ECONOMY

Tax Cards

From 2014 non-Norwegian citizens will have to APPLY for a new tax card every year. Please ask someone in the administration 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.

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 by Judith Larsen. 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 (in Pagaweb) 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 Nævdal.
  
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 Judith know what you need so she 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.

Invoice Address: Universitetet i Bergen, Felles fakturamottak, Postboks 7800, 5020 Bergen, Billing-Code: Ask Line or Judith for SKOK's Billing-Code.

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 CENTRE

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.

HEALTH ISSUES

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. In addition, use PAGAWEB to report/record short-term sick-leave.

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.

 
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 or Synnøve. 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
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 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, Synnøve, 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 4.4 positions. The staff in the administration has the following functions and responsibilities:

Signe Solberg is the Head of Administration 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 who is employed in 100% position. Tone is responsible for the following tasks:

• The ebsites
• 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 CRISTIN

Judith Larsen is a Higher Executive Officer who is employed in a 60% position. She works every Monday, Wednesday and Friday. Judith is responsible for the following tasks:

• The websites
• Translates texts from Norwegian to English. Proof-reading of English texts.
• Contact person for VITHF900
• Contact person for new employees
• Announcing seminars and courses
• Contact person for travel and hotel bookings
• Ordering supplies and PCs
• Responsible for employee IDs
• Front office, mail, the archives, Super-User for E-Phorte, maintaining all e-mail lists and is the library contact person
• SEBRA
• Contact person for LYDIA
• Various administrative duties
• Room booking, including the seminar room
• Assisting the Center's Director and Head of Administration

Synnøve Fluge is a Higher Executive Officer who is employed in a 100% position.

• Student Advisor
• Responsible for employee IDs
• HMS Responsible for Building and Fire Safety

Line Nævdal is a Higher Executive Officer who is employed in 80% position. She carries out the accounting duties for SVT. She works 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