VAT management
Depending on the size of the event or conference and its complexity, the meeting generates financial assets that needs to be guided and controlled. Budgeting, VAT questions, outgoing and incoming invoices, prepayments and internal accounts are some parts that may occur.
VAT management for conferences organized by KTH
When you make a budget for the proposed conference, it will always be excluding VAT. This is the case when KTH is responsible for the economic result for the conference.
The budget is always calculated excluding VAT, but on the participant fees, you will always add VAT, which will be paid by the conference participants. It is good to know, that it might be different VAT rates for different groups.
Attendees from a revenue-generating Swedish organization
When KTH is the sender of the invoices (the organizer of the conference) and not Axaco , Swedish government authorities must be invoiced without VAT. If Axaco is the sender of the invoices, there will be VAT for all participants, including domestic ones. It becomes VAT-free when an authority invoices another authority within Sweden.
For more information about VAT at conferences, please contact the responsible person for the accountancy at your school. If you have questions about the budget for the conference, please contact evenemang@kth.se , for a further dialogue.
Attendees from non-Swedish revenue-generating organizations
The Swedish Tax Agency has changed the regulations for managing VAT. Previously, the participant could enter the home country's VAT number so that VAT would not be charged when registering for a conference. Today however, everyone must pay VAT when attending a conference, regardless of the participant's home country. Countries within and outside the EU can apply for a VAT refund retrospectively in their home country.
(In other areas, e.g. when purchasing goods, VAT reduction still applies with the help of VAT numbers. Conferences are an exception).
If you have any economical questions, please contact the responsible person for the economy at your school or institution. Our event department can also help you with for example, budget templates, questions about VAT and different payment methods of participant fees.