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PERSONNEL HANDBOOK
Information for employees at Karolinska Institutet
1 GENERAL REGULATIONS
1.1 Employment
A contract of employment may be for a permanent or a temporary position. Rules
about fixed-term employment are set out in the Employment Protection Act (LAS),
the Employment Ordinance (AF) and the Higher Education Ordinance (HF).
1.2 Villkorsavtal (General agreement on pay and benefits)
Thereement (on pay and benefits) applies to employees of
government authorities. KI has also sigthe
Villkorsavtal.
1.3 Payment of salaries
Salaries are paid via Nordea on the 25th of every month. If this date falls on a
Saturday, the salary is paid on the previous Friday, and if it falls on a Sunday, the
salary is paid on the following Monday.
The employee should contact Nordea to inform it about the account that the salary is
to be paid into (if Nordea is already the employee’s bank, the salary will be paid into
the account automatically). If there is no salary account, the salary will be paid by
giro cheque (utbetalningskort).
The salary specification is available on the PA-web: ppw.ki.se
1.4 Salary as a management tool
KI has a salary policy which entails the setting of salaries individually and in a clear
manner. The salary is set for new employees and during salary reviews. During the
term of the agreement the salary is only changed when necessary, e.g. when there
has been a significant change in the work content.
For more information, see
1.5 Notice
Notice of termination of employment given by employee or employer shall be in
writing.
When the employee gives notice the period of notice is based upon how long they
have been employed. If the employee has been employed one year or less, the
period of notice is one month. If the employee has been employed more than one
year, the period of notice is two months.
When notice is given by the employer, the periods of notice are as set out in LAS,
Villkorsavtalet and Trygghetsavtalet.
1.6 Service certificate and testimonial
On request, the department issues a certificate of service (tjänstgöringsintyg) at KI.
This certificate contains details of all employment at KI: the position, unit, duration of
employment and scope of duties.
If the employment has been for a long period (normally at least six months), the employee normally receives a testimonial (tjänstgöringsbetyg), which contains details of the employment, what the duties have involved and an appraisal of how they have been performed. The testimonial is issued by the employee’s immediate manager. 2 HOURS OF WORK
2.1 General
The hours of work below apply to all staff, apart from teachers. Teacher is defined as
follows in chapter 4 section1 of the Higher Education Ordinance: professor, adjunct
professor, senior lecturer, junior lecturer, teaching assistant, research assistant,
hourly-paid teacher and visiting teacher. Teachers’ working hours are set out in

2.2 Normal working hours
The normal hours of work for full-time employees are 40 hours a week. The weekly
hours of work of part-time employees are calculated as a proportion of the weekly
hours of work of full-time employees.
Under the Working Hours Act, work may not be carried out for more than 5 hours at a
stretch, after which time a break of at least 30 minutes must be taken.
Saturdays, Sundays and the public holidays Midsummer Eve, Christmas Eve, New
Year’s Eve and the day before All Saints’ Day are non-working days.
The annual working hours are calculated as 52 times the average number of working
days a week. For employees who work from Monday to Friday, this comes to 260
days.
Every year documents are drawn up of annual working hours and the work schedule.
2.3 Reduction in working hours
On the following days the normal working hours are reduced by the number of hours
stated below:
• 30 April which falls on Tuesday–Thursday – 2 hours • 30 April which falls on a Friday – 4 hours • 23 December which falls on a Friday – 4 hours In the case of part-time work, the reduction in working hours is in proportion to the extent of work. Example: An employee who works 75% of normal hours is allowed a reduction of 3 hours instead of the above reduction of 4 hours. Instead of 2 hours, the same employee is allowed a reduction of 1½ hours. 2.4 In-between-days (klämdagar)

A working day which falls between two non-working days is taken as an extra day off
work.
Employee instructed to work on an in-between-day (klämdag) is entitled to overtime.
2.5 Flexitime
The core hours of work from Monday to Thursday are 09.00–15.30 hours. On Friday
they are 09.00–15.00 hours.
