You must email claims.office@cern.ch. The e-mail must mention the currency, the amount and the date of travel return. You will receive a reply by e-mail with a calculation of the conversion rate, which you should then attach to your claim in EDH. The request can also be sent via the following Service Desk form.

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.

Payments by cash are possible only in exceptional cases, i.e. only for claimants who have bank accounts in countries where it might be difficult to proceed with a bank transfer.

How can I get my payment in cash?

Once the claim and the exception to pay in cash have been approved by Personnel Accounting, the beneficiary may collect the payment from the Post office in the shopping center in Meyrin. All necessary information are sent to the beneficiary by email.

Yes, it is possible to complete a transfer abroad whatever the country. However some accounts have restricted rights and cannot receive transfers in a foreign currency. Since all our transfers are sent in CHF, please check with your bank if your account can receive payments in CHF.

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

Yes, members of the Staff Association can subscribe to income protection insurance. The premiums and membership fees are deducted in January each year.

Copies and scans are accepted except for Sundry expenditure claims (original receipts required when applicable)

Parental leave is granted for a minimum of 10 days within a maximum period of three months until the child is three years old. Compassionate leave is granted for a minimum of 10 days within a period of three months per leave year. The contributions to the Health Insurance Scheme and the Pension Fund are obligatory for up to one month. Thereafter these contributions may be optional.

Bank details must be registered by using the EDH Bank form.

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

If your unpaid leave is for a period of between one and three months, the contributions are calculated and debited to a special account as amounts to be charged in due course. The corresponding amounts are subsequently deducted from your salary once your unpaid leave ends. If your unpaid leave is longer than three months, you must go to the Salaries Office to obtain details of the bank account onto which the monthly payment must be made.

No, you should contact the Salaries Office bureau.salaires@cern.ch to find out what the problem is.

Telephone calls are automatically deducted from your payslip. If you have any queries, contact: ais-support

HR Department manages declarations of allowances obtained from other sources:  contact Mme Nadége Bordon.

It all depends when you altered your declaration: If you made the alteration after the 10th day of the month, its impact will be shown on your payslip the following month. If you made the alteration before the 10th day of the month, contact ais-support.

If you did not take out income protection insurance, your salary will be reduced by one third until further notice.

If you took out income protection insurance, you will continue to be paid your full salary, with a specific mention on your pay slip indicating the last third of your salary will be paid by UNIQA.

The Salaries Office records all new bank account details. You must submit a request via the following secure portal service: CERN Service now for Change Bank Details

The debt can be staggered over a maximum of 6 months provided that it is reimbursed in full before the end of the current year. You should contact the Salaries Office if you wish to use this debt repayment options.

If you have been employed by CERN as a member of the staff or an associate, the Salaries Office will handle the procedure with your home canton's fund - you should nevertheless register with them. If you were employed under any circumstances, you should contact your canton's fund administrators directly.

For more information please see Caisses cantonales de compensation.

None. Your salary is not modified. Leave will be deducted in the context of a military/civil service.

Members of the personnel starting work in the middle of the month do not receive a payslip for that month. They get a payslip for one and a half months the following month.

Yes, you will be paid an amount corresponding to 50% of your basic salary.

No, CERN will take care of the administrative processes.

Your salary will continue to be paid at 100%, with CERN invoicing UNIQA for the difference.
 

The health insurance contribution remains unchanged except where your spouse works at CERN. In the latter case, your contribution will be calculated on a pro rata basis. Your contribution to the Pension Fund depends on which option you choose: either a reduction on a pro rata basis, or 100% contribution where you bear the cost of both the employer and the employee contributions for the supplementary part. You can request a simulation from the Salaries Office at bureau.salaires@cern.ch.

The family allowances, the child allowance, the infant allowance and any allowances received from other sources will remain unchanged

The registration form is available online from the procedure "Life Insurance (Helvetia)" in the Admin e-guide. The insurance will be effective 30 days after the subscription. Terms and conditions are available from the same page.
 

Different situations can occur:

1. You are married, separated but not divorced, engaged through a PACS agreement or any other official partnership registered by a Member State : your partner will be the beneficiary.
2. By default, the first beneficiaries will be any children, then your mother and father and lastly any legal heirs. The organisation holds the group life insurance.

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 DAI procedure is the first procedure that should be used to pay a supplier, however it is possible to create TPP claim for expenses related to the activity of a staff member or associate (conference registration fees, membership fees,…). Please note that training courses cannot be paid by TPP (DAI must be used in this case).

Yes, it is then necessary to create an official travel claim and to enclose the official invitation letter mentioning the period and the amount. 
 

Salaries are automatically paid around the 25th of each month.

You can request a certificate via the following service portal: https://cern.service-now.com/service-portal/search.do?q=attestation+financiere

The international indemnity is paid every six months for six years from the start date of the contract. After the first year the international indemnity decreases annually according to specified percentage reductions.

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)

It could be :

• An invoice mentionned as paid
• A statement of account mentionning the expenses
• A confirmation of payment (by credit card, Paypal…)

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.