Procedure for booking restaurants in connection with SDU activities:
Meetings outside SDU and restaurant visits.
- Lunch or dinner, paid by SDU, may have a maximum cost of DKK 700 incl. VAT per participant.
- The Purchasing Office has signed agreements with several restaurants for hosting an event within the amount limit.
- If you don't want to use any of our agreements, you are free to use other restaurants than those included. Bare in mind that the same rules still apply.
- DBM has an alcohol policy which states that you cannot have any alcohol at lunch at both SDU and in a restaurant. At dinner you can have 2 drinks or 3 drinks at special occasions.
- Danish suppliers of goods and services to SDU must, according to the law, send an electronic invoice to SDU.
- You must have the restaurant send us an electronic invoice, so we can withdraw the VAT.
- All suppliers are created in SDU´s account system with a payment deadline of 30 days after receiving an invoice.
Exceptions to payment method:
Danish suppliers of goods and services to SDU must, according to the law, send an electronic invoice to SDU.
If you pay your self (private or SDU credit card) and wants it reimbursed, we can’t get withdraw any VAT.
Approval can be waived in special cases from Professor & Head of department Dannie Kjeldgaard upon justification and approval of the purchased or reimbursement.
Please attach Dannie Kjeldgaard´s approval in zExpense.
Documentation:
- Receipt from the restaurant
- Full name of all participants? (Incl. yourself).
- Organization of all participants? (Incl. yourself).
- Approval from head of group e.g.
- Who is paying
Send all documentation to DBM Economy Mailbox dbm-economy@sam.sdu.dk
Link to restaurants on SDUnet here.
Link to Internal Circular on Entertainment Dinners here.
Link to electronic invoice on SDU here.
If you have any queries, please contact the financial team for more information or help.