Funding

‘Backpack money’ (funds for doctoral students)

What is the ‘backpack money’?

Each doctoral student receives their own so-called ‘backpack money’, officially referred to as “funds for non-graduated researchers” (in Swedish: “medel för ograduerade forskare”), to cover expenses associated with their doctoral studies, such as literature, conferences, and fieldwork. Each doctoral student receives SEK 40,000 in funding. The source of this funding varies depending on whether the doctoral student is financed through faculty resources, a project, or another arrangement.

How does the activity number work?

Once doctoral students commence their employment, an individual so-called ‘activity’ (“aktivitet” in Swedish), consisting of a unique combination of initials and numbers, is created in the university’s internal financial systems, Proceedo and Primula.

This activity functions as the doctoral student’s financial account. The activity number should be used in Proceedo when paying invoices and in Primula when submitting travel expense claims for reimbursement of costs previously paid with private funds.

Remember to use Proceedo for all purchases.

Important before your employment ends

All invoices to be charged to the backpack fund must be received before the end of your employment. Please keep this in mind when planning purchases and travel. For example, it may be advisable to avoid booking trips close to your employment end date.

If you have any questions about how the funds may be used, contact the Department’s finance officers. If you are unsure whether a particular expense is eligible within the framework of your doctoral studies, you should also consult your supervisor.

Further information can be found in the PhD handbook.

Further information can be found on the PhD handbook site here.

Travel

When booking travel or requesting reimbursement through Proceedo, you need to provide the supplier, the type of goods or services, and your activity number.

When paying an invoice, you first select an account and then your activity number.

For faculty-funded doctoral students, the account format is:

253091.21.XXXXXX

For project-funded doctoral students, the account format is:

253091.35.XXXXXX

You can find your activity number in Proceedo by searching for your initials.

If you choose to claim a foreign per diem allowance, it will be paid together with your salary. The cost will be charged to the account funding the trip, such as your backpack fund, a grant account, or a project account.

Links

Business travel | Staff Pages

When you return home from your trip | Staff Pages

Books, materials, and equipment

Books should always be ordered through Proceedo.

Since 2019, all public-sector procurement has been required to use electronic invoicing.

Links

Ordering and invoicing | Internal Department of Political Science

Purchases, invoices, finances | Staff Pages

Applying for additional funding

Many doctoral students apply for external grants and scholarships to fund conference travel, fieldwork, or the purchase of materials beyond the funds available through the backpack fund.

Contact Sofie Lindmark both before submitting an application and after being awarded funding. External funds are managed as separate activities within the university's financial system and are not added to the backpack fund. Sofie can assist you with this process.

When applying for funding, you should use Lund University's bank details rather than your personal bank account. Information about the university's bank details can be found further down on this page. All income and expenditure related to the grant must be managed through Lund University.

To be covered by the university's insurance, travel must be booked, and costs managed in accordance with university procedures. This applies regardless of the size of the grant.

If you are awarded funding, you must request the funds before they can be used. It is important to do this in good time, as unclaimed funds may be lost. Faculty travel grants should be requested as soon as possible after they are awarded.

Further information

Funding your research project | Staff Pages

Travel and research grants | Staff Pages

Invoices

Read this guide on how to review invoices in Proceedo: 

Guide: Reviewing invoices in Proceedo 

Bank information

You may sometimes be asked to provide Lund University's organisation number, bank details, or similar information.

Bank information and certificates (in Swedish) | Ekonomiwebben