Økonomi for doktorgradsstipendiater ved SAM - Ansatt

Accounting Project

All PhD research fellows employed in recruitment positions at OsloMet – Faculty of Social Sciences (funded by OsloMet itself) have their own accounting projects. All project numbers start with 20 followed by four additional digits (e.g., 200439). The project will normally have a name like: Rekr.stip. OsloMet + your name. This means you have a dedicated accounting project.

Accounting / “Shadow Accounting” / Personal Overview

All operating expenses related to your PhD project are recorded in your accounting project. All PhD research fellows employed in recruitment positions at OsloMet have their own operating funds at their disposal. From 2022 onward, the rate increased to NOK 99,000 for the entire fellowship period, regardless of its length and independent of budget year. This is a fixed amount, but it is possible to apply for additional funding (see separate section). Fellowships awarded to the faculty before 2022 have a lower amount, which varies depending on when the position was allocated.
The faculty administration manages the accounts for operating expenses. You may contact your financial officer at any time to verify your personal overview. Financial officers are:

Guidelines for Use of Operating Funds

The faculty dean has established guidelines for the use of operating funds.

All internally funded PhD research fellows have funds available to cover operating costs.
Operating funds may be used for purposes relevant and connected to the PhD work: books, travel, publication costs, language editing, etc. The funds cannot be used for the dissertation dinner.
The operating funds should normally be used during the employment period as a PhD research fellow.

If not all funds have been spent when the employment period ends, the following applies:

If you have not defended your thesis, unspent funds may be used until the defense, as long as you still have a place in the PhD program. A written agreement must be made specifying the amount, purpose, and relevant dates.
If you have defended your thesis, any unspent funds will be withdrawn. The main exception is if you have a pre-defense agreement on dissemination activities (e.g., presenting a paper at a conference).
Another exception is if the research fellow plans, but does not yet have an agreement for dissemination. In this case, you may apply to the head of department for permission to use a specific amount within a certain period after the defense. Such applications must be submitted before the employment period ends. Applications and responses must be emailed to:
ABI and JM: sveinsk@oslomet.no
SF and HHS: bakivu@oslomet.no

Other Funding

It is possible to apply for additional funding. You may apply the facultu for an international mobility grant through the faculty, up to 3 months, and for language editing support. In addition, your research group/academic gruoup may provide support for conferences or transcription.

Purchasing

ll purchases must be pre-approved by your line manager. Travel must be approved electronically in the travel reimbursement system, and bookings must be made through Berg-Hansen using their online solution. All other purchases are made via “Min Bestilling” on OsloMet’s website.
You must provide a reference when making purchases — this should be the cost center for your unit:

ABI – 5200
JM – 5300
SF – 5500
HHS – 5600

Externally Funded PhD Research Fellows

Those employed in PhD positions within externally funded projects normally do not have their own accounting projects for salary or operating funds. These are included in the external project’s accounts. Normally, there are no earmarked operating funds for research fellows in such projects, but they may cover their operating expenses using the project’s operating funds. Such use must be approved by the project leader (and the head of department).
The same purchasing rules apply, but with different references and project numbers. You can obtain this information from your financial officer:
• ABI and JM: sveinsk@oslomet.no
• SF and HHS: bakivu@oslomet.no