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Invoices, Claims and Travel

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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.

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 (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
<name of faculty or service>
Postbus 3
9700 AA Groningen

Or

University of Groningen FSSC
<name of faculty or service>
Blauwborgje 10
9747 AC Groningen

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: crediteuren-fssc rug.nl . 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.

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
FSSC General fssc@rug.nl
Telephone FSSC +31 50 3634000
Invoices crediteuren-fssc@rug.nl
Invoice requirements www.rug.nl/facturen
Dunning-letters aanmaning@rug.nl
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
The Netherlands
Visiting address University of Groningen (FSSC)
Blauwborgje 10
NL-9747 AC Groningen
The Netherlands
Chamber of Commerce (KvK) 01179037
VAT number NL001932706B01

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.

Claim costs

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 a guest lecturer, 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.

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.

Last modified:13 December 2019 09.06 a.m.
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