No. Codes linked to a project cannot be linked to a recurrent sub-PPA at the same time. You should use a non-recurrent sub-PPA, with the same PPA as the CERN code. e.g. in case 67% of the salary of the researcher is paid out of CERN budget code 99999 linked to sub-PPA FHC-OPE, the COFUND code should be created on sub-PPA FHC-PRJ For more information on recurrent/non-recurrent issues, please contact FAP-EF-EG.

Travel Managers coordination meetings and communications
All content available in Indico.

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.

How to contact the travel agency Egencia?

customer_service@egencia.ch

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 'financial guidelines' which were developed in FP7 are now integrated under Horizon2020 in the annotated Model Grant Agreement which is updated twice yearly. Additional information can be found on the FAQs published in the Participant Portal.

You can refer to our MSCA webpage or the following documents:

Horizon2020 Online Manual

Guide for Applicants:
IF
ITN
RISE

You will find a link for the online timesheet system here.

Find information about timesheet on our website.

Click on the Cost Claim link below to open the detailed table.

Cost Claim

In principle yes. However, as the COFUND budget code should have the same parameters as the CERN one out of which the 67% are paid (same PPA, same responsible, etc.), it is unlikely to happen. This is why a budget code per group has been requested by default. This COFUND Budget code should be linked to project EU8-MARCO5.

By clicking on the link of European Central Bank (BCE).

In order to properly precede to reimbursement of official travel expenses, a proof that the person did the trip must be provided.
In the first place, boarding passes should be provided. However, as nowadays tickets are most of the time electronic, therefore, apart from the electronic ticket, the person should provide further tickets or invoices that proof his/her presence in a country/city such as restaurant, taxi, local transport... tickets.
In short, boarding passes should be presented if possible. If not, the electronic ticket must be provided together with additional tickets (electronic tickets only do not proof that the person really travelled).

You will find all useful documents on European Commission website.

Bank statement and credit card receipts are not eligible as proof of an expense. Make sure that an invoice or ticket is presented for reimbursement.

When the sub-ppa is not known immediately, the fellow has to be allocated on a dedicated COFUND budget code (permanent or temporary) and can be modified later. The important thing is to have the 33% on an EU budget code. This is particularly important for the fellows starting in December. The allocation into the COFUND budget code must be done ASAP, before the closing.

Please find information in the Participant Portal.

The European Commission does not reimburse any material budget for H2020 COFUND programme (acronym EU8-).

link is external)

Guide for Applicants:
IF(link is external)
ITN(link is external)
RISE

Traveller

The traveller must respect the provisions of Administrative Circular n ° 33 (January 2020) (“Missions”). In addition, during the mission, the member of personnel remains subject to the Staff Rules and Regulations and is expected to comply with the CERN Code of Conduct.

In particular, the traveller must : 

• accurately complete the Mission Request / Travel request (TRVL) on EDH, indicating all the relevant elements concerning the planned itinerary, and wait for the approval of this request before incurring any costs whatsoever;
• choose the most appropriate and cost-effective means of transport, with due regard, however, to safety and security considerations;
• provide justification for the use of a rental vehicle or a private vehicle, if applicable;
• provide justification for the use of taxis or private transport, if applicable;
• upon return, and no later than six months after the last day of the mission, declare if any changes in the planned itinerary, accommodation or meals offered during the mission and ask if applicable reimbursement of all authorized additional costs incurred as well as a voluntary reduction of the expenses;
• provide proof of accommodation costs and all other costs incurred, listed in paragraphs 2.1.5, 2.3 and 2.4.

Note: In accordance with the provisions of Operational Circular No. 11 ("Processing of personal data"), travellers are required to update their profile data themselves in the online booking tool.

Travel arranger

The travel arranger can assist the traveller with their request and must:

• present a comparison of transport costs when a private stay is added to the mission;
• present a comparison with the most cost-effective journey made by public transport, if the person sent on mission uses their private vehicle;
• when returning from a mission, check the Mission request / Travel request (TRVL), which is based on the information provided by the person concerned.

Group leader / Team leader

The group leader or, if the traveller is a user, the team leader must :

• validate the duration of the mission and the absence;
• confirm the need for the mission;
• validate the mode of transport, including the justification for the use of a rental vehicle or a private vehicle, which should be based on the needs of the service;
• approve or reject the Mission request / Travel request (TRVL);
• approve or reject any modifications compared to the initial request;
• approve or reject any requests for recovery periods (see paragraph 4.3);

Budget manager / Team Account Manager

The budget manager, or, if the traveller is a user, the team account manager must :

• check the budget estimate of the cost of the trip against the available budget;
• check the validity of the budget code;
• approve or reject the mission request;
• upon return, approve or reject the request for additional charges resulting from a change from the original request;

Departmental travel manager

The departmental travel manager must :

• ensure the strict and uniform application in the department of Administrative Circular No. 33 (January 2020): Missions;
• act as the central point of contact for all travellers and Department Travel Arrangers, as well as the FAP Travel Coordinator or the Claims Office, as required;
• manage out-of-policy reservations in Egencia:
   
  • continental flights costing more than CHF 200 more than the most economical flight, or costing more than CHF 900;
  • intercontinental flights costing more than 50% more than the most economical flight, or costing more than CHF 2,000;
  • special seat reservations or upgrades for medical reasons;
  • transport booked without going through Egencia (eg in exceptional circumstances, emergency situation, etc.);
     
• verify the justification given in the event of cancellation of the mission by the person sent on mission and decide, depending on the reason for the cancellation, whether the costs incurred will be borne by the member of personnel or by CERN;
• approve or reject exceptional requests for reimbursement of expenses in excess of the daily travel allowance;
• authorize or refuse, before the trip, the payment of additional childcare costs resulting from the mission;
• at the request of the head of department, produce a data analysis and communicate information on mission expenses;
• communicate all relevant information to travel arrangers and travellers from their department, as required.

Travel coordinator

The travel coordinator :

• serves as the first point of contact for Departmental Travel Managers;
• organizes regular coordination meetings between departmental travel managers;
• offers training or content to help departmental travel managers as needed;
• liaises with the Claims Office of the Personnel Accounting section (FAP-ACC-PA), in charge of monitoring and reimbursing mission expenses, as well as with the Accounts Payable section (FAP-ACC-AP), in charge of paying Egencia invoices.
• offers updates to the Admin e-guide based on the feedback given by departmental travel managers;
• proposes updates of travel-related processes which comply with CERN rules and are streamlined;
• provide input on CERN rules and policies relating to travel as appropriate;
• prepares reports and analyzes covering the whole of CERN as required;
• manages the Egencia contract.

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.