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Here you will find all the necessary information for issuing invoices to acib correctly, as well as our bank details for international payments.
Invoicing acib
Correct and complete invoicing is essential for the efficient processing and timely payment of your invoices. We therefore ask you to strictly adhere to the following administrative and legal requirements
Invoice address:
All invoices must be issued to the official company address of acib GmbH: B acib GmbH, B Krenngasse 37, 8010 Graz, Austria
Formal requirements & mandatory details
In order for an invoice to be accepted and approved by our accounts department, it must contain the following information in addition to the statutory elements required by the Austrian Value Added Tax Act (UStG):
- acib order number (Purchase Order): Every invoice must include the order number (PO number) provided by acib. Without this reference, the invoice cannot be systematically matched and will be returned for correction.
- Period of service:Please specify the exact period during which the service was provided or the goods were delivered.
- VAT numbers:Both your VAT number and acib’s VAT number (ATU54545504) must be clearly visible.
- Detailed description of services:Lump-sum invoices without reference to a specific project or work package cannot be processed.
Submission & formats:
We are promoting fully digital accounting to reduce administrative effort and conserve resources.
- PDF submission: Please send invoices exclusively in PDF format to our central e-invoicing address: invoice@acib.at.
- One invoice document per file: Each invoice, including all necessary attachments (such as proof of work), must be combined into a single PDF file.
- E-invoicing standards: For partners in the public sector or large corporations, we can, if required, assess and implement integration with common e-invoicing standards (such as XRechnung or transmission via Peppol). Please contact us in advance to discuss this.
Statements of work for services:
For service contracts and contracts for work (e.g. consultancy services, laboratory analyses, expert reports), a detailed statement of work must be attached to the invoice. This may take the form of an activity report, a handover report or a clear breakdown of hours worked. As a research institution, we are obliged to provide our funding bodies with complete documentation of the use of funds; therefore, the provision of this evidence is a mandatory prerequisite for approval and timely payment.
VAT and customs (international):
Due to our international focus and the use of public funding, cross-border transactions are subject to particularly strict scrutiny by the tax authorities.
- Intra-Community supplies (EU): When dispatching goods within the EU, it is mandatory to provide both valid VAT registration numbers (UID). The invoice must contain the explicit note ‘Tax-exempt intra-Community supply in accordance with Section 6(1) of the German VAT Act (UStG)’.
- Reverse Charge (Services): For cross-border services, the tax liability is transferred to acib GmbH. Invoices must include the note ‘Transfer of tax liability – Reverse Charge’.
- Customs and imports from third countries (Non-EU): acib has a registered EORI number. The following points must be observed for all physical imports:
- Incoterms: Unless otherwise agreed, we expect deliveries in accordance with the Incoterm DDP or DAP.
- Customs documentation: The consignment must be accompanied by a proper commercial invoice with the correct commodity code (HS code).
- Prior coordination: Please ensure you contact us before dispatch to agree on the arrangements
Special provisions for university partners:
Due to the close personnel and spatial links with our partner universities, the following additional provisions apply:
- References: Invoices must include the institute or department as well as the acib order number or the relevant project reference.
- In-house billing: Before invoicing, it must be clarified whether a service subject to VAT (not within the COMET sector) is involved.
- Staff billing: Time records (timesheets) in accordance with FFG/funding guidelines must be made available at the partner’s premises for the verification of staff costs by funding bodies or auditors.
Payments to acib
| Bank Institute | Steiermärkische Bank und Sparkassen AG |
|---|---|
| BIC (SWIFT) | STSPAT2G |
| IBAN | AT83 2081 5032 0040 3644 |
| VAT-Number | ATU54545504 |
| Company Registry Number | FN 224687y (Landesgericht für ZRS Graz) |
Authenticity features of acib invoices (prevention for partners):
To protect yourself against fake invoices or attempts at manipulation (e.g. through ‘man-in-the-middle’ attacks), please note the following features of genuine acib invoices:
- Official dispatch: Invoices from acib are sent exclusively from email addresses within the @acib.at domain
- Reference check: Every invoice contains a clear reference to a project, an event or an order, as well as the name of the relevant acib contact person.
- Bank details verification: The bank details stated on the invoice must match the details published here on the official website.
- No unsolicited account changes: acib will never unsolicitedly ask you via email or a link to change your account details for a payment. Such changes are always communicated in writing and via a verified process.
Date of fulfilment:
Payments are only deemed to have been made once they have been irrevocably credited to the acib account. Only then does the payment become effective. Please take standard bank transfer times into account when adhering to payment deadlines or discount agreements.
Credit card payments & digital payments (Stripe):
For specific services – in particular for congress and conference fees, workshop fees and selected services – acib offers a secure online payment option.
- Processing via Stripe: Payment processing is handled by our certified partner Stripe.
- Payment process: During registration or invoicing, you will receive a uniquely generated, secure payment link.
- Maximum data security (PCI-DSS): acib does not store credit card data in its own systems at any time. The entire transaction is encrypted on Stripe’s servers.
