This means that all expenses for the purchase of goods, services, travel, etc., delivered in the first half of the year or earlier must be approved by then.

However, expenses for ongoing or future travel must not be settled and booked until the trip has been completed.

In addition, timesheets, reclassifications, internal and external invoices, which relate to the first half of the year or earlier, must also be finally approved to be included in the accounts.

See the exact submission deadlines here

During weeks 26-32, AØR operates with reduced staffing due to the summer holiday period. Therefore, supplier payments will only be executed once a week in that period.

Please note:

• Travel expenses and other purchases: Travel, credit card purchases, and cash expenses made in the first half of the year or earlier must be settled in Expense or eForms (for non-employees) and approved within the deadline. Exception: future trips must not be settled until they have been completed.
• Goods receipt: Remember to receive delivered goods and services in DTU Fusion before your vacation (otherwise the invoice cannot be paid, and the expense cannot be booked on the project). For purchases delivered before 30^th June 2026, the receipt of goods must be dated in June.
• Back dated orders: Back dated orders must be prepared and approved regarding the invoices without an order up front and related to purchases delivered before 30^th June 2026.
• Supplier invoices: Please ensure that project and task numbers are provided by email to AOR-fakturabehandling@dtu.dk for invoices exceptionally approved without an order and related to purchases received before June 3, 2026. Any inquiries from AOR-fakturabehandling@dtu.dk must be responded to as soon as possible.
• Timesheets: If an employee is on vacation beyond the submission date (3^rd July 2026 or 12^th August 2026), the timesheet should be completed no later than the last working day before the vacation.
• Customer Invoices (Billing Portal invoices): If DTU has performed work for customers before 30^th June 2026 or earlier, Billing Portal invoices must be issued to the customers in the period 06-2026.

Do you have an approver role in DTU Fusion? Remember to set up a vacation rule

Before you go on summer vacation, you must set up a vacation rule as an approver in DTU Fusion. By setting up a vacation rule, you delegate your approver role to a colleague so that timesheets, expenses, and other approvals can be processed in your absence, and deadlines can be met. 

You may have already set up a vacation rule but be sure to select “All Tasks” under “Tasks” so that all tasks are covered.

At the bottom of this Inside page, you’ll find instructions on how to set up the vacation rule in DTU Fusion.

If you plan to approve items yourself during your vacation, it is not necessary to create a vacation rule.