Invoices, Claims and Travel

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• Invoice requirements
• Self-employed or freelance
• Claim costs (non-employee UG)
• Travel bookings (non-employee UG)
• Contact details FSSC

Invoice requirements

The Financial Shared Service Centre (FSSC) hosts the UG's complete accounts payable department. For an efficient and correct processing of your invoice, it's important that your invoice contains several specific criteria.

In addition to the legal requirements, it is essential that specific information is stated on the invoice, namely:

• (Purchase) ordernumber, job number or reference (mandatory, 9-character or 6-character)
• VAT-number of the UG: NL001932706B01 (if business abroad)

The (purchase) order number can be found on the purchase order that you have received from us. If you received no order number or job number, always ask the buyer for a reference (cost center 9-character or project number 6-character) and state this clearly on the invoice.

"In addition, we request that you anonymize medical and/or confidential information on the invoice. For example, you can ask the Creditor to have a P number on the invoice instead of a name."

In the heading of the invoice, the address should be stated as following:

We would like to receive your invoice in the following way:

* E-invoicing with Peppol

What is PEPPOL? Our Peppol ID: 0106:01179037.

Organization identification number (OIN): 00000003011790370000

* E-mail

Each individual invoice including any attachments should be sent to crediteuren-fssc@rug.nl in one of the following formats:

• one PDF file
• one file in UBL 2.1 SI (Simpler Invoicing) format, consisting of an XML file with an embedded PDF file
• two files: one PDF file and one XML file (according to the format UBL 2.1 SI)

Contact details FSSC

With any accounting-related questions you might have, such as unsettled invoices or claims, the employees of the servicedesk FSSC are happy to help you. The Servicedesk can be reached on working days between 9am-12am and 1pm-4pm via fssc rug.nl, or by phone on number +3150-3634000.

Temporary change in accesibility Servicedesk FSSC

Due to low staffing duo to private circumstances within the team, the Service Desk is temporarily only available in the morning, from 09:00 to 12:00.

In addition, handling e-mails may take longer than usual. We aim to process all e-mails as soon as possible, but this may take longer than two working days.

Thank you for understanding.

Self-employed or freelance?

Are you self-employed or a freelancer as a photographer, coach, etc.? In case you were hired via Jellow (only in Dutch), you should put the hiring number on the invoice; see invoice requirements.

Claiming for Externals

Do you not have an employee contract at the RUG, but are entitled to payment from the university? This may be the case, for example, if you are a guest researcher, emeritus, volunteer, student of external employee.

Before you can submit a claim, an "Assignment" must be established by the faculty or principal. After this step, you wil receive an email invitation to sign an agreement if applicable and to submit your claim.

You can then submit your claim throuh claim.rug.nl

Travel bookings

You are a foreign guest of the UG / you are not working for the UG and you have to book a trip? Please contact your contact within the UG (often this is the secretariat of the relevant faculty or service) so you can book your trip.