Employees

Accounting and Financial Management

 

Updated 20 March 2020

 

The Accounting and Financial Management Division has changed some of its procedures so that it can continue to provide its services and meet processing deadlines wherever possible. Priority will be given to payments to students and assistants (e.g., grant payments, financial support, emergency aid and expense claims).

Here are the following changes:

Expense claims

  • The rules set out in directive 0083 on paying and reimbursing travel, entertainment, food and other small expenses still apply, and SI-Notes Expanse Claims (SI notes de frais) should continue to be used systematically.
  • The normal procedure for processing expense claims (i.e., sending hard copies of documents to the accounting team) remains in place but may be affected by delays in the collection, delivery and distribution of internal mail.
  • Alternatively, you can send us the approved expense claim form by email, along with scans of the relevant receipts. Please include the request number, which you will find in the top right-hand corner of the form, in the subject line. These documents must be sent to the following email addresses:

Please keep the original receipts, as you may be asked for them at a later date.

  • Accounting and Financial Managemement Division would ask you not to send expense claims by email and mail at the same time. This will help to prevent payments from being made twice.

 

Invoices processed using SI Engagement & Achat

  • There is no change to this process.

 

Stamped invoices

  • The normal procedure for processing invoices (i.e., sending hard copies of documents to the accounting team) remains in place but may be affected by delays in the collection, delivery and distribution of internal mail.
  • Alternatively, you can send invoices that have been signed by the authorized individuals, as set out in directive 0069 on signing orders, contracts and agreements on behalf of the University, by email to the addresses provided above. Please indicate on the invoice the signatory's full name and the cost center number, and include "Traitement des factures avec étiquettes comptables" in the subject line. It is important to keep the original invoices, as you may be asked for them at a later date.
  • For invoices exceeding CHF 5,000, your supervisor must be copied in on your email, in keeping with the countersignature requirement.
  • Accounting and Financial Managemement Division would ask you not to send invoices by email and mail at the same time. This will help to prevent payments from being made twice.

 

Fund creation requests (directive 0053 on creating and managing a university fund or a generic fund)

  • The normal procedure for creating funds (i.e., sending hard copies of documents to the accounting team) remains in place but may be affected by delays in the collection, delivery and distribution of internal mail.
  • Alternatively, you can send the completed form, along with the documents listed in the directive, by email to the addresses provided above. Please indicate "Demandes d’ouverture de fonds" in the subject line. For faculties, the dean and administrator must be copied in on your email. For interfaculty centres, the director must be copied in on your email. For divisions and services that report to the Rector's Office, the director or the Secretary general must be copied in on your mail. In all of the above cases, this is to ensure compliance with the rules governing signing authority.

 

Billing requests (directive 0044 on drawing up a bill for an external client)

  • The normal procedure for submitting a billing request (i.e., sending hard copies of documents to the accounting team) remains in place but may be affected by delays in the collection, delivery and distribution of internal mail.
  • Alternatively, you can send the billing request by email to the addresses provided above. Please indicate "Demandes de facturation" in the subject line. Given that bills cannot be printed or sent from outside University premises, processing deadlines may have to be pushed back if additional coronavirus measures are put in place. Accounting and Financial Managemement Division apologizes for the inconvenience this may cause.
  • Accounting and Financial Managemement Division would ask you not to send billing requests by email and mail at the same time. This will help to prevent bills from being issued twice.

 

Payments for temp work (directive 0102 on paying staff members for temporary or flat-rate work)

  • The deadlines for sending payment forms for temporary work have not changed (see directive 0092 on deadlines for sending temporary staff files).
  • The normal procedure for processing payments for temp work (i.e., sending hard copies of documents to the payroll team) remains in place but may be affected by delays in the collection, delivery and distribution of internal mail.
  • Alternatively, you can send the payment forms by email, indicating the signatory's full name and the cost center number. The form must be sent to: busal-adm(at)unige.ch. Please include "Formule de paiement temporaires" in the subject line. Your supervisor must be copied in on your email, in keeping with the rules governing signing authority.
  • Accounting and Financial Managemement Division would ask you not to send the forms by email and by mail at the same time. This will help to prevent payments from being made twice.