Flexitime is 06.00–09.00 hours for the start of the working day and 15.30–19.00
hours for the end of the working day (Fridays 06.00–09.00 and 15.00–19.00 hours).
The flexible period for lunch (lunchflex) is 11.00–13.00 hours. The lunch break must
last at least 30 minutes.
In the case of part-time employees, the employer determines in consultation with the
employee which time is fixed time, flexitime and lunchflex.
Working hours are collated at the end of the month. Minus time may not exceed 10
hours per month.
At the adjustments made at the end of June and December, normally 20 hours in the
case of plus time is taken over to the next month, any amount above this being
ignored.
2.6 Extra hours
The employer may, as a rule, require part-time employees to work more than their
normal daily working hours. Time up to the normal full-time period of work amounts to
extra hours. Compensation may be given in the form of remuneration or time off.
The hourly remuneration for extra hours is the employee’s full-time salary divided by
142.
Time off amounts to one hour for each extra hour worked.
Extra hours may not exceed 175 hours per calendar year.
An extra hours allowance is not paid for less than 15 minutes.
2.7 Overtime
The employer may require an employee to work more than KI’s normal daily working
hours. Compensation is given in the form of remuneration or time off.
Simple (enkel) overtime:
• overtime work outside the hours which qualify for double overtime The hourly remuneration is the full-time salary divided by 94. Compensation in the form of time off is the overtime (hours) worked x 1½ . Double (kvalificerad) overtime: • from 7 p.m. on a Friday until 7 a.m. on a Monday • from 7 p.m. on the day before Epiphany, May Day, Ascension Day, Sweden’s National Day, Midsummer Eve, Christmas Eve and New Year’s Eve until 7 a.m. the next working day • from 7 p.m. on Maundy Thursday until 7 a.m. on the day after Easter Monday • other times, between 10 p.m. and 6 a.m. The hourly remuneration is the full-time salary divided by 72. Compensation in the form of time off is overtime (hours) x 2. Overtime may not exceed 50 hours per month or a total of 150 hours per calendar year. In the case of part-time employees, overtime and extra hours combined may not exceed 150 hours per calendar year. A period of less than 15 minutes does not qualify for double overtime pay. 2.8 Allowance for inconvenient working hours
A special allowance (OB-tillägg) is paid for hours worked according to the duty roster
at inconvenient times.
Simple allowance:
• from 7 p.m. to 10 p.m. (excluding double or increased inconvenient working • from 7 p.m. on Friday until 7 a.m. on Monday • from 7 p.m. before Epiphany, May Day, Ascension Day, Sweden’s National Day and the day before a klämdag (see 2.4) until 7 a.m. the next working day • the entire period on a working day which is preceded and followed by a public • other times, between 10 p.m. and 6 a.m. • from 7 p.m. on the day before Easter Friday until 7 a.m. on the day after • from 7 p.m. on the day before Whitsun Eve, Midsummer Eve, Christmas Eve and New Year’s Eve until 7 a.m. the next working day The total number of inconvenient working hours in a calendar month is calculated individually and rounded to the nearest half hour. 2.9 Readiness
Readiness means that the employee is at KI’s disposal during time off from work.
The agreement does not apply to veterinarians with readiness or employees who
have individual agreements that deviate from the agreement.
See the agreement in its entirety
2.10 Standby for veterinary staff
Standby duty commences one hour after the end of normal working hours and
finishes one hour before the start of the next ordinary working day.
Compensation is paid for standby duty in the first instance through time off and in the
second instance in the form of an additional payment. The amount per proportion of
time/hour is calculated by dividing the full-time salary by 165.
The amount of time off is calculated as follows:
• from 8 a.m. on a working day before a Sunday or a public holiday until 8 a.m. on a workday after a Sunday or a public holiday = 1/5 of the time Example: an employee is on call for 8 hours at a salary of SEK 18,000. Time off: 2.11 Working hours for employees at the animal facilities
The agreement applies to TA personnel who work at the animal facilities at Campus
in Solna.
