Important information for staff at MTC during summer
We are approaching summer, and we start to prepare for the half-year closing of the books and would like to take the opportunity to remind you of some important information.
The Finance Department will be manned throughout the summer. However, there will be limited service from mid-July until mid-August. Please plan your errands accordingly!
Procurement
Make sure that all supply costs are procured.
Contracts with external grant holders
When in contact with the legal office please CC Marta in the emails.
Supplier Invoices
All supplier invoices should be approved and authorized by July 4th at the latest! It is extremely important to continually deal with all of the invoices received in your email inboxes. No acquisitions regarding equipment after June 16th.
Expenses
All expenses, including travel invoices, must be registered in the PA web, with your receipts digitally uploaded, by June 26th at the latest. If you as an employee receive a paper receipt in your role as a government official, your receipt must also be given to us in the Finance Department.
Holidays/Temps
All Invoice approvers and authorizers must delegate their duties in the UBW/Agresso web if they are unable to do so themselves during the holiday period. Please notify Marta Pajus if you plan to delegate your duties to another person. Marta will prepare a written delegation. No supplier invoices should be left unprocessed during this time. We have neither the time nor opportunity, to contact approvers and authorizers who have not dealt with their invoices. It is your responsibility.
Direct payments
We no longer have the technical possibility to handle urgent payments in the Finance Department at MTC. These must be processed through the supplier invoice system and payments are made centrally at KI. It is therefore important that you plan for forthcoming payments for conferences e t c.
The Finance Department will be manned throughout the summer. However, there will be limited service from mid-July until mid-August. Please plan your errands accordingly!
Contact
You are always welcome to contact us if you have any questions, ekonomi@mtc.ki.se
Access to Biomedicum
HR must receive information if anyone needs access to Biomedicum during the summer holidays. The reception can provide a guest card up to one week visit in Biomedicum. We need this information latest by June 22nd.
Recruitment processes
New recruitment processes will not be initiated during the summer holidays, so you need to plan for publishing before June 22nd.
Ongoing recruitments can either be open during the summer holidays or HR will help to finalize the recruitment before June 22nd.
New employments, affiliations and scholarships
New employments, affiliations and scholarships for June, July and August, must be handled and finalized by June 22nd.
Prolongations of employment, affiliations and scholarships
HR has already started to notify each group leader by mail regarding prolongations of employments, affiliations and scholarships for June, July and August. It’s important to answer to HR as soon as possible since the prolongations must be handled and finalized by June 22nd.
Holidays
Standard vacation applies for researchers with mainly research and/or education-related tasks, such as PhD students, postdocs, assistant professors, professors, which means that it is assumed that all vacation days are taken out during the current year.
For other employees’ categories (technical/administrative staff), the employer must ensure that the employee takes at least 20 days of vacation during the calendar year. The employee is entitled to a consecutive leave of four weeks during the period June - August. Any employee who is entitled to more than 20 paid vacation days per calendar year may save one or more of the excess days for a later calendar year. A maximum of 30 vacation days can be saved.
Application of holiday and leave of absence
All applications of leave of absence (holidays, parental leave, etc) must be submitted and attested in the PA-web before the leave/holiday period start to avoid errors with salaries during the summer months.
Sick leave
If an employee becomes ill while on vacation, sick leave must be reported by the employee in the PA-web on the first day of sickness. If sick leave is not reported on the first sick day, a doctor’s certificate is requested from the first sick day. Closest manager should also be notified.
Care of sick child (VAB)
The employee must report care of sick child (VAB) in the PA-web and to Försäkringskassan on the first day of sickness while on vacation. Closest manager should also be notified.
Swedbank
All new employees and scholarship holders must register their bank account with Swedbank on the following link: https://staff.ki.se/salary
Passwords
Make sure you update/renew your KI account password in due time. You can reset your password by yourself, follow the instructions on: https://staff.ki.se/accounts-and-passwords
The HR Department will be manned throughout the summer. However, there will be limited service during mid-July until mid-August. Please plan your errands accordingly!
Contact
You are always welcome to contact us if you have any questions, hr@mtc.ki.se
Prefect
During the summer i.e. from Midsummer to mid-August, prefect access will be reduced. Information regarding the prefect on duty will be sent out by the end of May. Prefect on duty can only be expected to be reached by e-mail or by phone in case of an emergency.
- Avoid legal agreements during this period as much as possible
- Documents to be signed need to be in a least two weeks before deadline. Use the prefekt@mtc.ki.se e-mail.
- You must manage your invoices. Escalated invoices may not be managed in time and will results in fees.
- Expense claims and leave applications may take longer than usual before managed.