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. 

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.

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.    

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.

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

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.

Please contact our treasury Services: CERN Treasury Services <Cern.Treasury.Services@cern.ch>

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.

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.

• 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)

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

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.

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

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.
 

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

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.

No, CERN will take care of the administrative processes.

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.

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.

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

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

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

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).

It could be :

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

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.

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 has been approved by Personnel Accounting, the beneficiary may collect the payment from CERN post office. Cash payments may be collected between 9.30-12.30 and 13.30-15.30. A national ID document AND a CERN ID card must be presented to the cashier.

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.

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

Cost Claim

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).

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.

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.

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.

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.

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

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

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. This code operates in a particular way and is opened only if there are incoming revenues from outside CERN.

Follow this procedure: conference accounting

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

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.

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

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

Traveller is the person authorised to undertake duty travel. He/she is responsible to accurately fill in the EDH Travel Request document (TREQ), and wait for the approbation of the request. They will book the transport via Traveldoo* or Snow (for car rental from CERN or Geneva airport via the Mobility Center) or in exceptional cases offline with a justification. When appropriate, they will provide justification for the use of a private vehicle. Upon return, they will complete the EDH Travel Request document (TREQ) and reclaim any allowable additional expenses incurred as well as the voluntary reduction of their entitlement.
Travellers are responsible to maintain information in their Traveldoo profile up-to-date (passport, loyalty programs etc..).

Travel Arrangers are responsible to check the compliance of the EDH Travel Request document (TREQ) with the AC33. They will book the transport via Traveldoo or SNOW (car rental from CERN via the Mobility Center) or in exceptional cases offline with a justification. Upon return of the traveller, they will create the EDH Duty Travel Claim (TCLAIM) based on the information provided by the traveller in Travel Request document and claim for the reimbursement of the subsistence and the expenses on behalf of the traveler.

*The Travel Arranger is, with the Travel  Manager, the only persons who have access to Traveldoo to make bookings for members of their department.

The Departmental Travel Manager is the main point of contact for all Travellers/Travel Arrangers in their Department and will manage the out-of-policy process. They are also responsible for departmental communications on policies and procedures updates.

The Supervisor will validate the absence duration, confirm the necessity of the travel and either validate or reject the EDH travel document request.


The Budget Holder is responsible to validate the budget code, check the budget estimation of the travel against the budget availability and either validate or reject the EDH travel document request.

The Travel Coordinator is responsible for the monitoring and support of travel activities and processes at CERN, and participates in updates to the travel procedures and travel policy (with HR). He is the keeper of CERN's travel process and a key resource for all duty travel related activities. This role centralizes a number of travel tasks previously performed across the FAP department, including the second level support of the online booking tool Traveldoo, and the contract follow-up for the CWT travel agency and Traveldoo.  Other objectives include managing the implementation of the many initiatives linked to the travel project, and professionalizing the coordination of duty travel at CERN. 
To facilitate collaboration and to ensure the travel coordinator receives regular transactional feedback, the Travel Coordinator role sits in the Accounting Services group which is also responsible for controlling the Travel Claims and the Travel invoices.

Coming soon

January 2021

01 Jan 2021 Nationalist leader's birth anniversary

Ukraine
Donetsk, Kharkiv, Kyiv, Lviv, Odessa

Nationalist elements, mostly led by the Freedom group, are liable to rally in major cities, including Kyiv, Lviv and Odessa, to commemorate the birth anniversary of Stepan Bandera, leader of the Organization of Ukrainian Nationalists. Avoid all large gatherings as a matter of course.

01 Jan 2021 - 03 Jan 2021 New Year's Day

China

02 Jan 2021 Cape Town Street Parade

South Africa
Cape Town

Roads in the central district are typically closed for this annual street parade by minstrel troupes.

06 Jan 2021 Pathet Lao Day

Laos
Vientiane

07 Jan 2021 Coptic Christmas

Egypt, South Sudan, Sudan
Alexandria, Aswan, Cairo, Ismailia, Luxor, Port Said, Sharm al-Sheikh, Suez City

Although this is not an official holiday, it is widely observed in Coptic communities.

09 Jan 2021 Black Nazarene procession in Manila

Philippines
Metro Manila

During the Feast of the Black Nazarene, a statue of Jesus Christ is carried in a procession through the city’s streets. Significant road disruption is expected. More than six million Roman Catholics from across the country are expected to attend the traditional procession from Quirino Grandstand in Rizal Park to the Minor Basilica of the Black Nazarene, or the Quiapo Church.

10 Jan 2021 Majority Rule Day

Bahamas
Nassau

Commemorating the day in 1967 that the Bahamas became self-governing.

10 Jan 2021 Anniversary of Sultan Qaboos bin Said’s death

Oman
Muscat

Members should expect gatherings and/or commemorative events nationwide, potentially causing business and traffic disruption, especially in the capital Muscat.

10 Jan 2021 National Police Day

China, Hong Kong (China SAR)
Beijing, Chengdu, Chongqing, Dalian, Guangzhou, Haiyan, Hefei, Huangshi, Nanjing, Shanghai, Shenyang, Shenzhen, Tianjin, Urumqi, Xian, Yiwu

This holiday is officially celebrated in mainland China. There is potential for anti-government protests on the day in Hong Kong.

12 Jan 2021 - 13 Jan 2021 Berber New Year (Yennayer)

Algeria
Algiers, Constantine, Hassi Messaoud, Oran

14 Jan 2021 - 17 Jan 2021 Pongal (Harvest Festival)

India
Chennai

15 Jan 2021 - 16 Jan 2021 Anniversary of 14 Riverside Drive attack

Kenya
Nairobi

16 Jan 2021 Anniversary of 1992 UN-brokered peace accords to end civil war

El Salvador

20 Jan 2021 Martin Luther King Day

Guam (US)

21 Jan 2021 Sao Paulo's Anniversary

Brazil
São Paulo

Associated celebrations are expected to cause road closures and localised disruption.

22 Jan 2021 Unity Day

Ukraine
Donetsk, Kharkiv, Kyiv, Lviv, Odessa

23 Jan 2021 First Philippine Republic Day

Philippines
Cebu City, Metro Manila

Special working holiday to commemorate the declaration of the First Philippine Republic in 1899.

25 Jan 2021 Anniversary of revolution

Egypt
Alexandria, Aswan, Cairo, Ismailia, Luxor, Port Said, Sharm al-Sheikh, Suez City

The anniversary of the 25 January 2011 revolution that removed then-president Hosni Mubarak from office. Incidents of militancy and unrest typically spike on and around this date.

26 Jan 2021 Australia Day

Australia
Adelaide, Brisbane, Cairns, Canberra, Darwin, Melbourne, Perth, Sydney

Celebrated on the following Monday if 26 January falls on a Saturday or Sunday.

26 Jan 2021 Republic Day

India
Ahmedabad, Bangalore, Chennai, Delhi, Gurgaon, Hyderabad, Jaipur, Jamshedpur, Kolkata, Mumbai, Pune, Surat

Expect stringent security measures nationwide, particularly in the capital Delhi.

28 Jan 2021 March of the Torches

Cuba
Havana

Annual torch-lit parades across the country to commemorate birthday of national hero Jose Marti.

Source: International SOS

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

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

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

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

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

You will find all useful documents on European Commission website.

Please find information in the Participant Portal.

link is external)

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

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

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.

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

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

The debt can be staggered over several 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.

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

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.

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

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

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

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

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.

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.

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.

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

Find information about timesheet on our website.