| Invoicing
details
Need to invoice Langnet? Select the appropriate
category below for further instructions. If none of the categories
match your invoice, please contact the Langnet secretary, tel. +358
13 251 3065, email: meri.korhonen (at) uef.fi.
1. Travelling expenses claim
2. Event invoice which you will ask the service
provider to send directly to Langnet (the most common procedure
in the case of Langnet seminars)
3. Event invoice which you have already paid (e.g.,
invoices for refreshments served in small meetings)
1. Travelling expenses claim
Travelling expenses claims relate to the travel of doctoral students
to Langnet courses and programme seminars, grant travel as well
as lecturers' and supervisors' travel. A travelling expenses claim
must always be made when you travel on Langnet business and intend
to apply for the reimbursement of travel costs. The claim must be
made within two months of arrival. Please submit the claim, together
with the necessary enclosures, to the secretary at the address indicated
in the claim form.
Travelling expenses claim (in Finnish only at the moment)
N.B. Do not use staples or adhesive tape to attach receipts.
- A travelling expenses claim must be accompanied by original
receipts for travel and accommodation costs, such as bus, train
and plane tickets and ho(s)tel invoices (the maximum amount reimbursed
for accommodation is €80 per night, unless otherwise arranged
with the coordinator in advance).
- Only reasonable travel costs are reimbursed. Langnet reimburses
travel costs based on the cheapest means of public transport,
usually train or bus. If you wish or need to travel using a more
expensive means of transport such as plane or your own car, you
can do so, but your travel costs will be reimbursed based on the
cheapest means of public transport, unless you have agreed on
special arrangements in advance. In such cases, please enclose
with your travelling expenses claim information about the cost
of the cheapest means of transport. In practice, this means a
printout of the transport itinerary indicating the place of departure,
the destination, travel times and prices.
- Taxi fares can be reimbursed if they are reasonable and justified
(taxi receipts enclosed with a travelling expenses claim without
further explanation will be reimbursed according to equivalent
public transport costs).
- If you travel outside Finland, do not convert currencies yourself.
Rather, indicate on the claim form the relevant total amount on
each receipt in the currency of that receipt.
- If you need original receipts back, the University of Eastern
Finland can provide you with a proof of payment concerning the
receipts in which the amount (or that part of the amount) reimbursed
by Langnet is indicated. Other parties requiring a receipt will
accept a proof of payment instead of an original receipt. To prevent
malpractice, original receipts will remain within the university
accounting system. Please indicate separately on the travelling
expenses claim form if you need a proof of payment.
- Students do not usually receive a per diem allowance when travelling;
in the case of supervisors, this is decided on a case-by-case
basis. A per diem allowance is, however, paid for meetings of
the Langnet Executive Board and Steering Committee to both supervisor
members and student members.
When completing a travelling expenses claim form:
- Give your own street address, not the address of your department,
etc.
- Do not complete the section entitled “Matkustusluokka”
(Travel class).
- Under the section “Matkamääräyksen antaja
tai matkan peruste ja/tai oman auton käyttöoikeuden
peruste” (Travel authoriser or grounds for travel and/or
use of own car), indicate the reason for your travel (e.g., Langnet
seminar X, location, date).
- Leave the small box at the bottom of the form empty.
If you have any queries, please contact the Langnet secretary.
2. Event invoice which you will ask the service
provider to send directly to Langnet (the most common procedure
in the case of Langnet seminars)
a) An electronic invoice
An electronic invoice is the preferred option. The delivery address
for e-invoices is:
Electronic invoicing address: 003722857339
EDI code: 003722857339
Operator: Itella Information Ltd.
Operator code: 003710948874
The reference is “Langnet / Meri Korhonen” and the
product name (or reference extension) is, for example, “Programme
X, seminar X, evening get-together at a restaurant”. The expenses
claim must include itemised information about purchased services,
including VAT. For instance, if a supervisor or a student books
a seminar facility with full board (i.e., only one expenses claim
is submitted), the claim must show itemised information about purchased
services, including VAT. If purchasers are unsure about any procedure,
it is recommended they contact the Langnet secretary.
b) Paper invoice
If an electronic invoice cannot be delivered, please ask the invoice
to be sent directly to the University of Eastern Finland, in which
case the delivery address and the payer are the same:
University of Eastern Finland
P.O. Box 96404
FI-01051 Laskut
FINLAND
The reference is “Langnet / Meri Korhonen” and the
product name (or reference extension) is, for example, “Programme
X, seminar X, evening get-together in a restaurant”.
3. Event invoice which you have already paid
(e.g., invoices for refreshments served in small meetings)
To receive a reimbursement from Langnet (Langnet seminars, restaurant
bills, etc.), please complete the travelling expenses claim form
or write your own claim. Briefly describe the activity (e.g., “Programme
X, seminar Y, evening get-together at a restaurant), list its participants,
enclose original receipts with your claim and send the claim, together
with your account details, personal identity code and address, to
the Langnet secretary at the following address:
Langnet / Meri Korhonen
University of Eastern Finland
Philosophical Faculty
School of Humanities
Foreign Languages and Translation Studies
P.O. Box 111
80101 Joensuu
Finland
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