Practical Information for Themes and ASGs

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.

Premises: on access, premises, parking and safety.

Events: on catering, digital events, calendars and booking venues.

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

Finance

Budget - a k a "cost frame"

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

Read our "step-by-step" guide for invoice and reimbursements:

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 at your own expense.

Reimbursements

In case costs cannot be invoiced, members of ASGs and Themes employed at Lund University can claim reimbursements via Primula. Please follow the step-by-step guide: 

Guests, international 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.

Travel

Planning a study visit? Inviting guests? Are the dates for your international Fellow set? Please contact administration [at] pi [dot] lu [dot] se (administration[at]pi[dot]lu[dot]se) as soon as possible, and we'll help you with travel arrangements.

International fellows

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

Link to more information about the international fellows programme

Events and Catering

We want your event to be successful, the sooner you tell us about your plans, the better support we can provide. We encourage you to read our guide summarizing what you need to know in terms of catering, invoicing etc. 

Thers is a template for attachment to invoices connected to your event as well:

And a checklist for digital/hybrid events:

Pufendorf IAS checklist for digital events

General advice on planning events, digital meetings and conferences, on LU staff pages

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 other LU calendars as well.

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.

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.

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 the communication officer. 

Pufendorf IAS on social media:

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

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

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.