Information for staff

Useful information for staff members

The following is an overview of the most important things that apply to all staff members at SKOK.

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General information

You can find useful and updated information in the Employee Handbook and the UiB Employee Pages.

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, it gives access to the copy machines, and serves as your library card for the University Library. A separate online form is filled out by the Admin. Staff. After it is approved by the Card Center, you can then to go to the Card Centre (located at the Student Centre) where they will take your picture. Make sure you have a valid ID with you. The card will be made for you at that time. Inform the Admin. Staff as soon as possible if you lose your card, as they need to send an online form before you can get a new card. The Card Center is usually open from 9:00 - 14:00 (until 15:00 the first three weeks of the Fall Semester).

UPDATING YOUR PERSONAL PAGES ON THE WEB:

You must update your own personal page yourself. See this manual for information on accessing and editing your personal page at uib.no. If you need help, please ask Kamilla Stølen for assistance.

Vacations, leaves of absence, sick days, etc.

If you are sick, please inform Tone Lund-Olsen and record this information in the the Employee Self-Service Portal. You also need to register for your vacations in the Portal as well. This gets sent to Tone who will approve/not approve the request. If you need a leave of absence, please contact Tone directly.

For more information on your rights to a vacation, sick days, parental leave, etc. please check out the Employee Handbook and UiB Employee pages. The links are at the start of this info page. Be aware that you must apply for your main vacation by May 1st every year. All employees who have worked enough get 5 weeks paid vacation each year (at least three of those weeks need to be taken consecutively between weeks 24-32), and those who turn 60 this year will also receive one additional week. Those who either turn 62 or who are older than that this year get 10 Senior Days every year as well. The Senior Days cannot be transferred to next year. Up to 10 vacation days can be transferred to next year. All this is to be recorded in the Employee Self-Service Portal.

Securitas is our Security Company: 55 58 80 81. Also call Tone Lund-Olsen: 416 49 259 and inform her about what has happened.

Fire: 110

Police: 112

Ambulance: 113

Economy/purchase

Use the DFØ's self-service portal and app for registering your work hours, registering sick leave, claiming travel expenses and other refunds, requests for leaves of absence, travel, vacations, etc.

Mobile app – DFØ selvbetjening

Download the ‘DFØ selvbetjening’ app from the AppStore or Google Play. The app is available in English. You can choose language settings in the app.

User guide for the DFØ app (Norwegian)

Web solution – self-service portal

User guide for the self-service portal (Norwegian)

More information about the portal and the app can be found here. Here you will also find user guides for the various services in the app and portal.

For questions on how to fill out the travel and purchase refund forms please contact heidi.thorbjornsen@uib.no

If you need support, or have other questions, contact UiBHjelp.

If you have technical questions related to the self-service portal or app, contact DFØ (08.00-15.45). Email: lonn@dfo.no, phone: 40 63 40 21

Operating funds for PhD and postdoctoral fellows

Research Fellows are awarded operating funds that are spread over a period of three years; in the fourth year all the remaining funds will be transferred over, depending on which type of work contract the fellow has.

Budgeted operating costs

The SKOK’s operating funds cover rent, office supplies, etc. Basic office supplies are ordered by the center’s purchasing agent. We are required to use UiB’s approved suppliers, who provide discounts and who have undergone an extensive vetting process.

Your personal operating funds should 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. Every year you will be informed as to the status of your individual budget.

Computers/iPads

The Center will cover the purchases of computers and i Pads. Contact Tone about this first. Ask the Purchasing Agent for the current models available. They must order these for you through the university’s purchasing system.

Purchasing agent’s function

All purchases must be ordered by the purchasing agent and must have an Purchase Order Number before invoices can be paid. However, you must book YOUR OWN TRAVEL arrangements. See Booking and Payment of Travel below for more information concerning this. The university has many purchasing agreements with various firms in Norway, which we are obligated to use. These firms have gone through a vetting process to make sure that they have good work practices, follow environmental guidelines, are registered businesses, etc. The purchasing agent must order items such as computers and group travel for SKOK employees (for 10 or more people), hotels and flights for invited guests who are coming to Norway (the purchasing agent cannot book hotels, ferries nor trains outside of Norway.) . They must also order office supplies (NORENGROS), furniture, books (AKADEMIKA), flowers (BOTANICA), catering (SAMMEN (SiB), SAFARI, GODT BRØD), anything connected to arrangements like for example renting meeting venures, meals at restaurants, and so on. Additionally services, such as translations/editing/transcribing (use SEMANTIX) and website development, logo creation, software licenses (ADOBE), printing/publishing (MAKE GRAPHICS - Allkopi has changed its name), etc. must also go through the putcahsing agent. All purchases must be approved in advance by Tone Lund-Olsen. If you have questions.

