Collecting payment from conference participants
As soon as you start planning your event, you must decide on the participation fee and how you will receive payments. Here you can read about the VAT rules and the various possible payment methods.
VAT on participation fees
Already at the application stage you must indicate what the participation fee is, including VAT. This will depend on whether the conference is held on site in Sweden or digitally, and on where the participants come from.
|Participant from||Card payment||Invoice||Bank transfer|
|Swedish public authorities||25% VAT (1)||No VAT||No VAT if the transfer is made between the public authority's bank account and Lund University. 25% VAT if the participant transfers the money from a personal bank account. (1)|
|International participants taking part digitally, with a VAT number or equivalent VAT registration number||Invoice to be issued, 0% VAT, reverse charge||0% VAT, reverse charge||Invoice to be issued, 0% VAT, reverse charge|
|Other participants (including international participants taking part on location)||25% VAT||25% VAT||25% 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.”
Participants from businesses and organisations with VAT numbers within the EU have the opportunity to claim the VAT back from their local tax authority. Please refer to the information on the EU website.
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 the Finance Division via the support form and include the name selected for the conference, the date/s concerned, and your account activity if applicable, 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 filling out the supportform well in advance of the conference.
The bank will charge a small fee for card payments, contact the Finance Division via the support form 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.