See the agreement in its entirety
3 HOLIDAYS
3.1 Holiday entitlement
Holidays are earned during the current year.
The number of days holiday is age-dependent:
• until the employee reaches the age of 29 • from when employee reaches the age of 30 • from when employee reaches the age of 40 The employer has a duty to ensure that the employee takes at least 20 days holiday a year. The employee is entitled to have an uninterrupted period of leave amounting to 4 weeks in the period June to August. Paid days holiday must be taken before unpaid days. Unpaid days need not be taken. You are not allowed to use saved holidays until all days for current year is gone. Holiday planning must be completed well in advance. The employee must be informed whether a holiday has been granted two months before it is taken. 3.2 Calculation of holidays
The number of paid days holiday is calculated as follows:
(number of days employed) / 365 x annual holidays (366 in a leap year)
Example:
An employee who starts work on 1 March with 28 days holiday has earned the
following entitlement by 30 April:
61 / 365 x 28 = 4.68 = 5 days
Decimals are always rounded up when calculating holidays (i.e. the employee has
earned five days holiday).
Note that the number of days of employment may be affected by different periods of
leave of absence, which do not count towards holidays.
3.3 Calculation of holiday quota
If an employee works on average less than five days a week, this is called
concentrated part time. His or her holiday quota is calculated as follows:
5 / b = c
5 = the number of working days of a full-time employee in the period of restriction
b = the employee’s number of working days in the period of restriction
c = holiday quota Example 1: An employee works three days a week 5 / 3 = 1.66 in other words, 1.66 days holiday are used up for each day of holiday. A holiday of 3 working days (one week) = 3 x 1.66 = 4.98 days holiday taken Example 2: An employee works three days in odd weeks, two days in even weeks 10 / 5 = 2 A holiday of 5 working days (two weeks) = 5 x 2 = 10 days holiday taken 3.4 Standard holidays
In the case of teachers (see definition in chapter 4 section 1 of the Higher Education
Ordinance), researchers (postdoc, clinical postdoc, senior researcher, clinical senior
researcher, fellows (rådsforskare)) teaching assistant, clinical assistant and research
students (assistant with study grant, PhD student), standard holidays apply, which
means that the entire annual holiday is considered to be taken in the current year.
The holidays are usually entered into the salary system through one period in the
summer and one period in December, i.e. the holiday bonus is normally paid twice a
year.
If an employee with standard holidays wants to save days holiday, the holidays for
the whole year must be planned with the immediate manager. The department must
know by 31 March how many days are to be saved, otherwise the holiday will be
regarded as having been taken.
3.5 Holidays saved
If the number of paid days holiday is 20 days or more, the employee is entitled to
save days in excess of this for a later holiday year. Up to 35 days can be saved.
3.6 Holiday bonus
For each day of holiday that is taken, a holiday bonus of 0.44% of the fixed salary is
paid (for members in Saco-S 0,49%). The bonus is paid in the same month in which
the holidays are taken.
3.7 Holiday pay
If employment ceases before all the holidays have been taken, holiday pay is paid for
any remaining days holiday. The daily payment is 4.6% of the fixed monthly salary
plus a holiday bonus (total 5.04%). The payment is executed the month after the
employment has ceased.
For each paid day of holiday taken, there is holiday pay guarantee (see 4.1 General
In accordance with the Leave Act, the employer may grant leave for various
purposes. The employee is entitled to certain types of leave, while other leave is
granted if this can be done in the light of the business. Leave may be with or without
a salary deduction, i.e. unpaid or paid. Leave with a salary deduction does not qualify
for holidays.
