Topics
- Invoice entry: On-site training opportunities at the institutes
- Timely settlement of credit card receipts
- Deadlines for refunds and private sales
- Ineligible purchases: Decorative items
- Revenue block on collective internal orders
- Project completions in the TISS project database
- FFG topics
7.1. FFG applications: main account vs. financial coordinator account
7.2. Use of Equipment in FFG Projects
7.3. Internal cost allocation in FFG projects from KLF 3.1 onwards
7.4. Previous year's hourly rates for FFG project billing
1. Invoice entry: On-site training opportunities at the institutes
Since November 2025, the Bursar's Office has been offering weekly on-site training sessions at the institutes. During these training sessions, participants practise entering incoming invoices and recording refunds and private sales, and discuss the underlying specifications and guidelines. We cordially invite you to take advantage of this new training opportunity and to contact our training and quality officer Monika Graf-Stücke by email.
2. Timely settlement of credit card receipts
Credit card receipts must be submitted as quickly as possible, at the latest at the time of debiting. Receipts that are not submitted after a reminder from the Bursar's Office will result in the credit card limit being reduced for a period of six months.
3. Deadlines for refunds and private sales
Refunds and private sales submitted more than 6 months after purchase will be rejected. In the last quarter of the year, the submission period is reduced to 1 month.
4. Ineligible purchases: Decorative items
Christmas is fast approaching and the temptation to buy decorative items such as Christmas trees, candles, garlands, Christmas decorations, etc. is great. Please note that decorative items of any kind are not refundable.
5. Revenue block on Sammelinnenaufträge
From January 1, 2026, all Sammel-Innenaufträge will be blocked for revenue postings / incoming payments. Sammel-Innenaufträge are generally only intended for project billing on the income side. This means that incoming payments in the third-party funding area can in future only be posted to Projekt-Innenaufträge – in accordance with the project entries and contracts stored in the TISS
6. Project closures in TISS project database
To project leaders: If the end date of your project has long passed and the project has already been settled with the funding agency, we kindly ask you to submit the project for completion in TISS by January 31, 2026. Project Controlling has already sent numerous messages requesting the closure.
As of February 1, 2026, Project Controlling will close all projects whose duration has been significantly exceeded according to the contract, regardless of whether they are ongoing or in post-processing in TISS. Project extensions are only valid if a contract or other written agreement has been uploaded to TISS and the master data have been adjusted. Settlement will be made to the respective collective internal orders (Gruppen- oder Bereichssammler). Any personnel financing will also be transferred to these collective internal orders. As a general principle projects have to be closed and settled after receipt of the last installment of funding/payment.
7.1. FFG applications: main account vs. financial coordinator account
Please only use the Financial Coordinator Account for FFG projects when funds are passed on to external partners. In all cases where the TU Wien is consortium leader but only collaborates with TU Wien internal partners or external partners with 0% funding, please use the Main Account in application proposals. The IBAN provided in project applications will also be used in eCall. In the project application process it is thus vital to enter the correct account number into the eCall. Link to TU accounts: Girokonten | TU Wien
7.2. Use of Equipment in FFG Projects
In order to minimize the risk of double funding for equipment usage, the depreciation of the respective equipment must appear on the internal order of the FFG project. Please send the following information before starting the usage of the equipment by email to the Asset Accounting Department (anlagenbuchhaltung@tuwien.ac.at):
- the asset number
- the internal order under which the depreciation should be booked in future (retroactive changes are not permitted)
- the effective date from which this should take place, and
- a brief justification.
Changes to internal orders can only be made within the same segment – changes from global to third-party funding budgets, or vice versa, are not permitted.
7.3. Internal cost allocation in FFG projects from KLF 3.1 onwards
According to Cost Guideline 3.1., an internal service allocation within the TU Wien, where an organizational unit provides a service for an FFG project of another institute, must be invoiced under investment use / machine hourly rate (without profit mark-up, no market price). The 25% overhead is automatically added to the category of investment use and is not to be charged by the service provider. The service provider can however charge the overhead with a separate invoice.
Please contact the Service Unit of Project Controlling in case of questions. (projektcontrolling@tuwien.ac.at)
7.4. Previous year's hourly rates for FFG project billing
For FFG project billings in eCall the personnel only hourly rates of the last completed calendar year can be used. The only exception are new appointments at TU Wien in the current billing year.
Example:
Reporting period: October 2024 to September 2025 The person has worked for the project in 2024 and in 2025.
Calculation of personnel costs 2024: Hourly rate 2024 x hours worked for the project in 2024
Calculation of personnel costs 2025: Hourly rate 2024 x hours worked for the project in 2025