Erasmus University Rotterdam (EUR) attaches great importance to the timely fulfillment of outstanding obligations. This folder provides insight at a glance into how you can help prevent unnecessary delays in the processing and payment of your invoice.
Your invoice meets the legal requirements, which you can find at Belastingdienst. We will not be able to process invoices that do not meet all requirements.
We are able to receive PDF invoices
You can send an invoice including attachments as a PDF file.
The invoice and any attachments must be combined into one PDF file. The first page should be the invoice, and the second/next pages can include, for example, a timesheet, contract, or receipts. This is necessary to process your invoice quickly and efficiently. The invoice processing system can only handle one attachment. Unfortunately, an invoice with multiple separate attachments cannot be processed.
If there are multiple invoices, we ask you to send a separate email for each invoice.
Additionally, please ensure that all requested information is included on the invoice. Handwritten additions on the PDF invoice or attachments cannot be processed.
You can only share your invoice with us digitally by emailing us.
Please state on your invoice:
- The correct name and address. The invoice must be addressed to Erasmus University Rotterdam, Burgemeester Oudlaan 50, 3062 PA, Rotterdam.
- An EUR order number or an EUR budget number. You have received this number with the order, it is typed and not handwritten. The order number always starts with the letters ORD and has the following format: ORD0Q0012345. The budget number consists of 8 digits or more and is correctly written. The first eight digits are together without spaces, periods, or other characters. If the budget number contains more than 8 digits, use a dot after the first eight digits and then a dot after every three digits, e.g. 12345678.123.123
If you have questions about your order or budget number, please reach out to your contact person within EUR.
Credit invoices should be sent within 10 working days after making the agreement, including the relevant purchase order number, invoice number, and budget number.
Always include the same details on a credit invoice as on the debit invoice, not just the debit invoice number.
- Submit your invoice on time.
- Ensure that your invoice meets all the requirements as described on this page.
- Ensure your invoice contains a clear and complete description of the services or goods provided, without using abbreviations. Add any supporting attachments, such as a (signed) timesheet or contract.
- Clearly state the VAT categories and corresponding rates on the invoice, such as exempt, reverse charge, 9%, or 21%.
- If applicable, state deductible and non-deductible VAT separately.
- If you are a foreign entrepreneur, in addition to your own VAT number, also include the VAT number of Erasmus University Rotterdam on the invoice.
- Accept or invoice an order without having received an EUR order number or a budget number in combination with the company name.
- Use a EUR budget number from a previous order by Erasmus University Rotterdam without consulting the university.
- Submit an invoice that relates to several EUR budget numbers of the Erasmus University Rotterdam (unless this has been contractually agreed with you).
- Submit collective invoices (unless this has been contractually agreed with you).
- Use prices, quantities or descriptions other than those stated on the order.
- Submit invoices that exceed the total order value.
- Settle debit and credit invoice (without consultation). Never combine a credit invoice with a debit invoice.
Sending an e-invoice to us
We can receive e-invoices after an agreement has been made about this. This is necessary to process the e-invoices correctly. We ask you to submit the e-invoice in the UBL 2.0 or 2.1 SI format. To ensure this process runs smoothly, the EUR's connection team will contact you so that the e-invoicing can be tested. Unfortunately, invoices sent without prior consultation with the connection team cannot be processed.
Changes in invoice terms and/or invoicing/administration process
If EUR changes the invoice terms and/or its invoicing/administration process during the term of an agreement, you will receive a notification of this and an updated version from EUR.
Questions? Contact the accounts payable department of EUR
- Email address
- accounts.payable.fin@eur.nl
- Phone
- 010 – 408 8010