Collecting payment from conference participants
VAT on participation fees
Already at the application stage you must indicate what the participation fee is, including VAT.
1) Communication from the Swedish Tax Agency (Skatteverket): “If an employee incurs an expense and pays a conference fee, this is not a transaction between two public authorities and is therefore not free of VAT. It is only in the case of direct transactions between public authorities that no VAT is applied. This is best managed through invoicing.”
2) Participants from the EU can request reimbursement of the VAT charge via their local tax authority. Feel free to point this out in connection with the registration.
Participants can pay their fees in various ways, for example, via bank accounts, card payments, or invoices. Please note that payment of participation fees can only be made to the University’s bank accounts. Managing the University’s payments through a personal bank account or one belonging to another organisation is not permitted. The only exception is when the University’s procured events agency is assigned the task of managing finances and conference participation.
You may provide Lund University’s banking information in connection with registration. Ask participants to clearly indicate your cost centre in the payment reference, for example.
NB! Only the University’s bank accounts may be used!
At registration for the conference, you can also refer participants to the University’s card payments page. Contact Billing and Accounting at the Finance Division, kund [at] eken [dot] lu [dot] se, to receive a link to this page which you can include in the registration form. You will be assigned a special “event” connected to your conference or course that participants should specify. It facilitates payments being made to the correct department.
The Finance Division also has a card terminal which can be borrowed at the time of the conference. Book it by calling or sending an email to kund [at] eken [dot] lu [dot] se well in advance of the conference.
The bank will charge a small fee for card payments, contact the Finance Division at kund [at] eken [dot] lu [dot] se for current prices.
It is also possible to send invoices to the participants, and some companies may require it. The invoices are then made out by the finance officer at your unit/department.
Conference website and participant management
You are welcome to use the services of an external convention bureau or the internal LU Conferences office if your department/unit needs help with developing a conference website and/or participant management in connection with receiving payments.