Instructions for approved nominations – SciLifeLab The Svedberg seminars

If your nominated speaker has been accepted by the committee to give a seminar at the SciLifeLab-The Svedberg seminar series, you will be the host for the seminar. As a host, you will be responsible for organizing the speaker´s visit.

SciLifeLab covers the costs for:

Travel – flight in economy class + taxi from/to the airport in Sweden. (booked by the host)
Accommodation – two hotel nights for one person. (booked by the host)
Social activity – one dinner or one lunch for 4 persons; max cost for food and beverages 1000 SEK/per person incl. VAT. (booked by the host)
IMPORTANT!!! The restaurant shall send an invoice to Uppsala University as stated in paragraph Social activity). Do not pay with your credit card or cash.
Seminar room (booked by the SciLifeLab representative)
Seminar coffee (booked by the SciLifeLab representative)
Advertisement – (host and SciLifeLab representative together)

Travel arrangements

Flight in economy class + taxi from/to the airport in Sweden.

We recommend you, as host of the seminar, to book travel and accommodation for the speaker by the Uppsala University travel agency Lingmerths Resebyrå AB.
Upon receipt of the invoice for travel costs in Visma Proceedo, please select Choose another reviewer and forward the invoice to ref 425000, Frida Lind.
More information about travel booking is found on https://www.uu.se/en/staff/service-and-tools/business-travel and more information about invoices in Visma Proceedo is found on https://www.uu.se/en/staff/service-and-tools/tools-and-guides/make-purchases-and-handle-invoices/invoices-in-proceedo

If the speaker prefers to book flight him/herself, kindly ask the speaker´s employer/organisation/university to do so and send a formal invoice of the costs. The invoice is sent to “Office for SciLifeLab in Uppsala, Uppsala University, Ref 425000, att. Frida Lind, Box 3037, SE-750 03, Uppsala, SWEDEN”,including original invoice, receipts, tickets, itineraries.

Please note that Uppsala University can only reimburse organizations, i.e. no private claims will be reimbursed. Reimbursement claims must be made within one year after the seminar.

In the unfortunate case that, your speaker needs private reimbursement for the travel, the speaker will need to send a SINK request to the Swedish tax agency and a bank transfer request to the Nordea bank before the reimbursement can be processed. This can take up to several months to complete. Please, contact thesvedberg@scilifelab.uu.se for information on how to proceed.

Hotel

If the speaker needs accommodation due to flight schedules, you as the host may book hotel, max 2 nights, at one of our procured hotels:

Clarion Collection Hotel Uppsala
Best Western Hotel Svava
CityStay Hotel
Hotel Stella Uppsala

We kindly ask you to make sure that the hotel sends the invoice to Uppsala universitet, ref 425000, Invoices, Box 148, 751 04 Uppsala. Do not pay with your credit card!

SciLifeLab will cover costs for a dinner or lunch with the visiting guest, the host and no more than two additional guests, relevant for networking. According to the general guidelines for Uppsala University, the maximum cost for food and beverages per person is 1000 SEK incl. VAT.
Make sure that the restaurant sends the invoice to Uppsala University with your reference number, Uppsala universitet, Invoices, Box 148, 751 04 Uppsala

Upon receipt of the invoice in Visma Proceedo, please state the names and affiliation of all guests in the text field “Kommentar”. Select Choose another reviewer and forward the invoice to ref 425000, Frida Lind.

Please note that Uppsala University can only reimburse organizations, i.e. no private claims will be reimbursed. Do not pay with your credit card or cash.
Kindly note that, Uppsala University does not allow “tips” on dinners.

The SciLifeLab The Svedberg seminars will be announced (1) in the SciLifeLab newsletter, (2) via an email with a seminar flyer that is for distribution to the scientific community and (3) via a seminar flyer that is sent to the host for distribution to his or her own network.
Kindly note that, the seminars with the highest attendance are those where the seminar host has been active in announcing their seminar within their network

Attendance list

Since the seminar series also is a PhD course it is important that the attendance list is passed around during the seminar. The SciLifeLab representative (not the host) is responsible for bringing the attendance list to the seminar.

Seminar coffee

The SciLifeLab representative is responsible for ordering coffee to the seminar room. For questions, contact thesvedberg@scilifelab.uu.se