4.2 Paid leave
Where necessary and in consultation with the immediate manager, an employee may
take paid leave in the following cases:
• in the event of serious illness (this refers to life-threatening illnesses or other acute illnesses requiring the employee to take action), death and funeral of a family member or close relative, if you are the beneficiary, or you are legally entitled/assigned to act on behalf of the beneficiary in the course of taking inventory and distributing the estate of a deceased person. Own family or close relative is understood to mean: - spouse - registered partner - partner - children - grandchildren - siblings - parents* - grandparents - parents-in-law** - daughter-in-law and son-in-law *** * ** Parents of a spouse, registered partner or a partner referred to above *** A child’s spouse or registered partner or a partner referred to above Application of time: consideration shall be given to the time required to attend to the matter, along with any travel that must occur during regular working hours. Standard practice is one day to attend to the matter and one day for travel beyond Stockholm. An additional day may be approved if there are special reasons. For such reasons, a maximum of ten working days/calendar days of paid leave may be approved. In other cases, leave may be approved with a deduction from wages. • moving house if payment has been agreed for this (up to 3 working days) • moving house in other cases (one working day) • union representation (e.g. at a town council or at central level) (up to 10 • an examination or test in connection with the employee’s own studies (up to • a visit to a doctor, the occupational health services, an outpatient department (e.g. for physiotherapy or mammography) or an antenatal clinic and also when donating blood • a visit to a dentist in an emergency and for dental examinations/dental treatments following a referral by a dentist or a doctor 4.3 Unpaid leave
In the event of unpaid leave, a salary deduction is made as follows:
• leave for up to 5 days in succession = monthly salary x 4.6% per working day • leave for 6 or more days in succession = monthly salary x 3.3% per calendar • leave for part of a day = full-time salary divided by 175 per hour 4.3.1 Receive leave for another state employment
An employee is entitled to a leave for another fixed-term state employment, but for no
more than two years. The employee must notify the employer one to two months
prior to going on leave.
4.3.2 Care of a close relative
An employee who takes care of a close relative who is assessed by a doctor as
seriously ill may be entitled to a closely related person’s allowance. An application for
this allowance is made in writing to the Insurance Office. KI requires a copy of the
decision made.
4.3.3 Study leave
An employee wishing to attend a course is entitled to “necessary leave” from his or
her employment according to the Study Leave Act. Course is understood to mean
further education following a course or study plan.
In order to be entitled to study leave, the employee must have worked for the
employer for the previous 6 months or for a total of at least 12 months in the previous
two years.
If the employee’s study leave creates problems for the business, the employer is entitled to postpone the leave for 6 months, but must first contact the employee to try and reach agreement about when the leave is to take place. If the employer still wishes to postpone the leave, the employee and his or her union must be informed. If the employee wishes to interrupt his or her studies and return to work, the employer must be informed of this. The employer is entitled to postpone the return by between two weeks and one month, depending on the duration of the leave. 5 PARENTAL LEAVE
5.1 General
Parental leave at KI is regulated by the Parental Leave Act, a local
agreement o
The Parental Leave Act and the Leave Act entitle the employed to the following:
• full leave until the child reaches the age of 18 months • full leave otherwise while full parental allowance is being received • full, half, one-quarter and one-eighth leave when parental allowance is • a reduction in working hours of 25% until the end of the school year in which An application for parental leave should be made two months before the expected time of birth and cover the whole time to which the leave relates, i.e. holidays should also be planned for. Planning should take place in consultation with the department. At least 20 days holiday per year should be taken. Parental leave may be divided up between three periods in a calendar year. Should there be a change in the extent of the leave, it will be calculated as new period. The purpose of the planning is to enable the employer’s business to function efficiently. If the employee wants to return to work earlier than planned, the department should be told about this at least one month in advance. The employee must claim parental allowance from the Insurance Office. KI makes a full salary deduction. 5.2 Parental salary
An employee who is on leave for the birth of a child or to care for an adopted child is
entitled to parental leave pay.
