Practical Information for our groups

If you do not find the information you seek, send an email to contact [at] pi [dot] lu [dot] se (contact[at]pi[dot]lu[dot]se) for a quick reply to your questions.

The information is divided into the following areas:

Finance: on cost frame, budget, salary costs, guest researchers, billing address and expense reimbursement.

Events: on catering, digital events, Facebook events, calenders and booking venues.

Communication: on LUCRIS, press/media, social media and printed materials.

Premises: on access, premises, parking and safety.

Finance

Budget

The board of the Pufendorf IAS has approved an itemized budget within a set cost frame for all Themes and ASGs. Effectively, this means that the institute manages all financial administration, no funds are paid out to groups, or departments.

The salary, for participation in a Theme, is administrated centrally, by the financial officers of the respective departments.

Any other budget items, as well as any changes, must be approved and planned with staff of the Pufendorf IAS.

The Theme cost frame is closed for expenses on the last day of term. Remaining funds stay with the institute.

Billing address

Please use our billing address, cost centre 859536, and invoice reference our institute administrator: 

Lunds universitet
Pufendorfinstitutet, kstn 859536
[Institute administrator]
Box 188
221 00 Lund

Do not forget to send us a specification of the order by email, including the name of your Theme or ASG. 

NB! LU does not pay for nor reimburse tips, if you wish to leave a tip you must do so on your own.

Visiting research fellows

Themes have the opportunity to invite an international Fellow to work with the group. The conditions are that the visiting researcher has expertise of particular interest for the Theme’s work, and that the principal part of their academic endeavours, as well as current residence, is outside of Sweden. Additionally, the researcher must be able to work full-time alongside the group on site for at least one month. The fellowship can be extended to no more than a total of 3-4 months.

The institute will handle the employment of the international Fellows, as well as questions regarding salary, terms, accommodation, travel and insurance. 

Travel

We ask that the groups themselves make bookings and travel arrangements with the procured agency BCD Travel Sweden AB through the self-booking system. At the start of term the coordinators are given travel booking rights for the Pufendorf IAS through LUCAT. However, any member may have the travel booking rights, simply email contact [at] pi [dot] lu [dot] se. Contact BCD Travel Sweden AB by email or phone:
Telephone: +46 8 505 461 12
Email: lu [at] bcdtravel [dot] se (lu[at]bcdtravel[dot]se)
Log in to the self-booking system

Read more about booking travel on LU staff pages

Invoice all travel and expenses to the Pufendorf IAS.
Go to our billing address on this page

Remember to send us a copy of the booking confirmation to the administrator at Pufendorf IAS. 

Reimbursement of costs

In case costs cannot be invoiced, members of ASGs and Themes employed at Lund University can claim reimbursements via Primula. Send the form in Primula to your home department and inform the person checking the reimbursement requests at your department that they must forward the form to us at the Pufendorf IAS, cost centre 859536. Any original receipts and other documentation must also be sent to the Pufendorf IAS administrator, HS 63.

Guests, Fellows and members employed at other universities cannot claim reimbursement. Costs carried by ASGs and Themes should therefore always be covered by an LU employed member.

NB! LU does not pay for, nor reimburse tips, if you wish to leave a tip you must do so at your own expense.

Events

Please contact us early on for planning and coordination of events.
General advice on planning events, digital meetings and conferences, on LU staff pages

See our checklist for digital events

Catering

Groups are responsible for booking catering. Open Proceedo/Lupin and select among approved suppliers. 

Do not forget to send us a specification of the order by email. The specification should include: The name of your Theme or ASG,   the supplier, and estimated cost and a list of participants including affiliation (department and university).

The following rules and regulations apply: 

Quick reference guide to entertainment

Go to Rules for entertainment (PDF, 326KB, opens in a new window) 

Calendar

Add an event in the Pufendorf IAS calendar by sending us the date, time, venue, title, speaker and a short descriptive text, in both Swedish and English, well ahead of time. Also, specify if the event is closed or open to a more general audience, and whether you would like to advertise the event on the LU calendar.

Book a venue for an event

We prefer that our groups primarily meet and hold events at the institute. Book a venue by sending a request to lokalbokning [at] pi [dot] lu [dot] se (lokalbokning[at]pi[dot]lu[dot]se). If one of our venues is not available, or unsuitable for an event, contact the institute for help booking another venue.

Communication

Lunds University research information database (LUCRIS)

We ask that the coordinator/s for all Themes and ASGs enter their group into LUCRIS. 

In our guide we have detailed how to add a Theme or ASG to LUCRIS
Go to the Pufendorf IAS’ guide for adding projects in LUCRIS (PDF, 292 KB, new tab)

Visit the Research portal

For more general questions regarding LUCRIS, please contact the LUCRIS support at servicedesk [at] lu [dot] se (servicedesk[at]lu[dot]se). 

Press/media

Contact the communication officer at the Pufendorf IAS for press and media related issues and queries.

Social media

Please follow the Pufendorf IAS on social media for news, events etc. And don't forget to tag Pufendorf IAS when you post something related to your Theme or ASG. If you would like advice, tips and support regarding your own group’s social media content, contact us. 

Pufendorf IAS on social media:

LinkedIn: https://www.linkedin.com/company/18441395/

Facebook: https://www.facebook.com/pufendorfinstitutet/

X: PufendorfIAS_LU(@PufendorfL)

Youtube: The Pufendorf IAS_LU

Printed and Graphic materials

The Pufendorf IAS has ready templates with the LU graphic profile and institute logotype. Contact us if you would like to make posters or other printed materials. 

The Pufendorf IAS premises

At the start of term, our house manager will add house access to your LU cards in our security system. This includes your Theme office, which is only accessible to your Theme members, and the Pufendorf IAS staff. The office is yours throughout the Theme period and during all hours, all days of the week. To activate the card, swipe it every morning at the small control box on the ground floor next to the painting with Samuel Von Pufendorf.

For more information about our venues
Visit our page on premises and booking a venue

Parking

At the back of the institute there are a number of parking spaces available to our staff as well as groups and their guests. Please pick up a parking permit from our house manager, Stephan Choquette 

Parking for bicycles is available next to the parking spaces for cars, and towards the front of the garden by Biskopsgatan.

Safety

All Theme members receive a house tour with safety guidelines at the start of the term. Emergency exits are available:

• Through the appointed window in the Theme room for exits from the second and third floors.
• Through the appointed window in the recharge room for exit from the cellar.
• Through the two entrances to house, to south and to the west for exit from the ground floor.

Assembly point for evacuation is at the front of the house.

The institute is locked and access is restricted, contact our house manager for access. Windows are connected to an alarm system, please close them before you leave and before 7 pm. In an emergency, use the emergency door handles to open the door without pressing the button for unlocking. 

If you are leaving and find the seal broken on the emergency door handle please alert a member of staff. If you, or a guest, accidentally break the seal or open the emergency door handle, please alert a member of staff.

Please report technical errors or damages to our house manager.