in Denmark. It was founded in 1928 with 78 students and is still an institution with close ties to the founding local community. Most of the university’s yellow-brick build-ings are located on our picturesque campus which is situated in a hilly area, with a moraine valley full of large oak trees and a stream that flows into two small lakes.

We believe that attractive, friendly surroundings promote inspiration, industry, and efficiency, helping students and teachers to have a sense of well-being here.

Source: www.au.dk

Aarhus University

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PRE-ARRIVAL

The City of ÅrhusÅrhus is a city of growth. With a population of more than 300,000, Århus is Denmark’s second largest city. It is at heart, however, also Denmark’s youngest city when you consider the average age of its habitants which is far lower than anywhere else in the country.

At the University of Aarhus alone there are nearly 35,000 students, and there is a total of 25 educational and research institutions in the city. But Århus is also a city with clearly visible roots, founded, as it was, by the Vikings in the 8th century.

Denmark’s youngest cityÅrhus is at heart Denmark’s youngest city. Because every fifth, or thereabouts, of its inhabitants is a student at one of the city’s 25 educational and research institutions, and this gives the city a young and exciting vibrancy of its very own.

This is clearly in evidence along the ’Vadestedet’ by the river, where there used to be a ford in the early days of the city and where the student population today frequents the many cafés and restaurants packed tightly in there. But also, they are to be found, of course, in and around the University of Aarhus and its characteristic yellow-brick buildings which are an architectural gem in the beautiful

University Park which now almost extends into the old town centre.

The city and the university form a unique symbiosis which has a special attraction on students and lecturers from all over the world.

A brand new city in the makingÅrhus is at present expanding dra-matically. During the course of the next ten years the entire in-ner section of the Århus Harbour will be transformed into a new and exciting urban area with houses, businesses and educations institu-tions.

As in Hamburg in Germany and Malmo in Sweden the urban har-bour areas will be Århus’s new face to the outside world with spectacu-lar buildings and attractive canal areas.

Useful links about Århus:

www.visitaarhus.com

www.au.dk/en/aarhus.htm

www.aarhus.dk

Source: www.visitaarhus.com

www.visitaarhus.comwww.au.dk/en/aarhus.htmwww.aarhus.dk

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POST-ARRIVAL

After arriving in Denmark one of the very first things that you must at-tend to is getting a civil registration number.

All persons working in or moving to Denmark must be issued with a civil registration number at the National Registry Office. All Danes have a civil registration number allocated to them at birth. No two persons have the same civil registration number.

The civil registration number is used in connection with all contact to the public authorities and is alo used, for example, when you open a Danish bank account.

Any information received by the tax authorities from employers, banks or saving banks, etc. concerning a person’s income and expenditure is recorded by means of the civil registration number.

The National Registry Office in Århus has the following address:

Folkeregistret/SygesikringenRådhuset (the town hall) - tårnindgangenPark Allé8000 Århus CPhone: 8940 2222Fax: 8940 5050E-mail: folke@aarhus.dk

The office is open: Monday-Wednesday: 10:00-15:00 Thursday: 10:00-17:15 Friday: 10:00-15:00

Civil Registration Number

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Bank Account

When you have a received your CPR number, you should open a bank account. You are free to choose any bank you like, but when opening a bank account you should ask the bank to make your account a NEM-KONTO. Read more about what a NEMKONTO is on page 15.

Opening a bank account All banks require a civil registration number (CPR number) when you open a bank account. It is also a good idea to bring your admission let-ter/letter of employment, confirming your status as a researcher, along with your CPR number. Once you have opened a Danish bank account, you will be able to have your rent debited from your account automati-cally and make other similar payments. Another benefit of having a Dan-ish bank account is that you will be able to use a Dankort (debit card) to make payments in most stores.

Be aware that it can take several weeks before you receive your CPR number and therefore several weeks before you can open a bank ac-count.

