Finance

Budget and finances:

• Ulrika Palm, Head of Administration
• Marianne Abramsson, Head of Department
• Carina Eklund (purchasing and invoices)

Department number

Our department number is 304.

Purchasing and procurement

For orders of food and refreshments for conferences, books, office equipment and so on, please contact XX.

All purchases must comply with Stockholm University’s guidelines (rules on hospitality, 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 should, in the first instance, be made through the University’s procurement contracts; in the second instance, via the Kammarkollegiet’s contracts (www.avropa.se); and, as a last resort, via direct procurement. You can find the University’s procurement contracts in the University’s Contract Catalogue.

There you will find information about contracts, any ranking lists, suppliers’ contact details and information on how to place an order or make a call-off. You can search for suitable contracts using free text, contract name, supplier or contract area. Read more on the joint 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 in Sweden or abroad. Please note that PDF invoices or scanned paper invoices do not count as 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 dispatch, so that the Head of Department or equivalent has time to authorise them well in advance of the due date.

You must therefore prepare the required supporting documentation so that it is ready when the invoice is sent to you for checking. Please note that delayed responses may result in late payment charges or debt collection proceedings.

Invoice details

Invoice address for e-invoices: Stockholm University, 106 91 Stockholm
Stockholm University’s PEPPOL ID: 0007:2021003062
Company registration number: 2021003062
VAT registration number: SE202100306201
GLN: 7340108700000 (may be requested, for example, for conference fees within Sweden)
Invoice reference: To ensure the invoice is processed correctly, the department’s reference number 304000 must be included. The client’s name or project number should be entered in a separate field.

If the supplier is unsure about how e-invoicing works, please refer to the following page.

Exceptions to e-invoicing

Paper invoices are only permitted in exceptional cases, for example:

• If e-invoicing poses a risk of confidential information being disclosed

• If the invoice relates to a fee that is not subject to procurement

In these cases, the paper invoice must be sent to:

Stockholm University
C8201
190 87 Rosersberg
Reference: 304000

Entertainment, conferences and meetings

When organising or participating in courses and conferences, there are several rules to follow. These relate both to the documentation the Finance Department requires to post invoices and expenses in Primula, and to the rules governing the purchase of food and drink.

General information and guidelines on external hospitality can be found in the University’s Rule Book. Below you will find details of the documentation and rules that apply when applying for hospitality, or when participating in or organising a conference, a meeting, etc.

Please contact Head of Administration Ulrika Palm if you have any questions.

Hospitality

External hospitality is directed outwards and aims to establish and develop the department’s contacts with the wider world.

External hospitality includes expenses for meals with external participants (breakfast, lunch, dinner), light refreshments, associated incidental costs (e.g. theatre tickets, admission fees), and expenses for hospitality gifts.

Entertainment must be conducted with restraint, never take place at home, and must always be approved in advance by the Head of Department or equivalent. Furthermore, the number of participants from Stockholm University must be well balanced in relation to the number of guests (the number of Stockholm University staff should not exceed the number of guests).

You can read the full policy document here Rules on hospitality and gifts at Stockholm University, including the current financial limits for hospitality.

The “Application for hospitality” form must be completed and signed by the Head of Department or equivalent. The form must be sent to the Head of Department or Head of Administration no later than two weeks before the planned hospitality event.

Form: Application for hospitality (PDF, 786.9 kB).

Conferences and courses for our own staff

Internal courses/conferences

This refers to courses/conferences organised at SU or at a conference venue, the purpose of which is operational planning, internal training or a conference (i.e. not day-to-day work). An example might be our research groups’ conferences.

To support an invoice or expense claim in Primula, you will need:

• Purpose and date
• Programme with at least 6 hours of substantive content
• List of participants with the name and organisation of each participant

External courses/conferences for our own staff

Refers to externally organised courses, conferences and training programmes paid for by SU with the aim of enhancing our own skills.

To support an invoice or expense claim in Primula, you need to provide:

• Purpose and date
• Programme

Courses/conferences organised by SU for both internal and external participants

For example, major research conferences that we host, or conferences organised as part of our external projects where both internal and external participants are involved.

To support an invoice or expense claim in Primula, you will need to provide:

• Purpose and date
• Programme
• List of participants with the name and organisation of each participant

Work meetings

At work or planning meetings with external participants, it is permitted to offer light refreshments, e.g. biscuits, buns, a simple sandwich, fruit, coffee or tea; these must not replace a full meal. Maximum amount per person: 250 SEK incl. VAT.

To support an invoice or expense claim in Primula, you must provide:

• Purpose and date
• List of participants with the name, role and organisation of each participant

It is not permitted to serve lunch or dinner at standard seminars, planning meetings and working meetings.

Business travel

Business travel must be undertaken on behalf of Stockholm University and in accordance with SU’s policy on meetings and travel. Before booking a trip, you should always consider whether the trip can be replaced by digital meetings. Before booking a trip, you must obtain approval from the Head of Department and the Head of Administration.

Please read through all the information regarding business travel on the central Staff website.

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.

• SU’s policy on meetings and travel

Booking your own travel

If you are employed by Stockholm University, you should have a profile with the University’s contracted travel agency, Amex GBT, and use this when booking travel and/or accommodation for yourself. The department’s travel coordinator only books travel and/or accommodation for external guests who are not employed by SU.

If you are employed by the department and do not have a profile with Amex GBT, please contact the department’s HR officer, who will submit a request to Amex GBT.

Booking travel for a guest

If you need help booking travel and/or accommodation for guests who are not employed by Stockholm University, please contact Signe Wiktorsson.

Please bear in mind that it may be helpful to gather as much information as possible from the guest(s) before contacting the department’s travel booker. The information usually required to make the bookings is:

• The guest’s full name
• The guest’s date of birth (a full personal identity number is not required)
• A mobile telephone number for the guest
• An email address for the guest

In addition to this, it makes the process easier if you already know where the guest(s) wish to travel from, as well as the dates and times. Suggestions for departures/flights are greatly appreciated.

Please note: To complete the bookings, the project number must also be provided.

Travel policy

SU’s policy on meetings and travel aims to raise awareness of the importance of staff and students planning their meetings and travel with a view to minimising their environmental impact.

Policy on meetings and travel on the Staff Website