Project Billing

Timely and proper accounting for the funding application enables the Student Council and the institutions that oversee it to verify that the funds have been used appropriately. The accounting must be structured in such a way that knowledgeable individuals can review it retrospectively within a reasonable amount of time.

All of the following instructions are based on our funding and loan guidelines. It is recommended that you adhere to these guidelines, as this will allow the settlement to be reviewed more quickly. Any deviations should ideally be discussed with the Finance Department in advance.

Completed expense reports (including receipts) must be stapled together and submitted to the Student Council office (Building A, basement, Room 013)—not in clear plastic sleeves. Communication with the Finance Department and digital documents should be submitted via finanzen [at] stura-ilmenau.de.

Final reports must be submitted within 6 months of the project’s completion. If project funds are to be drawn from the current fiscal year, the final report must be submitted well in advance of the end of the fiscal year. We recommend submitting it in early February.

The Student Council may extend the deadline for the final statement upon request, provided there is a valid reason. If you do not intend to utilize the Student Council’s support, please let us know briefly.

• Using the Template for Billing
• The requested amounts should be listed next to the actual amounts.
• The amounts for the items from the approved budget must be presented in the same manner in the financial statement.
• No new items may be added to the settlement. Items may be broken down only on the basis of different receipts or tax treatment. (Example: Appendix 2)
  • New line items in the “Type” and “Detailed Description” columns are not permitted. (See Appendix 2: “AVS Traffic Signs” and “Projector Maintenance”)
  • New items in the “Comments” column with associated expenditure details are permitted only if they represent a breakdown based on different receipts and/or different tax treatments. (See Appendix 2 under “Liability/Accident Insurance”)
• Subtotals must be clearly identified and shown below the itemized totals. Simply bolding the line is not sufficient.
• For each expense or revenue item, at least one corresponding receipt must be submitted and referenced directly next to the item.
• A declaration must be included certifying that the income and expenses are complete and accurate, that the funds were used exclusively for the funded project, and that the expenses were not claimed more than once.

• Deposits are not eligible for funding and must be deducted from receipts. Deposits may be included in the settlement only in exceptional cases with a qualitative justification.
• If expenses decrease to the point where a revenue surplus arises, the funding approved by the StuRa must be reduced first. Only once this has been reduced to 0 EUR may the student contribution be reduced. (See Appendix 2)
• If expenditure items in the financial plan are exceeded, a justification is always required.
• If revenue items fall short of the budgeted amount and the revenue does not come from ticket sales or similar sources, a justification is also always required. A nearly perfect example of a receipt for revenue from box office sales and advance ticket sales can be found in the appendix.

• The summaries should be submitted electronically, provided they were created electronically. They should be .xlsx files or similar.
• Scanned copies of the supporting documents and, if applicable, the summaries should be submitted electronically. These should be PDF files.
• A written (signed) copy must always be submitted.

The bank account information (IBAN) should be included on the documents so that a wire transfer can be made.

• Receipts for expenses must be invoices in accordance with Section 14 of the German Value-Added Tax Act (UStG) or simplified invoices in accordance with the German Value-Added Tax Regulation (UStDV).
• Receipts must be clearly and sequentially numbered and organized according to the items in the financial plan. Each receipt must have its own number.
• If the grant recipient is not eligible for input tax deduction, the receipts do not need to show sales tax.
• For the use of a private vehicle for passenger transport, only a flat-rate mileage allowance (max. 17 cents per kilometer plus 0.2 cents per kilometer per passenger) may be claimed; this requires maintaining a logbook and explicitly stating this in the budget. A justification must always be provided for any detours.
• For income, receipts should be issued whenever possible; alternatively, self-generated receipts may be prepared.
• For cash registers, cash books must be maintained and submitted.
• The original receipts must be attached. If these cannot be submitted—for example, because they are with the tax advisor—this must be noted, and copies of these receipts must be submitted instead.
• Receipts printed on thermal paper or similar materials must always be submitted as copies as well.
• If more than 15 receipts are to be allocated to a project, a tabular overview of the receipts must be prepared. The following information should be clearly stated in this overview:
  • Cost center (type)
  • Item (detailed description + any comments)
  • Receipt date
  • Amount
  • Document issuer (e.g., Kaufland)
  • Number (number you assigned)
  • If necessary: Comment
• If a tabular overview of the receipts has been created, the receipt numbers must still be assigned in the “Receipts/Invoices” column of the statement.