Regular banking hours:Weekdays: 9.30–16.00Thursdays: 9.30–18.00Weekends:closed

Source: www.au.dk

POST-ARRIVAL

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POST-ARRIVAL

Nemkonto All citizens must have a NemKonto From time to time, most Danish citizens receive payments from the state, county and municipality.Such payments include wages, the State Educational Grant and Loan Scheme (SU in Danish), housing subsidies, tax rebates, pensions, etc.

To facilitate these payments for all concerned, they will be paid into one single account as of 7 No-vember 2005. This account will be known as NemKonto.

Your NemKonto is an account you already useA NemKonto is an ordinary bank account – one you already have. All you need to do is choose which account you want it to be. In other words, you do not need to open a new account.

The Danish Agency for Govern-mental Management is currently distributing letters to every citi-zen of Denmark over 18 years of age, and all those under 18 years of age who have received a pub-lic payment and who have not of-ficially reported a NemKonto. This letter states the account in a bank or other financial institution chosen to be used as a NemKonto. If you agree with this choice, you do not need to do anything.

ImportantYou must pay particular attention to the letter mentioned above if you have recently started a new job or have changed your bank account after 6 September 2005, because your bank account details are not automatically transferred from the SLS (Statens Lønsystem) salary system to the NemKonto system.

Should I contact the pay of-fice when I want to change my NemKonto in future?No, you should not. This is because the pay office does not have ac-cess to changing your NemKonto account number. Only you can do this – either via your bank or at www.nemkonto.dk (providing you have a digital signature).

Should I contact the pay of-fice when I want to change my NemKonto in future?No, you should not. This is because the pay office does not have ac-cess to changing your NemKonto account number. Only you can do this – either via your bank or at www.nemkonto.dk (providing you have a digital signature).

www.nemkonto.dkwww.nemkonto.dk

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POST-ARRIVAL

What about my capital pension or rate pension?These agreements are not transferred to NemKonto, and remain un-changed. You therefore do not need to do anything.

Will my NemKonto be printed on my pay slip?No, there will just be “NemKonto” printed on your pay slip from now on.

What should foreigners with a Danish CPR (National Civil Regis-ter) number do?These foreigners can have either a Danish or a foreign NemKonto. They should just contact their bank.

What should foreigners with no Danish CPR (National Civil Reg-ister) number do?The procedure will remain unchanged from the current practice. The pay office will send the amount to their foreign account if this is stated in the application form, or by cheque.

Where can I find out more about NemKonto?If you have any questions that require more details, you can phone NemKonto at +45 44 60 63 68 or send an e-mail to support@nemkonto.dk

Source: www.au.dk

Nemkonto Continued

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POST-ARRIVAL

Digital Pay Slips The Danish state has decided that printed pay slips will no longer be is-sued to its employees. State institutions have recently been informed about this decision, which is non-negotiable. The objective is, of course, to reduce the cost of administration, printing and distribution of pay slips. At the same time, it is a further step towards a digital society and the benefits this provides for the individual citizen.

Employers have an obligation to provide their employees with clear in-formation about how their salaries and wages, deductions for tax, pen-sion contributions, etc. are calculated. However, employers have no ob-ligation to forward this information in printed form, and the Danish state has now decided that state employees will receive digital pay slips via an e-Boks (an electronic documentstorage).

The first digital pay slips will be available from www.e-boks.dk at the end of November 2005, after which you will no longer receive a printed pay slip. If you already have an e-Boks, you can access your pay slip with-out delay. Otherwise, it will be stored so that you can access it once you have set up your own personal e-Boks. There are brief guidelines about how to do this attached to this letter, and more information is available at www.au.dk/en/digital/payslip.

The majority of the university’s employees have internet access via a computer, and can thus use it to set up a personal e-Boks. However, if you do not have access to a computer with an Internet connection, your institute (department) will provide you with such access and will also help you set up an e-Boks.

We would also like to inform you that employers will no longer send a printed annual salary/wage and tax statement at the beginning of the year. If required, you can obtain this from the Central Tax Administra-tion.

