Purchasing and investments

It is important that you look into safety measures and rules before you purchase machines, equipment or chemicals

When purchasing machines, equipment, chemicals etc. the safety measures and rules must studied before ordering, this includes need for special measures such as e.g.  extraction device or specific storeage  and disposal.  Legal requirements must always be met,  under this Danish Environmental legislation and the Danish Working Environment Act .

Remember to make a risk accessment and register chemicals

Before you start using new equipment you must make a risk accessment: contact  Working Environment Group at ITI about this.
All chemicals must be registered in the database Kemibrug.

SDUs general rules for purchasing  are described in Employee Handbook  under the section  Procurement and tendering

Organization of and guidelines for procurement of goods and services at ITI

Procurement is divided into four main areas in Odense. See guidelines for Sønderborg  at the bottom of the page.

Ad 1)

You must order the following items yourself via TEK Purchase

• Laboratory equipment and inventory
• Equipment/components for teaching
• Equipment/components for research, incl. research projects and student projects

Procedure for ordering and until the item is received by you (the orderer):   

1. Your  purchase must be approved by the budget manager before you send your order to TEK Purchase. 
2. Send your order to the mailbox order@tek.sdu.dk, containing the item number ( perhaps in dialogue with TEK Purchase) and quantity, and state which account string is to be used for payment.
3. TEK Purchasing responds to your submitted order when the order has been placed with the supplier and returns a requisition number to you.
4. If you have a query about the order, you must provide the requisition number to TEK Purchase to ensure that you get a reply quickly.
5. You will be notified as soon as TEK Purchase has received the ordered product, or part of it.

Ad 2)

You must order the following via the Department Secretariat:

• Conferences and memberships
• Office supplies and furniture
• Bus booking 

Your order must be approved by the budget manager before you order. You must also state which account string is to be used for payment.
You order by forwarding the e-mail you have from the head of section with OK for the order to the secretaries in the Department secretariat.

Conference registration and payment is done at a TEAMS meeting
You must do the following:
Request the secretary for a TEAMS meeting (15 minutes).
Before the meeting starts, please fill in your personal choices on the conference page, so that your registration is ready for payment when you meet at TEAMS with the secretary.
You make the payment together by sharing your screen and using ITI's secretariat's purchase account (add VAT no. if requested).

Ad 3)

IT equipment is supplied by Servicedesk Øst (formerly TEK-IT), but your order must go through  Anette or Christina  - depending on which section you belong to.
Your order must be approved by the budget manager (section manager/secretariat manager) before you order.
You must also state which account string is to be used for payment. :

• Employee PC (Laptop, Desktop)
* The department orders and pays for a standard PC package for new employees
* Any other equipment apart from the standard package is paid for by the section – note that it must be approved by the section manager before ordering, a and you must choose from among the equipment that SDU has by agreement (the list can be obtained from Anette or Christina)
• Employee mobile phone (SIM card)
• Specially built stationary PCs for Lab use
• General PC equipment (monitor, keyboard, mouse, presenter, tablets, digitizer, various cables)
• Conference equipment (Cisco equipment, webcam, Logitech conference equipment)

You order by forwarding the e-mail you have from the head of section with OK for the order to the secretaries in the Department secretariat.

You will find contact information for Servicedesk in SDU IT i  Medarbejderhåndbogen  under  - IT-support

Ad 4)

You must order books yourself via the procurement system TrueTrade (If you need help, contact Anette or Christina  in the Department secretariat):

You order books via TrueTrade in the agreement collection Books / punch-out. See also Instructions for Ordering books

Your purchase must be approved by the budget officer before you order.
You must also state which account string is to be used for payment.
You order by creating a shopping cart/order list and selecting Buyer (this is the section secretary) in the "send e-mail to" field in TrueTrade.
See  also Orderer's guide to the procurement system (in Danish)

You must order business cards, roll-ups and posters yourself at Grafisk Center

Since 1 January 2024, you can order print and graphic design free of charge if you are an employee or PhD student at SDU.
You can read about services and order at Graphic Center

Procurement and guidelines for Sønderborg:

You must order the following items yourself via TEK Purchase Sønderborg

• Laboratory equipment and inventory
• Equipment/components for teaching
• Equipment/components for research, incl. research projects and student projects

TEK Purchase Sønderborg: order_alsion@tek.sdu.dk

You must order the following via Jette Toft Iversen:

• Conferences and memberships
• Office supplies and furniture
• Bus booking 

Send your order to Jette Toft Iversen, email jti@iti.sdu.dk with information about the item number and quantity, you must also state which account string is to be used for payment.

Conference registration and payment is done at a meeting
You must do the following:
Arrange a meeting with Jette.
At the meeting, fill in information and choices on the conference page, and complete the payment with ITI's secretariat's purchase account (add VAT no. if requested).