wiki:Lupin

Purchase and invoice handling

If you want to by things that should be payed for by the department (also if the money comes from your own research grant) you need to follow certain procedures.

  • If your purchase concerns computer equipment you should first talk to Hampus Nilsson (astro) or Bo Söderberg (TF).
  • If your purchase concerns office supplies you should first talk to Mandana Shahroodi or Caroline Unmack.
  • If your purchase concerns expensive equipment you should first talk to the Prefekt.
  • If you want to pay something in advance without an invoice (eg. a conference fee) you should talk to Mandana Shahroodi or Caroline Unmack.
  • If possible, a purchase should be done online through the Lupin program.
  • When in doubt, talk to Mandana Shahroodi or Caroline Unmack.

If you want to be reimbursed for something you have bought you should do that through the travel claim module in primula-web.

All invoices should be handled through the Lupin program which you can access through www.proceedo.net

  • If the supplier is to send an invoice, you should tell them to send it too Lunds universitet, Institutionen för astronomi och teoretisk fysik, YOUR NAME, Box 188, 221 00 Lund
  • If the supplier sends you an invoice directly, you should put it in an internal mail envelope and address it to FAKTURASKANNING

When the invoice is registered in the Lupin system, you will get a mail with a link to www.proceedo.net where you should go and formally approve it and indicate from where the money should be taken to pay for it, etc.

  • Kostnadsställe should be either 156101 (astro) or 156171 (TF)
  • Konto should reflect what kind of purchase you have made. If you can't figure this out you should talk to Mandana Shahroodi or Caroline Unmack.
  • V-gren should indicate what kind of activity the purchase corresponds to (11 is teaching, 21 is faculty funded research, 35 is externally funded research, 91 is general expenses). If you can't figure this out you should talk to Mandana Shahroodi or Caroline Unmack.
  • Aktivitet should indicate from where (eg. your research grant) the money should be taken. If you can't figure this out you should talk to Mandana Shahroodi or Caroline Unmack.
  • In Beskrivning you should clearly describe what has been bought and for what purpose (more often than not, this is very difficult to deduce from the copy of the invoice).
  • If there is not enough room in the Beskrivning field, you should add a Kommentar
  • When in doubt, talk to Mandana Shahroodi or Caroline Unmack.

In order for a purchase to be regarded as a fixed asset, and thus exempt from indirect costs, the purchase must meet the following criteria: (a) The cost must exceed 20 000 SEK excluding VAT. (b) The economic life must be at least 3 years. If, for example, you want to put together several computer purchases as one fixed asset, then it must be paid from one activity (project), otherwise they are treated as separate entities. If there will be additional invoices at a later stage relating to the purchase, then these must be shown on the main invoice. It is not possible to add smaller bills by hand later if this is not arranged from the start. For this process to go as smoothly as possible, each employee should talk to Hampus (astronomy) or Bo (theoretical physics) about what fixed assets to buy and specify the activities (projects), so that Hampus or Bo can fill in the billing in Lupin already at purchase. If multiple computers should be linked to a fixed asset, this information must be provided to Hampus or Bo already at purchase.

Last modified 17 months ago Last modified on Feb 12, 2016, 7:23:08 PM