Useful information for staff members
Centre for Women and Gender Research (SKOK) and Centre for the Study of the Sciences and the Humanities (SVT)
The following is an overview of the most important things that apply to all staff members. This document is not intended as a substitute for reading the University Handbook and Guidelines.
This document also contains a “Who does what in the administration.”
Researcher Mobility Web portal for information aimed at international researchers
ECONOMY
Operating funds for PhD and postdoctoral fellows
Fellows are awarded operating funds that are spread over a period of three years.
Overhead/office-space rent
Normally 25% is deducted from the faculty’s operating funds to cover rent, office supplies, etc. Typical office supplies are to be ordered through the administration (for SVT: Judith; for SKOK: Marit). We are required to use UiB’s approved suppliers, which provide discounts. Operating funds will be used to cover expenses for research purposes, such as books, special computer software, licenses, travel and lodging, seminars, conferences, miscellaneous fees and other research-related purposes.
Computer
The Centres cover the purchase of the computer. The administration will help you choose your computer from the IT department’s recommended models, and will then place the order.
Booking and payment of travel
It is recommended that each staff member applies for a credit card, where you enter the University of Bergen as your employer. When travel is paid with the employee’s own credit card, travel insurance included. If the bill from the credit card company is due before the journey is made and/or before any money is refunded by the University of Bergen, you can request a travel advance (see: Travel advance/Other advances). The amount will be transferred to your private account in a short time. The advance is deducted from the travel expense form (see below).
Fees and annual fees for credit cards are covered by the University, see: Reimbursement of expenses.
Travel should preferably be purchased through the University’s travel agent Berg-Hansen, either via the Web or telephone (08050). Experience shows that it pays to do some research on relevant routes and airlines beforehand and then give them specific flight details.
If your flight is cancelled or something unexpected happens, Berg-Hansen is responsible for finding alternative solutions. Note the phone number of the Berg-Hansen 24-hour open service telephone (08050), if you are abroad use the International number +47-220-08050, and take immediate contact if something unforeseen happens.
Travel Expense Form
The Travel Expense Form (reiseregning.no) should be submitted within a month after the travel is completed; the tickets and receipts need to be taped to a separate sheet of paper and given to Line (SVT) or to Marit (SKOK).
Reimbursement of expenses
The Reimbursement of Expenses Form is located on the intranet: Select “Administrasjon” then “Økonomi-portalen”, then “Skjema og maler”. Then select: “UiB/Refusjon av utlegg” (Refund of outlay).
Only research-related purchases that cannot be covered by ordinary purchases should be entered on the Refund of Outlay form. (All travel related expenses should be entered on the Travel Expense Form. See above.) Individual employees must not make ordinary purchases: such as office supplies and paper Let the administration staff: Judith or Marit know what you need and we can order it for you.
Fill out the form, tape receipts on a separate sheet of paper and send everything out in the internal mail to “Regnskap, Skanning” (Accounting, scanning). It is desirable to consolidate smaller “outlays” into one larger “outlays” in order to make the process easier.
Billing directly to the University of Bergen
In agreement with the Head of Administration Signe Solberg, one may make purchases that are billed directly to the University of Bergen. It is important that the correct billing address and Billing-Code are used (ask the administration).
Invoice Address: Universitetet i Bergen, Felles fakturamottak, Postboks 7800, 5020 Bergen. (Get the billing-code from one of us in Administration.)
Travel advance/Other advances
Advances to cover expenses before and during the journey, are available via a special form on the intranet: Select “Administrasjon” then “Økonomi/Regnskapsportalen/skjema og maler”. Then “Reiser og refusjoner”, select “Reiseforskudd.”
The amount will be transferred into your private account in a short time. The advance is deducted from the travel expense form.
COMMITMENTS TOWARDS THE CENTRES
All staff members are expected to attend the regular staff meetings and seminars. They are also encouraged to present at internal and/or open seminars at the Centres.
PROCEDURES FOR REPORTING ILLNESS
In case of illness, you should immediately notify the Centre. Call the Main office 55 58 24 71 or 55 58 27 05, or another employee, or send an e-mail to the administration.
This applies to both short-term and long-term illnesses. Please remember to let us know if you have teaching responsibilities that need be cancelled or postponed.
