Published: 05-06-2025 13:19 | Updated: 05-06-2025 13:29

Time for holidays - keep this in mind

It will soon be time for the long-awaited summer holidays for many. To ensure the holiday and operations run smoothly, there are a few things for you as an employee to consider.

Summer time at campus. Photo: Louise Grännsjö.

General information on holidays

An employee must take at least 20 days of annual leave during the year.
You can check how many days of holiday you have used on the PA web (Primula).
As an employee, you are entitled to a continuous period of 4 weeks of leave between June and August unless there are special reasons for not doing so.

This is regulated by the (in Swedish) Semesterlagen and Villkorsavtalet. Karolinska Institutet also has local agreements on holidays.

Registering holidays and sick days

Register your authorised holidays as soon as possible on the PA web (Primula). To ensure that your holiday pay is accurate, your holiday must be registered and certified before you begin your holiday.
If you fall ill during your holiday, you must report your illness on the PA web on the first day of your illness. If you do not do so, you will need to submit a medical certificate valid from the first day of illness.
If your child falls ill during your holiday, please notify your manager and then register VAB on the PA web on the day your child becomes ill.

More information: Vacation.

Handling of invoices

All supplier invoices, particularly those exceeding SEK 100,000, must be posted, approved, and certified by 3 July for the half-yearly accounts.
During the summer, you need to be prepared to handle invoices at all levels, including both approving staff and authorising managers. If you do not want to approve/authorise invoices during your holidays, you need to enter a substitute in UBW (information in Swedish). Ensure that the substitute understands how an approver verifies that a product or service has arrived at KI, and that the substitute is aware of which account and project to enter when posting.

Don't wait until the last day before your holidays; prepare this now. Also, keep in mind that as a certifying manager, you cannot simultaneously take on the role of authoriser.

Email and referral for telephone

Set up an auto-reply for your email so you can relax on your holiday. Depending on your role, you may want to refer to colleagues on duty or a shared mailbox.
When you are on holiday, you can also refer your phone. If you have a fixed telephone connection (MEX), you can listen to voicemail, refer, and mute incoming calls in the Telia Touchpoint Plus app. Refer your phone calls.