Checklist for administration of international staff

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Here you can find a summary of the checklist for administration of international staff at hosting departments. Contact your Human Resources officer for support. 

Visa/Stay in Sweden up to three months

For example student, guest lecturer, external expert, faculty examiner, conference visitor. Non-EU citizens need a visa to Sweden, except nationals of USA, Japan, Israel, Canada, Australia. See List of foreign citizens who require Visa for entry into Sweden.

Invitation from KI should contain the following information:
• the applicant's name and date of birth
• why the applicant will be visiting Sweden
• period the invitation is valid for 
• information about sufficient funds: is the inviting department going to meet all expenses during the visit?
• insurance information if the person stays shorter than one year
• contact person at department

A visa is temporary and is valid for a maximum 90 days per six month period. A person who has been in the Schengen Area for 90 days must be outside of the Schengen Area for 90 days before they can receive a new Schengen Visa. One can apply for a Schengen Visa that is valid for several entries. More information: the Swedish Migration Agency.

GIF (Swedish State Group Insurance and Personal Insurance) is a collective insurance covering emergency medical costs paid for by KI centrally. The insurance is valid for invited foreign visitors, but accompanying persons are not included. Check insurance coverage with your HR administration.

EU citizens: no special permit is required, but visitors should have a European health insurance card.

Stay in Sweden for more than three months: residence permit

When coming to Sweden, the decision should be ready. Citizens who require Visa for entry into Sweden have to show Residence permit card (UT-card). Other nationals should visit the Swedish Migration Agency after arrival to be fingerprinted and photographed in order to get Residence permit card.

The employee/guest researcher/student should immediately register at the Tax Agency if the stay in Sweden is planned to be longer than a year to get a Swedish personal number.

Residence permit for visiting researcher

In order to receive a third country researcher for more than three months, KI and visiting researcher sign a hosting agreement that specifies the research project and researcher applies for a residence permit for visiting researcher. Groups at KI covered are all those involved in research projects such as R&D trainee, postdoc, researcher, professor; either with employment or on stipend. Researcher can obtain a permanent residence permit after four years with residence permit for research. Admitted doctoral students at KI do not count as visiting researchers but as students.

The hosting agreement confirms that the visiting researcher during each month of his/her stay in the country has access to the means at least equal to the amount the Research Council recommends (currently 9700 SEK) through employment or scholarship. The hosting agreement is the basis for the visiting researcher's residence permit application to the Swedish Migration Agency. Hosting agreement is not a contract and does not replace the affiliation decision. Please, note that according to the KI scholarship rules, postdocs with external funding lower than KI stipend need to be compensated, see Scholarship rules.

Employees other categories: work permit

The employer has to advertise the position in Sweden and within EU/EES and Switzerland ( for example through Arbetsförmedlingen) for a minimum of 10 days (only applies when recruiting new employees). The employer logs in using e-legitimation to complete an offer of employment and to allow the relevant trade union to provide a statement of opinion regarding the terms of employment. The offer of employment is sent to the employee who applies for a work permit and attach the offer. KI is not been certified by the Swedish Migration Agency. Researchers do not need to apply for a work permit if they have a special residence permit to work as a visiting researcher, see above. 

Residence permit for studies

To be eligible for a residence permit for studies, the student must have been admitted to full-time studies. Follow the Checklist for a certificate regarding a first-time permit for doctoral studies at the Swedish Migration Agency homepage.

EU citizens

The employee/student should register at the Tax Agency if the stay in Sweden is planned to be longer than a year to get a Swedish personal identity. Students need to show up the European Health Insurance Card.
EU citizens who want to stay in Sweden for more than three months in order to, for example, work or study, no longer need to register their right of residence with the Swedish Migration Agency as of 1 May 2014.

Housing

Contact KI Housing for accommodation and se tips for other alternatives.

Banking

Banks normally ask for Swedish personal number or co-ordination number in order to open a bank account, se International staff.

Tax

If the person with taxable income stays less than six months, the hosting department applies for SINK tax and the visitor will have a coordination number.

Application for Tax relief for foreign key personnel must be sent to the Taxation of Research Workers Board (Forskarskattenämnden) within three months after the start of employment. Foreign key personnel include scientists, researchers, technicians, specialists and others. One main criteria for qualifying for the tax relief on these grounds is that Swedes with the foreigner's skills or talents are impossible or extremely difficult to recruit in Sweden. Individuals qualifying for tax relief may not be Swedish citizens. An individual who has been a resident in Sweden during any of the five years prior to the start of the assignment in Sweden cannot qualify for tax relief status.

Relocation services

KI has agreement on relocation services with Alfa Quality Moving. They offer packaged solutions, such as "pre-arrival", "upon arrival" and they can help with everything from the application to the migration agency, tax office, social insurance, school for children etc. It is up to each institution / department to take decisions on what they want to offer newly recruited researchers. Important to specify what you are ordering. Se Avtalskatalog and Alfa Quality Moving & Relocation.

R&D trainees

KI can employ R&D trainees for a period of maximum 6 months awaiting admission as a doctoral student. The hosting department (contact HR function) writes a hosting agreement with the applicant so that the person can apply for residence permit for guest researchers. If the person is admitted to doctoral education and has a valid residence permit, the application for a residence permit for studies can be done from Sweden.

Contact

Coordinates relocation for Assistant Professors, Senior Researchers, Lecturers and Professors:  

HR consultant

Maria Morin

Phone: +46-(0)8-524 866 81
Organizational unit: Competence Provision Unit
E-mail: maria.morin@ki.se

Advice and service to co-workers and departments:

Administrative officer

Ulla Tunkara

Phone: +46-(0)8-524 860 81
Organizational unit: Competence Provision Unit
E-mail: Ulla.Tunkara@ki.se

Administration