Useful information for staff members
The following is an overview of the most important things that apply to all staff members at SKOK.
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 Judith Larsen. 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 Judith as soon as possible if you lose your card, as Judith needs 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. 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.
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
User guide for the DFØ app (Norwegian)
Web solution – self-service portal
Log in to the self-service portal here.
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 firstname.lastname@example.org
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: email@example.com, 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 Judith Larsen. We are required to use UiB’s approved suppliers, which provide discounts, like NORENGROS.
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.
The Center will cover the purchases of computers and i Pads. Contact Tone about this first. Ask Judith for the current models available. Judith must order these for you through the university’s purchasing system.
Purchasing agent’s function (Judith)
All purchases must be ordered by Judith 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 (Judith) 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 (she cannot book hotels, ferries nor trains outside of Norway.) . She must also order office supplies (NORENGROS), furniture, books, flowers, catering, anything connected to arrangements like for example renting meeting venures, meals at restaurants, and so on. Additionally services, such as translations/editing/transcribing and website development, logo creation, software licenses, printing/publishing (ALLKOPI), etc. must also go through Tone and Judith. All purchases must be approved in advance by Tone Lund-Olsen. If you have questions, please ask Judith.
Judith 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 Judith 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. Judith 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.
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.
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 Judith Larsen know what you need and she can order 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
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
Judith Larsen is a Higher Executive Officer who is employed in an 80% position. She works every Monday, Tuesday, Wednesday and Friday. Judith is responsible for the following tasks:
- SVT-SKOK Ombudsman HSE (HMS verneombud) 2015-2016; 2017-2018; 2019-2020, 2021-2022.
- Contact person for HSE Non-Conformities
- Contact person for ARK 2016-2017, 2021-2022
- Contact person for new employees
- Booking of hotels and flights for guests
- E-mail address for short and long-term guests
- Contact person for the University Travel Agent: Berg Hansen, for group travel and guest travel. Arranges Strategy meetings for SKOK and SVT every two-four years
- Booking of restaurants and reception rooms for courses, conferences and parties
- Ordering office supplies, furniture, books, food, PCs/MACs, other services, etc.
- Responsible for employee IDs (kortansvarlig)
- Front office, mail, the archives, e-Phorte, maintaining all e-mail lists and is the library contact person
- Contact person for LYDIA
- Provides support for planning and carrying out HSE activities such as Soup Days, house parties, HSE-Days, etc.
- Various administrative duties
- Room booking, including the Centre's seminar room
- Assisting the Center's Director and Head of Administration
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
- PhD coordinator
Maria Skjelbred Meyer is Senior Executive Officer and works with education at bachelor level. She is employed in a 70% position. She is responsible for the following tasks:
- Student guidance
- Administration of education at bachelor level (recruitment, quality in studies and education, examination, study plans, internationalisation)
SKOK's home at Ida Bloms hus, Parkveien 9.