Invoicing

Invoices are to be transmitted in electronic form in accordance with the agreement on the electronic transmission of invoices after complete fulfilment of the contract or as structured electronic invoices submitted via E-RECHNUNG.GV.AT according to the EU directive 201/55/EU.

An e-invoice is an invoice issued and received in an electronic format. It can be issued to the University of Graz as an e-mail attachment. If an invoice issued on paper is scanned by the service provider and sent electronically, this shall be deemed to be issued in electronic format. A paper invoice for the same transaction may only be issued and submitted if it refers to the electronic transmission and the paper invoice is marked as a duplicate. Invoices sent by fax are not recognised by the University of Graz. An e-invoice will only be recognised by the University of Graz as an invoice if the authenticity of its origin, the integrity of the content and legibility are guaranteed. The e-invoice must comply with the requirements of the Value Added Tax Act 1994 (“UStG 1994”). The University of Graz only accepts documents in PDF format with the complete invoice characteristics as electronic invoices or structured electronic invoices as described above.

Informants:
Sandra Kulhanek
Tel.: 0316 380- 2157
E-Mail: sandra.kulhanek(at)uni-graz.at

Johann Hammer
Tel.: 0316 380- 1893
E-Mail: johann.hammer(at)uni-graz.at

Karl-Franzens-Universität Graz
Zentrale Registratur und Postadministration
Universitätsplatz 3
(A-)8010 Graz (Austria)

Invoices for projects carried out in a personal capacity (pursuant to Section 26 University Act) should be issued and sent as follows:

Ms Professor Jane Bloggs/Mr Professor Joe Bloggs
c/o Karl- Franzens-Universität Graz
Zentrale Registratur und Postadministration
Universitätsplatz 3
(A-) 8010 Graz (Austria)

Delayed receipt will delay payment to the same extent. The documents necessary for the examination, such as delivery notes and time sheets must be enclosed on request. All delivery notes and invoices must include our order number 4500xxxxxx. Structured electronic invoices submitted via E-RECHNUNG.GV.AT must also include our order reference BUNI-B/4500xxxxxx. Invoices which do not include this/these number(s) will be returned unpaid to the supplier! The same applies to reminders. The payment with debt-discharging effect is made on the basis of the bank details initially stored in the system.

Incorrect or incomplete invoices and invoices that do not meet the statutory or contractually agreed requirements, in particular invoices that do not have the SAP order number assigned to the respective order, are marked with a recorded complaint note and returned to the Contractor in electronic form. Such defective invoices are not capable of triggering the legal consequences of proper accounting. Rather, the Contractor is obliged to comply with proper invoicing by means of a correction of the invoice in accordance with the law or by cancelling and reissuing of an invoice.