Reporting short-term sick-leave
The person who receives your notice of absence puts a sick-leave form (Egenmelding ved sykefravær) in your mail shelf. When you are back at work, fill it out and return it to the administration.
Long-Term Sick Leave
Fill out the part of the sick leave form that you receive from your doctor that you are responsible for, sign and deliver to the administration.
Arrange a meeting with the Centre’s Director or Head of Administration if you are sick for more than two weeks.
This meeting is required within six weeks after reporting your long-term sick-leave, which will then be followed up with a ‘follow-up agreement’.
For complete procedures at the University of Bergen, the Faculty of Mathematics and Natural Sciences has a good overview, see: Absence due to illness.
EMPLOYEE I.D. CARD
The Card Centre issues employee I.D. cards. The card is valid as the key card to the Centre’s front door, gives access to the Pull Print System, and serves as your library card for the University Library. A separate form is filled out and signed by those responsible for employee I.D. cards, Judith (SVT) or Marit (SKOK). You are to submit the form to the Card Centre (located at the Student Centre) where they will take your picture. The card sent by internal mail within a few days.
UPDATING YOUR PERSONAL PAGES ON THE UNIVERSITY’S EXTERNAL WEB IS AN INDIVIDUAL RESPONSIBILITY
Here is a brief user guide:
1. Go in through Mozilla Firefox Intranet or go to: http://uib.no/login
http://uib.no/login 2. Log in using your usual username and password
3. Click on “update your site on uib.no”
4. Enter the information you want in the various fields. You do not need to use all fields, and you can update and change it as often as you want.
5. Click “Save” and your pages are updated.
If you have any questions, ask either Judith or Tone.
Do you need a new portrait for your personal page? For an appointment contact: Jan Kåre Wilhelmsen, Executive Officer, Division of Communication 55 58 25 40; or their main office: 55 58 69 00.
WHO DOES WHAT IN ADMINISTRATION?
Signe, Tone, Marit, Judith and Line’s tasks at SVT and SKOK
The joint administration at SVT and SKOK consists of five staff members in a total of 3.7 positions. The staff in the administration has the following functions and responsibilities:
Signe Solberg is the Head of Administration for SVT and SKOK and is employed in a 100% position. Signe is responsible for the following tasks:
• Overall responsibility for operation and management
• Recruitment, personnel matters
• Responsible for tasks in connection with the PhD theses and doctoral defences
• Finances and budget
Tone Lund-Olsen is the Senior Executive Officer for Research and Publicity for SKOK and SVT and is employed in 100% position. Tone is responsible for the following tasks:
• SKOK’s websites
• Assists in connection with the publicity and media relations
• Assistance in connection with conferences, seminars and other events
• Has an overview of various funding sources and assists in writing applications
• Administrative tasks related to the training of researcher, progress reporting and other PhD-related issues
• Answers questions regarding the registration of research results in CRISTINA
Judith Larsen is a Higher Executive Officer and is employed in a 50% position at SVT and SKOK. She works every Monday and Friday and every other Thursday ─ odd-numbered weeks. Judith is responsible for the following tasks:
• SVT’s website
• Translate from Norwegian to English and English proofreading
• Super User E-phorte
• Advertising SVT’s seminars and courses
• Contact person for travel inquiries
• Ordering supplies and PCs
• Responsible for employee I.D. cards for SVT
• Expedition, mail and archives
Marit K. Fjeldstad is an Executive Officer and is employed in a 50% position. She carries out the accounting duties for SKOK. She works every Tuesday, Wednesday and Thursday. Marit is responsible for the following tasks:
• Financial management: budgeting and accounting
• Payment of payroll and related expenses
• Travel Bills
• Reimbursement of expenses
• Fees and allowances
• Ordering supplies and PCs
• External projects for NFR and others
• Responsible for employee I.D. cards for SKOK
• Expedition, mail and archives
Line Nævdal is a Higher Executive Officer, employed in 70% position. She carries out the accounting duties for SVT. She works every Monday to Thursday. Line is responsible for the following tasks:
• Financial management: budgeting and accounting
• Payment of payroll and related expenses
• Travel Bills
• Reimbursement of expenses
• Fees and allowances
• External projects: EU, NFR and others