Important deadlines before summer for staff at MTC

During the past summers the MTC administration have been manned all summer. However, past experience shows us that there is no activity in the research quarters at MTC during the last two weeks of July. Therefore, we together with the Head of Department have decided to close MTC administration between July 15 – 26, 2024. 

FINANCE DEPARTMENT

Supplier Invoices

All supplier invoices should be approved and authorized by July 2 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 14. 

Expenses

All expenses, including travel invoices, must be registered in the PA web, with your receipts digitally uploaded, by June 24 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 authorisers 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 not be manned between July 15 – 26 and with limited service during July 29 – August 2. Please plan your errands accordingly!

You are always welcome to contact us if you have any questions, ekonomi@mtc.ki.se

HR DEPARTMENT

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 20.

Recruitment processes

New recruitment processes will not be initiated during the summer holidays, so you need to plan for publishing before June 20. 

Ongoing recruitments can either be open during the summer holidays or HR will help to finalize the recruitment before June 20. 

New employments, affiliations and scholarships

New employments, affiliations and scholarships for June, July and August, must be handled and finalized by June 20. 

Prolongations of employments, 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 20.

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 not be manned between July 15 – 26 and with limited service during July 29 – August 2. Please plan your errands accordingly.

You are always welcome to contact us if you have any questions, hr@mtc.ki.se