FAQs on accounts payable for suppliers
Who should I contact in case of unpaid invoices?
For questions related to billing and payment of invoices, please send an email directly to firstname.lastname@example.org.
Please include in the email a reference to the CERN order number or CERN contract and attach a copy of the invoice.
Under what conditions can bank guarantees be accepted at CERN?
Bank guarantees addressed to CERN by suppliers are validated by the controller responsible for the related contract or order. (Note that not all contracts or orders require a bank guarantee).
Where a bank guarantee is required, it must meet the following requirements:
- Be provided by a bank with a rating higher or equivalent to BBB+. The supplier must obtain certification of this from the bank and provide it with the bank guarantee. Bank guarantees provided by insurance companies are not accepted.
- Be in accordance with CERN model attached.
- Meet all requirements set out in the contract (amount, deadline etc.)
The process for cancelling/expiring bank guarantees is followed up by the General accounting section.
What is CERN's SIRET (France) number?
CERN is identified in the French company register with the following SIRET code (Système d'Identification du Répertoire des établissements): 394 610 661 000 16
It is useful in absence of the French VAT identification number.
Indeed, CERN (European Organization for Nuclear Research) is an Intergovernmental Organization with a diplomatic status and is not subject to any value added taxes (VAT) neither in Switzerland nor in France.
For this reason, CERN does NOT have any French VAT identification number.
To whom should I send invoices?
One copy of invoice should be addressed to:
Finance and Administrative Processes Department
Accounts Payable / Bureau des factures (4-3-009)
CH – 1211 GENEVA 23
We would request that invoices are sent by post to the above address, or by email to email@example.com .
Please do not send invoices with packages, they are received by another service.
All invoices must mention the CERN order number(s) or CERN contract number under which the order was placed, along with the name of the technician who placed the order. These conditions are mandatory in order for invoices to be treated promptly.
Supplier bank account details – IBAN and SWIFT code or the complete bank account number – should also appear on invoices. Payment slips are not necessary.
What is CERN's Swiss registration number?
CERN is listed in the Swiss Administration register, IDE n° CHE-108.967.751
What is CERN’s VAT number?
As an international organisation, CERN is exempted from Value Added Tax (VAT) in its Host States, Switzerland and France therefore does not have a VAT number.
For more information, including guidance on how invoices should be drawn up, please see the VAT and Invoicing Guide: http://procurement.web.cern.ch/docs/vat-and-invoicing-guide
Who should I contact to find out about the details of a bank transfer?
Please contact our treasury Services: CERN Treasury Services <Cern.Treasury.Services@cern.ch>
To whom should I ask a copy of the A/OI form?
The A/OI form is valid for 5 years and is required to justify our exoneration to the fiscal authorities.
The copy of it should be ask directly to your commercial contact at CERN which is mention on the last purchase order.
Why my invoice was paid without the transport fees initially included?
An invoice is paid without the transport fees when delivery instructions for orders placed by the CERN purchase service under the Incoterm FCA (2010) have not been followed.
Delivery instructions specified on the command are mandatory and must be followed by our suppliers.
In the future, if you have used the normal postal service and wish to be reimbursed, please attach the proof of payment as required in our shipping instructions.
What informations must my invoice contain?
- the date of issue
- invoice number
- the supplier’s full name and address
- the supplier’s VAT identification number
- the supplier bank account details – IBAN and SWIFT code or the complete bank account number – should also appear on invoices. Payment slips are not necessary
- CERN name and address
- the CERN order number(s) or CERN contract number or lacking that your technician contact at CERN
- a description of the quantity and nature of the goods supplied or services rendered
- the date of the supply
- the VAT rate applied
- the VAT amount payable
- a break-down of the VAT amount payable per VAT rate or exemption
- the unit price of the goods or services exclusive of tax, discounts or rebates (unless included in the unit price)
How should I send invoices?
Invoices should be sent in paper format by mail or by email (firstname.lastname@example.org) in PDF format.