Source: www.au.dk

http://www.e-boks.dk www.au.dk/en/digital/payslip

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POST-ARRIVAL

Pay slips for all employed by the Danish state are available via www.e-boks.dk. There are differ-ent ways of accessing your pay slip in your e-Boks. Below is a de-scription of the PIN code access which is supported by the Univer-sity of Aarhus. See guidelines with screendumps on www.au.dk/en/digital/payslip/quickguide.

How do you set up your own personal e-Boks?

Go to www.e-boks.dk • Click on Opret e-Boks (Access • e-Boks) at the center of the page. Click on Bestil pinkode (Order • PIN code) in the bottom right-hand corner Fill in your CPR (National Civil • Register) number and the post-code of the address where you are listed at the Civil Register. Then click on Bestil (Order).

A letter containing your PIN code will be sent to your registered ad-dress within a couple of days. You can activate this code by access-ing www.e-boks.dk and logging on (see below).

How do you access your pay slip?

Go to www.e-boks.dk • Click on Pinkode (PIN code) un-• der Log på med (Log on by) Fill in your CPR number and •

PIN code, and click on Log på (Log on) Click on Fortsæt (Continue) •

The first time you log on, you will be directed to a page explaining the terms and conditions. At the bot-tom of this page, click on Ja (Yes). Then you will be offered a range of selections. You might want to fill in an e-mail address for notification of new documents. Click on Tilmeld (Register).

If you want to change your PIN code, complete step 2 above and click on Ændring af pinkode (Changing PIN code) on the right.

Under your name, you will see any unread documents, including your pay slips. It is recommended that you keep the pay slips for at least five years, however you can delete them whenever you want to.

Source: www.au.dk

How to View Your Digital Pay Slips

http://www.e-boks.dkwww.au.dk/en/digital/payslip/quickguidewww.au.dk/en/digital/payslip/quickguidehttp://www.e-boks.dk

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POST-ARRIVAL

Your Salaries OfficerIf you have any questions about your salary, you can contact your sala-ries officer at the salaries office.

The first four digits in your CPR number (day of birth and month of birth) decides who is your salaries officer (lønbehandler) at the salaries office. To find your officer, use the calender in the link below. Look up your day of birth in the column and your month of birth in the row. Follow the colour to get the name, telephone and e-mail of your officer.

Link to the web page of the salaries office: http://www.au.dk/da/adm/lonadm/lonbehan.htm

http://www.au.dk/da/adm/lonadm/lonbehan.htm

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POST-ARRIVAL

International ClubThe International Club (IC) provides a social and cultural meeting place during the semester time for international staff members and their spouses, guest employees and visitors from abroad.

The IC also welcomes single staff members, and Danish staff members who wish to meet international staff members and their spouses in an informal environment.

To fully reflect the diversity of the target group, the former “Interna-tional Spouses Group” has decided to change its name to International Club (IC).

Each semester IC arranges a number of social and cultural activities with the aim of helping our guests from abroad to adjust more easily to their new way of life in Denmark.

IC’s activities take place within the environs of the University of Aarhus, and participation is free of charge.

If you are interested in joining the activities, please contact:

Organiser Gitte Haahr-Andersen, Adelvej 17, 8240 Risskov, telephone +45 8617 7303; e-mail: ic@au.dk or ghhaahr@mail.tele.dk

See also: www.au.dk/ic

http://www.au.dk/ic

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Danish CoursesAU offers foreign staff members and their spouses participation in in-tensive Danish courses at beginner’s and advanced levels. The courses normally start in February and September but new courses can start the year round on demand.

The courses are planned as a co-operation between the AU and Lær-Dansk, Århus and offer:

experienced language teachers • modern materials and supplementary materials • 2 x 2 lessons per week • courses of 8-12 weeks • a course ends with a test at respectively breakthrough (A1) and way-• stage (A2) – level according to the Common European Framework of Reference for Languages.

after passing an A2-test it is possible to continue to the B1-level in • an ordinary course at the LærDansk Århus, Vestergade 72, 8000 Århus C AU pays the fee for the course for foreign staff members and their • spouses and the course is therefore free of charge for the partici-pant

Source: http://www.au.dk/en/is/learndanish/foreignstaff

POST-ARRIVAL

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Media LicenceIn Denmark you are legally obligated to register with DR Licens when you are of legal age. You need to register, within 14 days of procure-ment, whether you own, lease, or borrow your appliances; and regard-less of whether you make use of DR’s services or not.