In order for an employee to receive parental leave pay, he or she must have worked at KI for at least 90 days before asking for leave. Parental leave pay is paid a maximum of 360 times and a maximum length up to the child turning 36 months of age. For adopted children, the 36-month period does not begin until the child has come under the adoptive parent’s care. If an employee chooses to be on part-time parental leave, 'occasion' refers to the seven occasions or days of the week. Example: An employee who is on parental leave every Friday is considered to be an 80% part-time employee who works every day. There are seven days (occasions) per week. Parental leave pay is paid at 20%. For employees who have been on a different type of leave (entirely or partially), leave must have ceased at least 90 days prior to the start of parental leave for the employee to receive full parental leave pay. However, the employee will receive full parental leave pay if leave: • is taken with parental leave pay that corresponds to the scope of leave If an employee is on leave to care for a child under the age of 12 and becomes a parent again before the other child turns two years and six months old, parental leave pay will be calculated on the current monthly salary. The calculation is based on the degree of service that applied prior to the first parental leave period. Parental salary is paid at 10% of the daily salary on that part of the salary up to 10 basic amounts. For that part of the salary exceeding the basic amount ceiling, parental salary is paid at 90% of the daily salary. Parental salary is paid monthly in proportion to the extent of the leave, i.e. an employee who is on 25% leave is paid 25% parental salary. 5.3 Pregnancy cash benefit
An employee who is unable to continue working at the end of a pregnancy because
of her duties is entitled to relocation with no loss of salary. If she cannot be relocated
by the employer, she can apply for pregnancy cash benefit.
The employee must inform the employer of her wish to exercise her right to
relocation at least one month in advance.
More information can be found on the home page of the Social Insurance Agency.
5.4 Temporary care of a child
For information about temporary parental allowance, see the home page of the
Social Insurance Agency.
KI pays an employee who earns more than the basic amount ceiling at a rate of 77,6% of the excess amount, for up to 10 days per calendar year. The basic ceiling is 7,5 basic amounts. 5.4.1 Father’s days
In connection with the birth of a child, the father or the other parent of the child has
an independent right to leave of 10 working days. These days may be taken up to the
60th day after the child comes home from the hospital.
Payment is made by the Insurance Office.
6 ILLNESS
6.1 Notification and declaration
The workplace shall be notified the same day of illness. In the event of illness lasting
more than 7 days, a doctor’s certificate must be sent to the workplace. In the event of
illness lasting more than 14 days, the employee must provide the workplace with a
copy of the certificate and send the original to the Insurance Office. The employer
notifies the Insurance Office of the first day of illness on day 15.
The employer is entitled to require a doctor’s certificate from the first day of illness.
In case of illness during vacation a report should be filed to the employer the first day
of the illness. If a report is not made from the first day of the illness, the employee
must submit a medical certificate documenting the first day of the illness.
6.2 Deduction for illness
Full sick leave deduction the first day, day 2-14 sick pay by 80 % from KI and from
day 15 sick pay by 10%.
If an employee is absent for only part of a waiting day, the deduction is made as
follows:
• absent up to 25% of the working time = 25% deduction • absent more than 25% but up to 50% = 50% deduction • absent more than 50% but up to 75% = 75% deduction • absent more than 75% = 100% deduction An employee who falls ill again within 5 calendar days of the end of a previous period of illness is not subject to a new waiting day, a deduction of 20% being made. An employee who in the previous twelve months has had 10 waiting days is not subject to a new waiting day, a deduction of 20% being made. 6.3 Accident and work injury
In the event of sick leave due to an accident at work/accident during travel to and
from work, a deduction for illness will be made as for illness in general.
A work injury should be notified to the relevant department.
7 REIMBURSEMENT FOR MEDICAL TREATMENT AND
DRUGS

7.1 General
Reimbursement by the employer for the cost of medical treatment and drugs is
conditional on registration having taken place for a pharmacy card or a high-cost
card.
The amount reimbursed is taxable and is paid on the next salary date, subject to the
production of an original receipt.
No reimbursement applies to receipts that are more than two years old.
For alternative forms of treatment, e.g. treatment by a chiropractor or naprapath, no
reimbursement applies. The same applies to X-rays and mammography.
KI does not allow any gross salary deductions to pay for private surgical operations
or IVF treatments.
7.2 Medical treatment
The maximum reimbursement for the cost of medical treatment is SEK 95 per
treatment session.
By medical treatment are meant an examination and treatment provided by a person
authorised to work as a doctor in Sweden.
