Financial Guidelines

A. The antenna

Your financial antenna

Since 1 January 2008, a decree has obligated the K.U. Leuven to submit its annual accounting to an auditor for approval. Accordingly, strict rules and procedures should be followed. The financial employees from the various faculties and services are brought together in “antennas”. Only those employees are authorized in the SAP system to couple transactions together with your credits.

Who do I contact?

JACQUELINE VAN HAL                             01.07 016 323868
--> orders, professional expenses, credit card processing,
      outgoing invoices
Mon 13-17, Wed 8-17, Thu 13-17, Fri 8.30-12.30

HARLINDE BORMANS 01.14 016 323888

--> student employment contracts, conference finances

ANNE DEMOULIN -antenna coordinator- 01.14 016 323866

--> budget-control forms, staff funds (projects and other)

B. Expenditures

All staff members are obliged to act according to the guidelines on operating costs. The work-related character has to be proved for all expenditures which are paid by credits. This is possible by means of a program, an invitation from the organization, e-mail correspondence concerning your stay, the insurance form for going abroad: KULoket/staff member/my data/mobility.

1. Orders

When you want to order something (sandwiches, toner, books, tickets, etc.) please contact the supplier and arrange the order/reservation. Mention that a purchase order will follow. Afterwards ask Jacqueline Van Hal to make the purchase order. Mention the article, the price (possibly an offer) and the credit number. She will send the purchase order to the supplier and handle the payment.For some articles you are obliged to choose a particular supplier. Here you find an overview. For ordering computer articles (except for toner) please contact Filip Ons.

Please note that you have to contact and arrange your order with the supplier BEFORE you ask Jacqueline to make a purchase order.

2. Reimbursement of costs

2.1 Travel Expenses Form

In order to be entitled to reimbursement of mileage costs, please request permission to use you car for work-related purposes through K.U.Loket. You can obtain a reimbursement by means of a travel expenses form which can be found on K.U.Loket/staffmember/mydata/Mobility. Please mention the credit in the text field 'motivation'. 'Purchasing group' is A03.

2.2 Cost form + credit card processing

For each request for reimbursement of costs, please clarify the work-related character and hand in all original documents to Jacqueline Van Hal. Send her the cost form by using the button ‘send to antenna’. Please mention the credit number in the text field 'motivation'. 'Purchasing group' is A03.

	Cost form	Credit card statement
Prove work-related character?	Yes	yes
Original invoice needed? Invoice on work adress with KUL-VAT-number?	Yes Not obligatory	Yes Obligatory
Proof of payment needed?	yes	No

2.3 Possible problems

- You haven’t received an invoice or you have purchased something on the internet --> tick off the clause in the cost form by clicking on the red cross under the date.
- You have received an invoice on your work address without the VAT-number --> ask the supplier for a new invoice with the VAT-number (BE 419.052.173).
- You have lost your tickets or other proof --> attach a signed and dated sworn statement to your form.

NOTE: Mention the VAT-number 419.052.173 next to your name whenever you purchase something over the internet. Like this, the VAT-number will will be printed and it will be easier to have the cost reimbursed.

3. Speakers’ honoraria

In order to pay a speaker, his personal data are needed. These can be noted on the form ’request for reimbursement’. Hand in the original documents and a motivation of the payment and the credit to your financial antenna.

C. Income

1. Your honoraria and reimbursement of travelling costs

When you want to receive income on a credit, the sum has to be claimed beforehand by means of an invoice made by the antenna. There can be no deposits before the invoice is sent.

Provide the following information to your antenna:
- full name and address of the customer, language, VAT-number
- description of the performance and the amount agreed on
*for foreign customers extra information will be asked for by the antenna

2. Conference grants

When you receive a letter that a certain amount of money will be deposited in your credit account for the organization of a conference, hand it over as soon as possible to Harlinde Bormans. Without the letter, the money can not be charged to the credit account. Important: in the letter, the word 'grant (or toelage)' has to be mentioned clearly.

3. Conference registration

When you expect registration fees, please contact Harlinde Bormans, before printing the brochures.

4. Funds for employing staff

When you expect funds for employing people, please contact Anne Demoulin.

Questions? Contact Harlinde Bormans.

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