The Media Licence, taken into effect January 1. 2007, covers appliances such as TV sets, radios, video or DVD recorders, computers with internet access, and mobile phones and similar electronic devices, that also work as a television or radio receiver. The Radio Licence covers radios only. To register, please log on to this page:

http://www.dr.dk/OmDR/Licens/sprog/20061009123141.htm

Source: www.dr.dk

Driver’s LicenceIf you have obtained your driver’s licence in an EU country, your li-cense is valid in Denmark.

However, if you have obtained your driver’s licence in a non-EU coun-try, then you have to apply for an international driver’s licence. You can apply for such a licence at your local municipality.

Aarhus municipality:City hallRådhuspladsen 28000 Århus C

You should bring the following:

One passport photoID

POST-ARRIVAL

http://www.dr.dk/OmDR/Licens/sprog/20061009123141.htm

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POST-ARRIVAL

Extension of Work PermitHow to apply for an extensionYour application for extension must be submitted no sooner than two months before and no later than one month before the expiration of your current permit.

Normally, you must submit your application here in Denmark. You can download the application form on the website of the Danish Immigration Service (www.newtodenmark.dk). You should submit your application at the Aarhus police station.

Important information about your passportWhen you apply for an extension of your residence permit, please make sure that your passport is valid. The Danish Immigration Service can re-voke or refuse to extend your temporary residence permit if you do not hold a valid passport or other travel documents.

Please note that your residence permit can only be extended up to three months before your passport expires. In other words, if your passport expires in 12 months, your residence permit can only be extended by nine months. If you hold a national passport (i.e. a passport from your country of origin), the diplomatic mission (embassy or consulate gen-eral) of your country of origin will renew it.

Source: www.newtodenmark.dk

http://www.newtodenmark.dk

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Before you arrive at iNANO, your contact person will have you set up as a user of our IT systems. In this connection an e-mail account will be cre-ated for you. Upon your arrival you will receive all necessary information about username, password and e-mail address.

When you start using your e-mail address, please make sure that your user account is set up with an iNANO e-mail address. If not, please read the guide about how to change your e-mail address to username@inano.dk on our web page (http://www.inano.dk/graphics/iNANO-system/organization/information_for_employees/Guide%20to%20chang-ing%20e-mail%20adress.pdf).

How to Get an E-Mail Account

How to Get Keys and Access CardUpon your arrival at iNANO your contract person will arrange for you to have keys to your office and lab and an access card to the buildings.

In general, the personnel secretary at iNANO will arrange keys and ac-cess card for you if your office is in the iNANO/Physics building. If your actually place of work is, i.e. Department of Molecular Biology, your con-tact person will arrange keys and access card for you.

LIFE AT iNANO

http://www.inano.dk/graphics/iNANO-system/organization/information_for_employees/Guide%20to%20changing%20e-mail%20adress.pdfhttp://www.inano.dk/graphics/iNANO-system/organization/information_for_employees/Guide%20to%20changing%20e-mail%20adress.pdfhttp://www.inano.dk/graphics/iNANO-system/organization/information_for_employees/Guide%20to%20changing%20e-mail%20adress.pdf

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LIFE AT iNANO

Holiday RulesThe year in which holiday is earned (The Qualifying Year) and length of holidayThe entitlement to holiday with pay is acquired on the basis of em-ployment during a calender year (1 January - 31 December). The calender year is referred to as the qualifying year, during which an employee earns the entitlement to holiday with pay. For each month of employment in the previous calen-der year an employee is entitled to 2.08 holidays with pay in the sub-sequent holiday year (see below), regardless of how many hours the employee has been working each month. For periods of employ-ment less than 1 month, holiday with pay is calculated according to the length of the employment. An employee who has been employed during the whole calender year (qualifying year) will be entitled to 25 holidays - i.e. 5 weeks of 5 days.