7.3 Physiotherapy
The maximum reimbursement for the cost of physiotherapy is SEK 55 per treatment
session.
By physiotherapy is meant treatment by a qualified physiotherapist (a doctor’s
referral is required).
7.4 X-ray
The maximum reimbursement for X-ray is SEK 95 per examination.
7.5 Psychological treatment
The maximum reimbursement for the cost of psychological treatment is SEK 95 per
treatment session.
By psychological treatment is meant treatment by a qualified psychiatrist, qualified psychologist or qualified psychotherapist (a doctor’s referral is required). 7.6 Dental treatment
The maximum reimbursement for the cost of treatment involving oral surgery is
SEK 95 per treatment session.
By treatment involving oral surgery is meant treatment which is carried out at a
hospital or at an odontological faculty.
7.7 Drugs
The cost of prescription only medicines covered by the high-cost protection scheme
are reimbursed in full. The receipt should specify patient charge or fee.
7.8 Hospital treatment
The maximum reimbursement for the cost of hospital treatment is SEK 70 for each
day of treatment.
8 HEALTH PROMOTION
8.1 Keeping fit during working hours
KI want all employees to take active responsibility for their own health. In support of
this, each employee is paid one working hour (within normal working hours) per week
to spend on health promotion activities, as long as ordinary work is not affected in a
negative way.
These activities should be primarily organized by the Health promotion unit at KI, or
KIs health motivators and collaborators (SCC or Friskis & Svettis). Activities that do
not fit within this description must always be approved by immediate supervisor.
The health promotion hour cannot be broken down to less than 30 min/occasion, and
not be accumulated or be charged in advance. These activities do not include
transportation to and from work.
Read more about
9 OCCUPATIONAL HEALTH SERVICE
9.1 Previa AB
KI has an agreement with Previa AB relating to occupational health services.
Employees can visit Previa if they have work-related problems.
All visits require an appointment. There is an on-call service which deals with sharps
injuries in connection with a risk of blood infection and also emergency crisis
situations.
There are health centres in Stockholm and Huddinge (see the Previa website).
10 VDU GLASSES
10.1 General
Employees who work for more than one hour a day in front of a computer screen are
entitled to VDU glasses from KI. They can have an eye test through Previa. They can
also visit an optician directly, although they must always take with them a signed
order.
Requisition is to be fou
11 SECONDARY OCCUPATIONS
11.1 General
A secondary occupation is defined as an unpaid or paid occupation that an employee
engages in alongside his or her employment. KI’s takes the view that all the
assignments that an employee carries out on its behalf are part of the employment. If
there is any doubt about what the employment includes and does not include, KI has
a general right as an employer to decide whether or not the assignment is part of the
employment. Secondary occupations are normally allowed, although there are rules
about conflicts of interest and laws dealing with secondary occupations which
undermine confidence in KI.
Details of secondary occupations must be submitted once a year.
For more information, s
12 TRAVEL
12.1 General
Rules for travel are governed at KI by a localand the
13 INSURANCE
13.1 Occupational group life insurance
All employees subject to governmental rules of remuneration are covered by group
life insurance from their first day of employment.
More information can be seen on the website of the National Government Employee
Pensions Board (SPV).
13.2 Business travel insurance
When travelling on business, employees should take with them a Travel Insurance
Card, which they can obtain from their department.
13.3 Group life insurance
A brochure and an application form for voluntary group insurance may be ordered
from the personnel department.
14 PENSION
14.1 Retirement age
The retirement age for government employees is 65. This age is reached at the end
of the calendar month before the month in which the employee has his or her 65th
birthday.
Under the Employment Protection Act (LAS), employees are entitled to continue in
their employment until the end of the month in which they reach the age of 67. Six to
eight months before employees reach the age of 65, a letter about their pension is
sent to their home address. They must then inform their manager when they will be
retiring.
You can read more about pensions

Source: https://internwebben.ki.se/sites/default/files/personnel_handbook_6.pdf

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