No. Each conference must be treated as a separate financial operation. Any surplus must be returned to the department organising the conference (see procedure).

Yes. This code can show a negative balance prior to payment of the first registration fees.

No.  The conference must be organised by CERN alone or jointly with a third party.

Follow this procedure: conference accounting

Contact general.accounting@cern.ch for all questions related to General Accounting.  The emails from this shared mailbox are assigned within the team. 

General Accounting includes:

- requests to change budget codes

- VAT issues

- recording of bank transactions

- invoices issued by CERN

It must be possible to close a conference code within six months after the end of the conference.

Invoices should be sent in paper format by mail or by email (accounts.payable@cern.ch) in PDF format.

Please send an e-mail to: general.accounting@cern.ch

No. This code operates in a particular way and is opened only if there are incoming revenues from outside CERN.

No. This code operates in a particular way and is opened only if there are incoming revenues from outside CERN.

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.

One copy of invoice should be addressed to:

CERN
Finance and Administrative Processes Department
Accounts Payable / Bureau des factures (4-3-009)
CH – 1211 GENEVA 23
Switzerland

We would request that invoices are sent by post to the above address, or by email to accounts.payable@cern.ch .

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.    

When signing this document, the technical responsible agrees on :

• the quantities received
• the conformity of the goods or services delivered

The agreement will result in the payment of the invoice to the supplier.

• 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)

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.

CERN is listed in the Swiss Administration register, IDE n° CHE-108.967.751

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

Only a staff member can request the opening of a conference code.

For questions related to billing and payment of invoices, please send an email directly to accounts.payable@cern.ch.

Please include in the email a reference to the CERN order number or CERN contract and attach a copy of the invoice.

Please contact our Payment Service: CERN Payment Service <payment-service@cern.ch>

Contact accounts.payable@cern.ch so our colleagues in Accounts Payable can help.

The EDH Reception Approval document is automatically generated and sent in the name of the Reception service for orders designated 'manual' where the goods are received by Reception.  These manual orders require a 'qualitative' reception by the technical contact (to ensure the quality is accepted and not just the physical goods).

The same format EDH Reception Approval document is generated by Accounts Payable for manual orders which have not passed through reception but an invoice has been received (typically for services). 

In addition, for all orders (manual and automatic), if there is a difference between the invoice and the orders (for example charges exceed the order), Accounts Payable will also initiate the EDH document or re-route the existing document. 

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.

A conference code allows you to have registration fees credited to your code and to use the money to meet expenses linked to organisation of the conference.