For expenses for entertainment or publications, please submit the corresponding attachments in addition to the posting instruction expenses. In the case of expenses for entertainment, please also note the corresponding provisions of the entertainment guidelines. For expenses in foreign currencies and card payments, please enclose a copy of the Visa/Master/EC card statement. For expenses that need to be capitalized in asset accounting, please enclose a posting instruction for assets.
1. Fill out the accounting instruction: Please start by filling out the accounting instruction for expenses or, if you are the person responsible for the fund, have it filled out and signed by someone else.
2. Have the accounting instruction signed in accordance with the dual control principle: Have the accounting instruction signed by someone else (if you are not the person responsible for the fund, have it signed by the person responsible for the fund).
3. Fill out the attachments if necessary: If you have incurred expenses for publications or in connection with hospitality, please also fill out the corresponding attachments. For expenses in foreign currency and card payments, please enclose a copy of the Visa/Master/EC card statement. For expenses that have to be capitalized in the asset accounting, please enclose an asset posting instruction.
4. Submit the posting instruction including original receipts: Please submit the posting instruction, any attachments, and the receipts/vouchers to the Finance department:
- By internal mail to the Accounts Payable department – please refer to the "Kostenstellenstruktur" (cost center structure) overview for the name of your responsible administrator
- By email to rechnungseingang@leuphana.d
If you submit the invoice/posting instruction by email, please do not submit the documents again by internal mail to avoid possible double payments.
5. Review and payment by the finance department: The colleagues in the finance department will review your documents and authorize the payment. If there are any questions or documents are missing, the colleagues will contact you directly.