Holiday year The holiday earned in the qualify-ing year must be taken in the sub-sequent “holiday year”, which runs from 1 May to 30 April.

Holiday period“The holiday period” is within “the holiday year” between 1 May and 30 September.

Time of holiday Holiday must be taken during the holiday year. At least 15 holidays (main holiday) must be taken with-in “the holiday period”(see above). If the number of holidays earned is less than 15, then all the holidays must be taken consecutively with-in “the holiday period”. The exact time of the holiday is decided by agreement between the place of employment (department/section) and the employee.

Holiday pay Those not taking holiday with pay are entitled to 12.5 per cent of the salary earned during the qualifying year.

Holiday with salary and holiday supplementEmployees who are employed monthly or longer and who are not deducted in their salary for public holidays, days lost thorough illness ect., receive normal salary during holidays instead of “holiday pay”. Additionally a holiday supplement of 1 per cent of the salary is earned during the qualifying year. For cer-tain employees with special pay agreements the holiday supple-ment is 1.5 per cent.

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These employees will be paid the holiday supplement in April together with their monthly salary. Supplement is not paid to employees paid by the hour.

Holiday without salary(Supplementary holidays)If an employee has not earned full holiday pay or full holiday with salary, the employee still has the right to take up to 25 holidays, but without the right to full holiday pay or holiday with full salary.

Holiday deductions If an employee during his/her period of employment at the University of Aarhus has not earned the right to full holiday with salary but still takes holiday, the University of Aarhus has the right to deduct an amount from the employee´s salary equivalent to the lack of earned holiday with pay.Holiday deduction is in accordance with individual wage agreements in which there is normally specific reference to the Holiday with Pay Act.

Holiday card/holiday giro, etc.Certification is obtained from the place of employment partment/sec-tion). Holiday forms issued by the University of Aarhus must be sent to the Salaries Office as soon as possible and at the latest 3 weeks before expected payment. Payment can be made at the earliest 30 days before the first holiday.

LIFE AT iNANO

Holiday Rules Continued

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How to Check Your Holiday account

Employees can check their holiday and special holiday balance by fol-lowing the guide below:

Go to www.au.dk• Click on “medarbejdere” in the • menu on the leftClick on “selvbetjening”• Click again on “selvbetjening” • – (the English version does not work)

(If you are a new user, you have to order an access code – please read

the instructions).

Enter your CPR number.• Enter your chosen access • code.Click on “start selvbetjening”• Click on “Flere valg” in the • menu “Mine oplysninger”Click on “saldooversigt for fe-• rie, barsel, etc.Now you can check your holi-• day balance.

Absence due to SicknessIf you fall sick during your employment, you have the right to be absent from work and still receive salary the first two weeks. When you return to work, you must hand in an absence of excuse form, which can be found on our web page (http://www.au.dk/da/skema/skemasyg.pdf)

If you are sick for more than two weeks, you need to obtain a note from your doctor confirming that you are sick as well as the nature of your sickness.

LIFE AT iNANO

http://www.au.dk/da/skema/skemasyg.pdf

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Childcare DaysIf you are entitled to absence on account of pregnancy, childbirth or adoption in accordance with the above-mentioned regulations, you are also entitled to 10 child-care days per child. The pregnant woman can take these days as leave during weeks 7 and 8 before the expected date of delivery. The days can also be taken separately or in connection with other peri-ods of leave. There is no date by which the right to take these days expires.

New regulations with effect from 1 October 2005If you become a government em-ployee on or after 1 October 2005, you are covered by the new regu-lations for childcare days whether or not your child was born/received while you worked for the govern-ment. For existing employees, the new regulations apply to children born/received after 1 October 2005.

