Information for Contractors

Creditor and contractor data

The details you provide in the form on your creditor/contractor are required for the data on this person or company to be recordedcorrectly and in whole. This is to ensure the smooth, administrative execution of the contract (drawing up the contract, payment, deduction of social contributions, tax certificate, etc.).

Form Contractor / Creditor Data (For all contract partners with the exception of dependent, natural persons (cat. type A)) (DOCX, 2 Pages, 75.6 kB, English)

Personal data sheet BDO process for contractors type A (dependent, natural persons) (DOCX, 4 Pages, 63.6 kB, English)

The form for submitting your offer for the upcoming mandate is required in all cases, and is to be submitted on the basis of the information already known by the competent operational organisational unit. A complete offer includes all costs that are to be expected, incl. fees, meals and accommodation, travel expenses, cost of materials and further outlays, incl. VAT if applicable. To find out the current rates for lump-sum meal allowances and the reference prices for accommodation costs in the country of assignment, please get in touch with your contact at the FDFA.

Offer form mandate type A (XLSX, 194.6 kB, German)

Offer form mandate type B (XLSX, 679.3 kB, English)

Invoicing

The invoicing for the contractually agreed expenditures takes place with the help of the expense account form. Information can be found in the general terms and conditions, where you will also find a description of the legal basis for mandates. As of 4 July 2012, it has been possible to submit invoices to the FDFA in the form of e-bills.

Online invoicing (e-bill)

Fact sheet fees and expenses (Version December 2015) (PDF, 2 Pages, 27.8 kB, English)

Invoice / Expense Account, valid from 1.4.2023 (replace EBI cover sheet Esprit) (DOCX, 1 Page, 36.8 kB, English)

Form Expense Account Mandate Type A (XLS, 1.1 MB, English)

Form Expense Account Mandate Type B (XLS, 971.3 kB, English)

Transport Insurance for Personal Luggage mandate type A (DOCX, 1 Page, 158.6 kB, English)

Reference Sheet additional insurance (Switzerland) Allianz Suisse mandate type A (PDF, 1 Page, 172.3 kB, English)

Reference Sheet additional insurance (Abroad) Allianz Suisse mandate type A (PDF, 1 Page, 173.9 kB, English)

Contractors generally travel in economy class regardless of the distance covered.

This regulation is based on article 24 para 2 of the FDFA directive on contracts and certain treaties of 1 September 2013.

Procurement guideline for FDFA contractors

This guidelineis intended for contractors for the Federal Department of Foreign Affairs (FDFA) who in carrying out their mandate are required to award mandates to sub-contractors using FDFA resources.

Procurement guideline for FDFA contractors (PDF, 15 Pages, 1.1 MB, English)

Declaration of impartiality general form (PDF, 4 Pages, 1.1 MB, English)