Examples for researchers

Documentation that verify and justify expenditures that has to be filed (the actual expenditure documentation will be managed by the Finance Office — see the overview below the table)

Case types	Examples of what researchers must file
Contracts for procurement or loan of (research) equipment	Contracts Quotes from suppliers if procurement. Relevant correspondence (concerning possible obligations)
Collaboration agreements	The agreement itself e.g. research contract, affiliation agreement, grant agreement, consortium agreement, etc. Materials that involve consent or information duty Relevant correspondence (concerning possible obligations) Materials that outline terms which may not be legally binding e.g. codes of conduct, ethical instructions,  CSR commitments, collaboration policies, etc. Relevant correspondence (concerning possible obligations)
Travel to relevant meetings, conferences and other events in relation to external financed projects	Meeting agendas   Meeting minutes Lists of participants Relevant correspondence (confirming your attendance)
Externally financed project meetings hosted by AU	Meeting agendas   Meeting minutes Lists of participants Relevant correspondence (confirming the arrangement of the conference/event)
Conferences and events sponsored by AU	Conference/event invitations Conference/event programmes Relevant correspondence (confirming the arrangement of the conference/event)
Guest researchers and visits from external parties	Applications and relevant correspondence (confirming the visit) with the external party e.g. guest researcher, visiting professor, project partner or other. Agreements related to accommodation, transportation and catering. A program, plan or matching of expectations for the visit.
Data processing agreements (DPA)	The agreement itself Background material for data subjects Disclosure of data, e.g. to other universities, project partners or funding bodies Relevant correspondence (concerning the contents of the plan and possible obligations)
Data management Plan (DMP)	The plan itself Background material for the contents of the plan Relevant correspondence (concerning the contents of the plan and possible obligations)
Research projects and collaboration agreements	Collaboration agreements, e.g. research collaborations Affiliation agreement Relevant correspondence concerning possible obligations (documents, mails, agendas, minutes, etc.)
Application for funding	The application itself (e.g. for a project) The grant approval letter Relevant correspondence (concerning possible obligations)
Conferences organised by AU	Materials from events and conferences hosted by AU – both on and outside campus E.g. invitations, programmes, etc.

Expenditure documentation managed by the Finance Office

• Grant Documentation
• Grant letters
• Amendment documents for the grant (e.g. project period extension)
• Budgets prepared in connection with the grant
• Financial reports
• Financial reporting (e.g. reporting forms, timesheets, financial statements from subpartners)
• Auditor's statements