Purchasing books

The purchasing agent purchases books from Akademika through the UNIT4 system. Please do not purchase books yourself physically from the Akademika book store, the cost will NOT be refunded to you, additionally, we receive discounts by using the UNIT4 purchasing system - however you may purchase their books ONLINE and get the refund afterwards. Please send LINKS to the books you want from AKADEMIKA, please include the ISBN13 number - Thank you! There are three more exceptions: If you buy foreign books yourself abroad, electronic books (eBooks) or books through Amazon and other similar websites, you can use the form in the self-service portal and get your money refunded. We cannot order e-books as they require registration to one person so that this person can read the books for years to come - use a private email address so you can use these books even after you leave SKOK. Please be aware that Akademika often can obtain most books so you do not usually need to use your own money in advance. All purchases must be approved by Tone Lund-Olsen.

Credit card

It is recommended that each staff member applies for an UiB Credit Card, which can be used to cover your business travel expenses, the Credit Card has replaced travel cash advances. State that the University of Bergen is your employer on the application form. When travel is paid with the employee’s UiB credit card, travel insurance is 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, the University will cover the interest fees. Interest fees and annual fees for credit cards are covered by the University. Most chose to pay the miminum amount each month and then claim the interest fees when they send in the travel form - make sure you include the interest for each month as it adds up! Make sure you do the travel form within a month after your travel is finished. This will reduce the interest fees that the University will have to pay out. The credit card is ONLY to be used for UiB Business Travel expenses: flights, hotels, meals, conference fees, etc. The credit card is NOT for personal use.

Tax cards

Non-Norwegian citizens will have to APPLY for a new tax card every year. You can ask Tone Lund-Olsen for help in doing this. It is normally done online using form RF-1209. If you fail to apply for the tax card, a 50% tax will be deducted from your salary. You of course will receive any overpaid tax later on after the tax card is received, but it can take time.

Booking and payment of travel

All employees need to book and pay for their own business travel, such as flights, train travel, hotels, meals, conference registration fees, rental cars, taxis, airport buses, etc. You can use any airline and hotel you want. However, you MUST use the University’s Travel Agent Berg-Hansen, via the Web. For travel outside of Europe they usually require a scanned copy of your passport. For more information about travel and the UiB Credit Card: Travel | Employee Pages | UiB

You need to set up a personal page with Berg-Hansen, this will streamline the process the next time you book flights/hotels. Their Web Portal gives you many choices and is very good now.

Berg-Hansen has an Emergency Plan so if something unexpected during your travels should occur, such as your flight being cancelled, social unrest, and the like; the travel agent is responsible for finding alternative solutions for you. They are obligated to keep track of employees who are traveling and who have used their services. Take immediate contact with them if something unforeseen happens.

Travel expense form

The travel expense form needs to be submitted within one month after the travel is complete. This form is the the Self-Service Portal. Make sure you keep all receipts and scan them all separately so the system can process them effectively. Additionally, remember to include any interest payments that have accured on your credit card. UiB refunds this as well.

Reimbursement of expenses

Only research-related purchases that cannot be covered by ordinary purchases should be entered on the purchase reimbursement form. Contact Tone Lund-Olsen. (All your business travel related expenses should be entered on the Travel Expense Form. See above.) Individual employees must not make ordinary purchases: such as office supplies, i Pads, computers, translations, meeting venues, art work, paper, etc. Let the purchasing agent know what you need and it will be ordered it for you.

Who does what in the administration?

The staff in the administration have the following functions and responsibilities:

Tone Lund-Olsen is the Head of Administration and is employed in a 100% position. Tone 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 defenses
Finances and Budget

Silje Mari Mo is Senior Executive officer and is employed in a 60% position. Silje is responsible for the following tasks:

Ordering, reception of goods and invoice processing
Shipping, mail processing, contact for the university's archive and library
Reception of new employees and guests
Event support: includes responsibility for booking catering, meeting rooms and accommodation for courses, conferences and seminars
Responsible for room bookings, phones and access cards
Planning and implementation of activities for a good work environment for employees and students
Participation in administrative networks

Kamilla Stølen is advisor for research and communication, and is employed in a 100 % position. Kamilla is responsible for the following tasks:

The website
Assists in connection with publicity and media relations
Assistance in connection with conferences, seminars and other events
Assistance in connection with application for external funding
Other administrative duties

Idunn Tandstad is Senior Executive Officer and works with master and doctoral education. She is employed in a 100 % position and is responsible for the following tasks:

Student guidance
Administration of education at master level (recruitment, quality in studies and education, examination, study plans, internationalisation)
Administration of doctoral education
Webpages
PhD coordinator

^{Funding sources and related resources}

Below is a list of internal, local, national and international funding sources with regular calls. Please alert Kamilla if you come upon dead links and/or you think that the below list is missing relevant funding sources. Other relevant calls with no fixed website will be circulated via the staff e-mail when they are announced.