Guests at the Department of Informatics

Are you planning to invite a guest researcher?

Ekspert forsker liste IT universitet informatikk

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Eivind Senneset, UiB

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Inviting and hosting guest researchers is a natural and welcomed part of our academic work. It is, however, crucial to act according to our routines and procedures when planning to invite a guest, and visitors will need to be approved by the department leadership.

In due time, please fill in this application form.

When the application is registered, it will start an approval process and activate the administrative staff involved in the tasks related to the visit:

Evita Uglum	Main admin contact person Will see to the leadership’s approval Letter of invitation Notification of HR in case a export control application is needed. UiB user accounts for guests Economy (see details further down)
Kine-Marie Fleime Møll	Office space Keys and access card Booking of UiB guesthouse Fire safety briefing

Information for Hosts of Invited Guest Researcers/visitors

All guests visiting UiB must be registered according to the current procedure. Some steps in the process are mandatory at UiB, such as the application/registration and approval. This is required to maintain an overview of guest researchers.

As the host, you are responsible for enduring that the guest researcher is properly registered and receives the necessary access. This is mandatory for all guests who will vivit UiB, and the procedure is described in the Leader’s Handbook.

Economy

If the department or a project hosted here will be funding any expenses (travel, accommodation, food) related to the visit:

Scenario	To-do list
Guest stays with duration up to one month	The guest needs to be registered in the BetalMeg system. Evita is responsible for the registration in UiBHjelp and has all the information needed in the registration form you already filled. The back-office team at the salary office will then follow-up until the claim is settled.
Guest stays for more than one month	Letter of granted stipend needed. Evita will send you and the guest this letter shortly after you registered the guest form. Evita registers the guest in the BetalMeg system. The guest needs to book an appointment at the tax office during his/her stay in Bergen: Find your tax office and book an appointment - The Norwegian Tax Administration (skatteetaten.no) Our purchaser Heidi Gjervik will follow up the case until all information for settling the claim is gathered. The back-office team from the salary office will then proceed with the payment.
Regardless of duration of the stay, if the guest is entitled to a fee / salary	First, we need to make an assignment contract. Depending on the purpose of the assignment, eighter Maria (HR) or Evita/other person in the study section will place the contract order in the system. The back-office team at the salary office will then follow-up until the payment is done. The guest will, among other things, need to apply for a tax-card as part of this procedure.

Information for guests visiting the University of Bergen

When the department covers travel, hotel expenses, or other costs related to your visit, you will be registered in BetalMeg, UiB’s system for travel reimbursements for external guests.

Travel and hotel booking
You are responsible for booking your own travel and hotel. After your visit is completed, you submit your reimbursement claim in BetalMeg.

Access to BetalMeg
The department will register you in BetalMeg before your visit. Once the registration is completed, you will receive an email with all the necessary information you need to get started.

Guidance and support
If you need assistance, you can contact the Service centre for salary, travel and absence: post@lonnskontoret.uib.no, which provides support with reimbursement and travel claim questions.

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21.04.2026