Finance
Financial support at the Department of Asian and Middle Eastern Studies.
Budget and finance
- Anneli Hilmersson, Head of Administration
- Monika Gänssbauer, Head of Department
- Margarita Shiraishi (purchasing and invoices)
Department number
Our department number is 172.
Purchasing and procurement
For orders of food and refreshments for conferences, books, office supplies and similar items, please contact Margarita Shiraishi.
All purchases must comply with Stockholm University’s guidelines (rules on representation, procurement, travel policy, etc.). Any deviation from these guidelines must be approved in advance by the Head of Department or the Head of Administration.
Purchases must primarily be made through the university’s framework agreements, secondly through the National Procurement Services’ agreements (Kammarkollegiet, avropa.se), and only as a last resort through direct procurement. The university’s framework agreements can be found in the university’s Contract Catalogue.
There you will find information about agreements, any ranking, contact details for suppliers, and information on how to place orders or call-offs. You can search for suitable agreements using free text, agreement name, supplier, or agreement area. More information is available on the central staff website.
Invoicing Stockholm University
By law, all suppliers must send e-invoices for purchases made by public-sector organisations. This applies regardless of the value of the purchase and whether it is made within Sweden or abroad. Please note that PDF invoices or scanned paper invoices are not considered e-invoices.
E-invoices must be sent via PEPPOL or the university’s supplier portal.
All invoices must be checked by the purchaser no later than one week after they are sent, so that the Head of Department or equivalent has time to approve them before the due date.
You must therefore prepare the mandatory invoice documentation in advance so that it is ready when the invoice is sent to you for checking. Please note that delayed responses may result in late payment fees or debt collection claims.
Representation, conferences and meetings
When arranging or participating in courses and conferences, there are several rules to follow. These concern both the documentation that the finance office needs in order to allocate invoices and expenses in Primula, and the rules for purchasing food and beverages.
General information and guidelines for external representation can be found in the university’s regulations. Below you can see which documentation and rules apply when you apply for representation, or participate in/organise a conference, a meeting, and similar events.
If you have any questions, please contact the Head of Administration, Anneli Hilmersson.
Business travel
Business travel must be carried out on behalf of Stockholm University and in accordance with SU's policy for meetings and travel. Before booking a trip, you should always consider whether the trip can be replaced with digital meetings. Before booking a trip, you must have the trip approved by the head of department and administrative manager.
Read through all information regarding business travel on the Staff web.
Please note that it is not permitted to use services such as Uber, Lyft, Airbnb and similar companies due to the risk of money laundering! The university's contracted travel agency is currently Amex GBT.
Travel policy
SU's policy for meetings and travel aims to raise awareness of the importance of employees and students planning their meetings and travel with the purpose of minimizing climate impact.