Invoices, Claims and Travel
Jump directly to:
- Invoice requirements
- Self-employed or freelance
- Guest teachter / Guest lecture
- Claim costs (non-employee UG)
- Travel bookings (non-employee UG)
- Contact details FSSC
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.
|Invoices not meeting the requirements as mentioned below, will not be processed and will be returned to sender.|
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 the heading of the invoice, the address should be stated as following:
University of Groningen FSSC
OrUniversity of Groningen FSSC
<name of faculty or service>
9747 AC Groningen
We would like to receive your invoice in the following way:
* E-invoicing with Peppol
What is PEPPOL? Our Peppol ID: 0106:01179037.
Each individual invoice including any attachments should be sent in one PDF file and (if applicable) a XML file format UBL2.1 SI (Simpler Invoicing). It is important that the invoice is provided in a ‘read-only’ PDF format to be sent: email@example.com.
* Printed invoices
Printed invoices can be sent to the above postal address. However, we prefer receiving invoices in PDF format sent directly to our dedicated e-mail address firstname.lastname@example.org.
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 8am and 4:30pm via fssc rug.nl, or by phone on number +3150-3634000.
Contact details FSSC
|Telephone FSSC||+31 50 3634000|
|Claim costs (external)||www.rug.nl/declaratie|
|Postal address||University of Groningen (FSSC)
[insert name faculty or service department]
PO Box 3
NL-9700 AA Groningen
|Visiting address||University of Groningen (FSSC)
NL-9747 AC Groningen
|Chamber of Commerce (KvK)||01179037|
Self-employed or freelance?
Are you self-employed or a freelancer? In case you were hired via Jellow (only in Dutch), you should put the hiring number on the invoice.
Guest teacher / Guest lecture
There are two ways to receive a reimbursement if you provided a lecture as a guest teacher.
You are not working for the UG but are still owed money by the University and have permission to claim costs? For example, because you are an emeritus professor, student or external staff member? In this case, you can submit your expense claims via the external UG Claims portal.
There are two types of expense claims:
- Those affiliated with a P number: travel expenses, other costs
Those not affiliated with a P number: guest lecturer, applicant, other. If you do not have a P number but want to submit multiple expense claims, then you may also make a personal account for this via the portal.
Expense claims are verified by the Financial Shared Service Centre (FSSC). Compensation is paid out once a week.
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.
|Last modified:||23 June 2020 12.39 p.m.|