Expenses, purchasing and travel
During your doctoral studies, you will almost certainly need to buy books, order software or perhaps go on field studies or to a conference. This page provides information about expenses, purchasing and procuring services.
Expenses
Expenses are funds that doctoral students can use for necessary expenses in your studies. such as travel, conference participation, summer schools/courses, literature and software. Your principal supervisor and head of department must approve the use of your expense funding before you buy or order anything.
Please note that there may be specific funding conditions for project-specific doctoral students, depending on the project’s budget. This also applies to externally employed doctoral students, depending on the agreement between the employer and the university. This means that if you are a project-specific or externally employed doctoral student, the information below may not be relevant.
Purchasing goods and procuring services
State agencies must follow specific procurement regulations. Procurement rules apply when purchasing items such as computers, software, ergonomic aids, furniture, office supplies, books, travel, flowers and refreshments/catering.
Purchases of computers, mobile phones and office materials are done by administrative staff, but you order software yourself via the Order software form on the employee web. Ask your head of department whether the software should be paid for via your expenses or whether the department has chosen to purchase licenses using other funding. Other goods and services are ordered via Agresso.
To be able to order goods and services using invoicing, you must provide an individual reference code and activity number. If something cannot be ordered via Agresso and the invoice cannot be sent to the university, you must pay from your own expenses and register it in Primula External link..
Ordering books
The university library often purchases the literature needed by researchers and doctoral students, but before a purchase can be made, you should first check whether the library already owns the requested literature.
You can ask the library to purchase the literature, or use project or expenses funding for purchasing. You can check with you finance officer whether expenses funding is available and your supervisor than decides whether you can purchase the literature. Order books through Agresso.
Contact inkop@sh.se if you have questions about purchasing via Agresso.
Travel
Södertörn University has guidelines for work-related travel. These regulate what applies to bookings, remuneration, etc. It is important that you contact your head of department before making a travel order. Read more about work-related travel on the page for Work-related travel and service abroad.
Information
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