According to the new regulations, you earn 2 childcare days per year up to and including the calendar year during which the child turns 7 years (i.e. during the first 8 years of the child’s life). Days not taken lapse by the end of the calendar year with the exception that it is possible to carry over the days earned during the calendar year

during which the child was born/received to the following year. It is also possible to carry over child-care days that you are prevented from taking because you are taking a whole calendar year of parental, adoption or childcare leave.

In connection with childbirth, it is important to note that the new reg-ulations do NOT allow you to take the childcare days in weeks 7 and 8 before the date of delivery, but that you are entitled to take them as an extension of your parental leave. Days not taken in a partic-ular calendar year can be carried over to a new position within the government, but cannot be con-verted into cash compensation.

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Parental LeaveShould you or your spouse become pregnant during your employment with iNANO/Aarhus University, you are entitled to parental leave. The guidelines for staff at Aarhus University regarding extended and flexible parental leave can be found at: http://www.au.dk/en/form/barselvejl08.pdf

Forms used to report parental leave can be found at http://www.au.dk/en/form

LIFE AT iNANO

http://www.au.dk/en/form/barselvejl08.pdf http://www.au.dk/en/form/barselvejl08.pdf http://www.au.dk/en/formhttp://www.au.dk/en/form

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Since February 2005 it has been mandatory for Danish companies to send all invoices electronically to public institutions.

At Aarhus University the sys-tem was implemented on 29 May 2006. To ensure that invoices are sent to the right departments all centres or departments now have their own so-called EAN number.

The central administration has sent a letter to all AU’s current suppliers informing them about the proce-dure change. But to avoid any mis-takes, please make sure that every time you place an order you inform the supplier about thefollowing:

Order nr: 9xxxx (the five digit • number stated on your “rekvi-sitionsblok” (request pad);EAN number: 5798000420120 • (iNANO) or 5798000420137

(iNANOSchool);AU stedkode (code of place-• ment): 5961 (iNANO) or 5971 (iNANOSchool);Your name (name of the per-• son ordering the good = the name on the request form (or-der nr.);Delivery address (physically, • where should the goods be send to).

Please remember: You HAVE to fill in a request form (“rekvisition”) with your name and account num-ber BEFORE placing an order. It is essential that this five digit number starting with 9xxxx is stated when placing the order as this number now needs to be matched electron-ically with the electronic invoice.

If you do not already have a “re-kvisitionsblok” (request pad), you need to get one now before placing your next order. The pads are avail-able in Anne’s office (1521-319). You can also call her: 8942 3586 or send an e-mail (abo@inano.dk), and she will leave it in your mail-box or send it by internal mail.

Purchasing Goods

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Purchasing Travels

All travels HAVE to be booked through VIA Travel, the Universi-ty’s official travel agency. From 1st of January 2007 you will NOT be reimbursed for travels booked in any other way, with the exception of “last minute” train tickets.

Please note that you should book your hotel from VIA travel for ho-tels abroad. For hotel within Den-mark you should use those that we have an agreement with through SKI (use “Danish Mission” when you book and upon arrival).

See www.ski.dk/hotel for more in-formation.

For plane tickets, please call 70 70 81 60For train tickets, please call 70 70 81 65

For each travel that you book, please use our customer number:

5961 for iNANO

5971 for iNANOschool (PhD students)

Please make sure that only travels paid by iNANO is booked on our customer numbers and that accom-panying travelers get their travels sent to appropriate addresses.

Insurance CardBefore you go on your first business travel, please remember to get an insurance card in case anything should happen.

To get an insurance card, please fill in the form on our web page (http://www.au.dk/da/adm/indkob/rejseforsikringkort/forsikringskortskema.pdf), get it signed by either Flemming Besenbacher or Sanne Dolmer, and take it in person to the accounts office, which can be found at Ka-trinebjergvej 89F, building 5132. The accounts office will issue a card. If something happens, while you are abroad, please follow the instructions on the backside of the card.

