Important information regarding year end closing at MTC
We are approaching the annual closing of the books for 2025 and would like to take the opportunity to remind you of some important facts. Take notice of the deadlines both regarding HR and Finance.
MTC Finance and MTC HR will be closed between the following dates:
- December 24 - 26, 2025
- December 31, 2025 – January 6, 2026
Finance department
The MTC Finance department will not be staffed on the dates above. However, the central finance department at KI will be staffed, which, for example, means that the supplier invoices will be sent out in UBW/Agresso regularly.
Supplier Invoices
The last financial day of the year is January 5th. All invoices that come to KI up to and including January 5th at 9 AM are included in the accounts for 2025; thereafter, all invoices are included in the accounts for 2026.
All supplier invoices should be approved/authorized by latest January 5th at 11 AM. During the period December 12th – January 5rdit is extremely important to continuously administer the invoices you receive in your email inbox. Do not leave any invoices unhandled. The finance department will not be able to take care of your invoices on your behalf. You must handle them yourself on a daily basis! The instructions from KI central are that the number of purchases should be reduced from December 12th, and no investments should be made after December 12th. The equipment must be delivered and installed on December 12th.
Expenses
Wellness allowance must be registered in the PA-web no later than November 30th.
All other expenses should be registered in the PA-web no later than December 5th.
The expenses must be approved by the manager no later than December 10th for the payment to be included in the December salary.
Delegation in UBW
All Invoice approvers and authorizers must delegate their duties in the UBW Webb if unable to do it themselves during the holiday period. No supplier invoices should be left unprocessed during this time.
The Finance Department will not be manned between December 24 – 26, 2025 and December 31, 2025 – January 6, 2026. Please plan your errands accordingly!
Contact Finance
You are always welcome to contact us if you have any questions, ekonomi@mtc.ki.se
HR Department
The HR Department will not be manned between December 24 – 26, 2025 and December 31, 2025 – January 6, 2026. Please plan your errands accordingly!
Access to Biomedicum
HR must receive information if anyone needs access to Biomedicum during the Christmas holidays. The reception can provide a guest card up to one week visit in Biomedicum.
Recruitment processes
No recruitment processes will be handled during the holidays.
New employments, affiliations and scholarships
New employments, affiliations and scholarships must be handled and finalized by December 19.
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 December, January and the beginning of February. It’s important to answer to HR as soon as possible since the prolongations must be handled and finalized by December 19.
Holidays
If you have vacation days left, please remember to register this in the PA- web, in agreement with your manager. This applies if you have regular vacation.
If you have standard vacation, it is assumed that all vacation days are taken out during the current year. This applies for researchers with mainly research and/or education-related tasks, such as PhD students, postdocs, assistant professors, professors.
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.
Passwords/MFA code
Make sure you update/renew your KI account password in due time. You can reset your password and MFA Code by yourself, follow the instructions on: https://staff.ki.se/accounts-and-passwords
Salary payment
Salary will be paid on December 23, 2025.
Contact HR
You are always welcome to contact us if you have any questions, hr@mtc.ki.se