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Purchases, invoices, and travel and expense refunds at IMV

As of 15 March 2020, purchases, invoices, and travel and expense reimbursements are handled by the Faculty of Humanities Finance Section.

Purchases

Deadlines

  • We must receive notice at least 1 week before an order is to be sent from the University to the goods or service provider
  • We kindly ask you to submit purchase requests via the online form below as early as possible, preferably as soon as you know there is a need for goods or services
  • When filling in the online form, have the Department code, if applicable the project code and the cost allocation code at hand. Please contact the Head of Administration if you do not know which codes to use

Ordinary purchases

Order

  • All orders of goods and/or services must be placed by the purchase officers via UiO's purchase management system
  • To avoid delays the Department code, cost allocation code, and if applicable the project code must be stated along with the request
  • Should your request not fit into one of the categories in the online form, please use the option "Other" and include a description of the goods/services requested. The same field can be used for questions or adding comments 
  • You will always receive a confirmation that your request has been registered, and you will be contacted by one of the purchase officers in the Finance Section if additional information is required

Travel and hotel for guests

Requests should be emailed to regnskap@hf.uio.no and include the following information:

  • The traveler's name
  • Places the person will be traveling to and from
  • Dates of travel
  • The guest's contact information (email address and phone number)
  • Department code, if applicable the project code, and the cost allocation code

IT and AV equipment

To purchase IT og AV equipment, contact the Faculty of Humanities IT section via UiO:Hjelp

Tuning of pianos, grand pianos, harpsicord and fortepiano

Requests pertaining to tuning of instruments should be directed to Heidi Bråthen.

Purchases you can do on you own

Travels, hotels, books and business cards are not handled by the Finance Section. 

 

Travels and hotel bookings for employees

Book travel

 

Books

  • The University has a contract with Akademika that covers Norwegian titles
  • If Akademika has the books you need in one of their stores, you can pick them up directly from the store
    • When doing so, you will have to state your personal cost allocation code, and if applicable your project code
    • Department code for IMV is always 143600
    • Contact the Head of Administration if you have questions pertaining to project and/or cost allocation codes
  • The University does not have any agreements covering international titles
    • You may use the supplier of your choice
    • You pay upfront for the books and submit a reimbursement claim in the HR portal when you have all the required documentation of the expenses

Business cards 

  • Are ordered directly via the University Print Centre's online portal
  • In the shopping cart you enter you personal cost allocation code, if applicable the project code, in addition to choosing "143600 Department of Musicology" under "Other information"

Invoice

  • When you have ordered goods or services the University will receive an invoice
  • The Finance Section will ask you to confirm that the invoice is correct. This means that you have received the goods/services and that the whole order has been delivered

Travel and expense refunds 

Processing time

  • It takes between 3 to 6 weeks from the time you submit a reimbursement claim, until the refund is paid to your account
  • In order for reimbursements to be processed as quick and smoothly as possible, it is important that you state the correct department code, if applicable project number, and cost allocation code

Employees

Guests and other external affiliates

  • External affiliates, such as guest lecturers and students, must fill in a hard copy of the expense reimbursement form and make sure to submit original documentation 
  • The guests fill in name of traveler, date of birth, address, bank account number and a description of each documented cost calculated in NOK, and sign the claim
  • The Finance Section fills in the fields pertaining to the accounting of the costs (account, place, project, cost), and ensure the claim is countersigned and approved
  • Digital receipts must be printed and submitted along with the hard copy of the expense reimbursement form
  • Travel reimbursements should be submitted without delay, and at the latest one month after the travel is completed

How do I sumbit hard copy travel and expense reimbursement claims?

  • Send by post to Department of Musicology, P.O. Box 1017, Blindern, 0315 Oslo
  • Put it in the letterbox (shelf) "Refusjoner og reiseregninger" in the post room on the second floor of the ZEB building 

Payments to foreign accounts

If the payment is to be made to a foreign bank account, a hard copy of the form for payments abroad must be filled in and submitted along with the reimbursement claim.

Published June 6, 2019 10:22 AM - Last modified June 4, 2020 2:01 PM