- Automated receipts: Upon successful completion of the transaction, you will immediately receive a payment confirmation via email.
Unaccepted payment methods
To prevent money laundering and fraud risks and to ensure complete transparency, acib does not accept any of the following payment methods:
- Cash: Payments in physical currency are excluded without exception.
- Cheques: Bearer or clearing cheques are not accepted due to the high risk of misuse.
- Cryptocurrencies & Virtual Assets: Payments via Bitcoin, Ethereum, stablecoins or other digital tokens are not possible.
- Anonymous prepaid cards: Prepaid cards or gift cards are not accepted as a means of payment.
- Money orders: Money orders without a clear bank reference are excluded.
- Third-party payments: Payments from accounts not held in the name of the contracting party will be rejected without prior written agreement.
- Bills of exchange (securities): Due to the legal complexity, the time-consuming creditworthiness and authenticity checks, and the increased risks of misuse and money laundering, the use of bills of exchange as a means of payment is excluded.
- Security based on bills of exchange: Security or payment undertakings based (directly or indirectly) on bills of exchange or similar negotiable securities are not used or accepted by acib.
Furthermore, acib reserves the right to reject other unusual, difficult-to-trace or legally/regulatorily problematic payment instruments, particularly where transparency, clear traceability to the contractual partner or anti-money laundering requirements are not ensured.
Payment terms and interest on arrears:
As a research institution funded predominantly by public funds, we bear a special responsibility for the careful and transparent management of these funds. Consistent management of deadlines and payments is therefore essential for us.
- Payment terms: Unless otherwise agreed in the contract, payments to acib are due within 30 days of the invoice date, net of any deductions.
- Flexibility in the event of delays: We value a cooperative partnership. Should deadlines unexpectedly prove impossible to meet, we ask that you proactively contact our accounts department.
- Interest on late payments: In the event of late payment, acib reserves the right to charge interest on arrears in accordance with Section 456 of the Austrian Commercial Code (UGB) at the applicable rate.
- Reminder fees: Unless otherwise agreed in the contract, a flat-rate compensation amount of €40.00 may be claimed in the event of late payment in accordance with Section 458 of the Austrian Commercial Code (UGB).
Corporate Governance & Compliance
Ethics and Whistleblowing System:
acib is committed to ethical corporate governance. In accordance with the EU Whistleblower Directive, we have established a system through which breaches of compliance rules can be reported securely and anonymously.
Data Protection (GDPR):
The processing of financial and contact data is carried out strictly in accordance with the GDPR. We store data only for the duration of the statutory retention periods (BAO) and pass it on only to authorised third parties.
ESG & Sustainability in the Supply Chain:
acib gives preference to partners who comply with social and environmental standards. We support our industry partners in fulfilling their due diligence obligations through transparency in our own processes.
Inspection and audit rights
As a recipient of public funds, acib grants authorised inspection bodies full access to project-related financial records. We expect our subcontractors to cooperate with such audits, provided they are required by law or under the funding agreement.
Donations and contributions:
acib is a non-profit research institution serving the public good as defined by the EU (but expressly NOT a charitable organisation within the meaning of the Austrian Federal Tax Code). Please note that acib GmbH is not currently listed as a charitable institution eligible for tax relief under the Austrian Income Tax Act (EStG). Donations cannot therefore be claimed by donors as special expenses. Services provided under sponsorship agreements are unaffected by this and will be invoiced in the usual manner.
Excluded territories (Sanctions & AML):
acib does not conduct transactions with sanctioned persons/institutions (EU, UN, OFAC) or countries without functioning SWIFT connections or those on the FATF high-risk list. For jurisdictions on the FATF ‘Grey List’, significant delays may occur due to internal checks by correspondent banks.
Security notice: Protection against payment fraud (CEO fraud & invoice faking
The protection of your financial transactions is a key priority for us. Criminals are increasingly using highly professional methods (social engineering) to divert payments to fraudulent accounts. Please therefore observe the following security guidelines:
- Stability of bank details: acib’s bank details change only very rarely. Should you receive a notification regarding a change to our bank details, treat this as highly suspicious, even if the email or document appears deceptively genuine.
- The call-back procedure (verification requirement): Only make payments to new or amended bank details after you have verified the change by telephone. To do so, use only telephone numbers for your contacts that you already know, or call our head office on the official number listed on our website. Never use telephone numbers or links provided in the suspicious email itself.
- Warning signs (red flags): Be particularly vigilant regarding:
- Unusual time pressure or requests for strict confidentiality.
- Emails that appear to come from senior management (CEO fraud) or trusted contacts but contain atypical language or urgency.
- Invoices that suddenly appear to be payable to bank accounts in third countries or at unusual institutions.
Reporting incidents:
If you suspect or detect a fraud attempt in connection with acib, please inform us immediately at accounting@acib.at or via our compliance contacts:
Contact
For any queries regarding invoices and payments, please contact accounting@acib.at.