Step 5: Managing the funds

During the project:

  • Financial officers assist project managers with accounting, as needed or per agreement.
     
  • Project managers should report any financial changes to financial officers. This includes staff changes (leave of absence, parental leave, sick leave) and budget changes (extended project time, etc.).
     
  • Claims are initiated by the project manager, unless otherwise specified from the outset.
     
  • Invoices (from suppliers) are managed through Raindance on a running basis.
     
  • Client invoices (internal and external), contact your financial officer.
     
  • Follow the Policy for Representation, Meal Allowances and Gifts at Karlstad University carefully. 
  • Trips have to be booked through the University’s travel agency, VIA Egencia. More information on Inslaget.
  • Expenses and travel expenses are claimed via Primula. Remember to scan in and attach receipts and other documentation. Important to send the originals to the HR department, which also provides support in these matters.
     
  • Procurement of fixed assets: some are reported immediately in the accounts, while larger investments depreciate over a longer period. Discuss this with your financial officer.