For more information about the travel insurance, read the guidelines at http://www.au.dk/da/adm/indkob/rejsevejledning/engelskversion

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http://www.ski.dk/hotel http://www.au.dk/da/adm/indkob/rejseforsikringkort/forsikringskortskema.pdfhttp://www.au.dk/da/adm/indkob/rejseforsikringkort/forsikringskortskema.pdfhttp://www.au.dk/da/adm/indkob/rejseforsikringkort/forsikringskortskema.pdf

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Travel ReimbursementAfter the travel you need to fill in a travel reimbursement form enclosing original receipts attached on a white A4 paper (no loose receipts as the may disappear). PLEASE do not throw away boarding passes or tickets as you need them for your statement. If you have lost any receipts, you have to fill in a solemn declaration which can be found on our web page (http://www.inano.dk/graphics/iNANO-system/organization/informa-tion_for_employees/tro_love_eng.pdf). The daily allowance is to cover expenses for food and other necessary expenses such as bus fares and taxi. There is a maximum amount that will be reimbursed for hotel expenses so please check the amount (see http://mit.au.dk/da/regnskab/1003.cfm) and try to find a hotel in accor-dance, as you may otherwise have to pay part of the cost yourself.

There are two ways to fill in a travel reimbursement, you can either use the self-service or our travel reimbursement form which can be found on our web page (http://www.inano.dk/graphics/iNANO-system/File-links/Travel%2520reimbursment_1.pdf). Remember to fill in your CPR num-ber and, if you do not have a NEM account, the bank details.

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http://www.inano.dk/graphics/iNANO-system/organization/information_for_employees/tro_love_eng.pdfhttp://www.inano.dk/graphics/iNANO-system/organization/information_for_employees/tro_love_eng.pdfhttp://mit.au.dk/da/regnskab/1003.cfmhttp://www.inano.dk/graphics/iNANO-system/File-links/Travel%2520reimbursment_1.pdfhttp://www.inano.dk/graphics/iNANO-system/File-links/Travel%2520reimbursment_1.pdf

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LEAVING iNANO AND DENMARK

Return of Insurance Card, Keys and Access card

Before you leave iNANO, please remember to hand in your insurance card, keys and access card to your contact person or the personnel sec-retary at iNANO. Also, please inform us of your future address so that we can forward your mail to you.

Payment of Unused HolidaysOn leaving Denmark permanently, you can have all your holiday allow-ance paid out whether or not you take holidays. The Danish Holiday Account (FerieKonto) office must approve the pay-out, and will require documentation that you are leaving Denmark (normally withdrawal from the National Registry Office).

To have your holiday allowance paid out, you must contact the depart-ment you are attached to. This must take place with at least one month’s notice.

Withdrawal from National Regis-try Office

Before leaving Denmark, please remember to withdrawal from the Na-tional Registry Office. Please send a copy of the receipt of the withdrawal to Marie Louise Bro Pold (marie@inano.dk), as this will speed up the process of your holiday allowance payment.

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Pensions SavingsIf you have personally paid into a pension scheme – or if the university has done so – during the years you have lived and worked in Denmark, the tax scheme you are covered by is important regarding your taxa-tion.

You are normally entitled to have your pension savings paid out when you leave Denmark. If the pay-out is made before you reach 60 years of age, however, a government charge of 60% is deducted, as well as a small administration fee to the pension fund for cancelling your pension prematurely. You must send written notification to your pension fund requesting to have your pension paid out. Such notification must include details of your Danish bank account and documentation that you are citizen of a country abroad.

You can also choose to leave your pension savings, in which case they will be paid out in regular instalments from the time you reach 60 years of age. If you choose this scheme, you must remember to notify your pension fund of your current address.

For more detailed information, see The Pension Fund for Danish Lawyers and Economists.

You can also download different publications with information for for-eigners about pension conditions, etc. at MP Pension.

Source: www.au.dk

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Notes

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iNANO - Interdisciplinary Nanoscience Center

iNANO - Interdisciplinary Nanoscience CenterFaculty of Science, Aarhus UniversityNy Munkegade, bldg. 1521DK-8000 Aarhus C Denmark

www.inano.dk