Administration

Last changed: 09 September 2024

Here are documents and links on how SOL handles administrative matters in the areas of human resources and economy. Some of the documents have been produced bythe department to complement the material found at the central SLU website.

Please note that some of the links below are to documents situated on SOL s sharepoint, and you need to be logged in to SLU network to open the links.

Whom to ask about what

The administration has introduced functional mailboxes. This has several advantages – you don´t need to hesitate about which administrator to contact and several administrators can help with your matter. All functional mailboxes can be found in this document:

Who to ask about what (pdf)

Time table

There are deadlines for different matters, when they should be entered into our administrative systems. This applies to e.g. payrolls and closing

Forms

Here we have collected all the forms in one place. You can also find the forms under each subject headline. 

NOTE! The forms are downloaded to your computer - use "Save as" and save a COPY of the form on your own computer.

 

Project account chart

All of SOL's activities are collected in an overview named 'Project account chart'. This overview contains all project codes that can be used for accounting costs and income. The chart is updated regularly during the year. The chart is in an Excel file with a sheet for each unit/department within SOL, and also shows who finances the project and who is the project leader.

In order to have a project code set up in the accounting you have to first record the signed agreement and attach a data management plan. Thereafter the SOL administration and the economy department processes a new project code. The SOL administration informs the project leader when the new project code has been registered.

Purchase

When planning a purchase you should start by checking if SLU has any procured framework agreements or if there are any state framework agreements to consider. When that check is made and if you find that there is no agreement for the product/service you are thinking of buying, you may make a direct purchase. Then you also need to check that the value does not exceed the established direct procurement limit, which is updated each year. If the purchase exceeds 100 000 SKR, at least 3 suppliers should be contacted.

When the supplier has been chosen, this should be documented and motivated. This document should then be attached in Proceedo when the invoice comes for payment. Below is the link to the documentation that should be filled out for direct procurement.

Documentation, word file (only in Swedish)

Checklist (only in Swedish)

Proceedo

The SOL administration has made its own manual for how to manage invoices in Proceedo. Please enter information about what the invoice is for and how it is coded (with cost center and project code) in the comments field, not in the field "Köpet avser (vertext)"

In the "Köpet avser (vertext)" field only the SOL administrators enter text according to a model that gives us a uniformity when analyzing the accounting. It is important for those of us who process the invoices that we receive the details of the cost center and project code in numbers. This makes the information clear and not contradictory, which lessens the risk of misinterpretation.

NOTE - remember to click the green cross to save your comment. Thereafter you can authorize the invoice.

If you have to make a payment to a non-employee, student or company that for some reason can not send an invoice, use the form below. Complete documentation is required. 
NOTE! The form is downloaded to your computer - use "Save as" and save a COPY of the form on your computer.

Form for Proceedo payment

Customer invoicing

When planning to send an invoice for expences that you have had or for a revenue that you are promised, you need to provide details about this to the administration. You do this by filling in and submitting a billing form. 
NOTE! The form is downloaded to your computer - use "Save as" and save a COPY of the form on your computer.

Fees and consulting rates

Within the research project there may be a need to purchase consulting services and the project leader can, based on budget and project financing, negotiate the size of the consultant’s fee. SOL has produced these guidelines:

Hospitality costs

When we represent on SLU's behalf there are strict regulations to comply with. Therefore we should consider how we treat the costs in accounting as soon as we inted to offer somthing to eat, a gift or inviting someone to an activity.

The most important thing for the assessment of representation is the purpose and it must be stated on the invoice in Proceedo or in the travel expense claim. A list of participants must be attached and information on who has received a gift. There is good support in the economics department manual, which also states different levels of amounts for various types of representation. 

Research applications

When planning to apply for funds for research or when making offers, you should first confirm your ideas with your head of department. After that, you contact SOL's administration and send over the basic facts including a link to the call for proposals. The project economist then creates a calculation in which you start budgeting. In the first instance, contact the functional email address for your division:

You are strongly advised to get started early on with the budget as the configuration of the application is facilitated when the researcher is aware of the financial conditions. Remember that co-financing must be approved by your department head and co-financing over SEK 100,000 also need approve from administrative manager. The head of the department must always sign the budget before the application/bid can be submitted. We have a checklist to help you remember SOL's administrative routines when making applications.

 

Signing contracts

When contracts are written both parties should agree on the content. This is confirmed by all parties by signing the document with their signature or with an electronic signature. Enough copies of the contract should be made so that each party involved receives a copy of the contract.

This is how contracts can be signed to be approved:

  • All parties sign the document with an electronic signature, e,g eduSign https://edusign.sunet.se/ The signature should then be validated. This is done with the same procedure as the signing but via a different link eduSign-dokumentvalidering (sunet.se). The pdf file is given an different filename and the file ending … signed_svt. The author of the contract may also wish to use other electronic signing programmes for signing.

  • One party signs the document with an electronic signature and the counterpart with a signature. The party who has signed emails the document to the counterpart who prints out and signs with a signature. Thereafter the one who has written a signature keeps this copy and scans the signed document and emails it back to the party who signed it electronically.

  • All parties sign the document with a signature on the original copy. Each party gets an original copy.

  • All parties print the contract, sign it and email to the counterpart. None of the parties have a copy with all of the signatures, but have several documents with a copy of each ones signatures.

  • One party prints a copy of the contract and signs with their signature, the contract is posted to the counterpart who signs with a signature. Only one original now exists. The contract is scanned and emailed to the counterpart. I.e, one party has an original while the other has a scanned copy.

  • Some foreign parties do NOT approve signatures that are scanned, and instead require electronic signing. These e–signings should be in the archive format PDF/A-2u.

Agreements in projects

When we are granted research funding, there is often a need to sign agreements with various parties that will participate in the project. There is no general agreement template for this, but the lawyers at SLU have prouced a draft for a quick guide for contracts. The quick guide is meant to be used as a support for all types of contract. The legal unit has not determined which paragraphs are mandatory as the requirements of the contents may vary. Those using the quick reference must decide which paragraphs should be included based on the requirements of each specific case.

Each contract should be produced in several originals so each parties can have their own copy. All contracts with partners abroad should be sent to SLU's legal department for approval before signing. Therefore it can take longer for international contracts to be approved. NOTE! The SOL administration must always approve the financial part and administrative components of the contract.

Time reports

In many cases, there is a need to document how much time is spent on different projects. Partly in order to get a correct cost in the accounting and partly because some financers require a time report. SOL has a time reporting template in excel that many employees use. The template can also be used to make an hourly budget if required.

Employment

All the employment matters go through the head of department to the administration who register the matter in Primula. The form “Proposal for employment” should be completed and submitted to the administration. It is the head of department who signs all employment matters in Primula.

In order to give the administration to handel the case, it should be registered in Primula 3 weeks before the person is planned to be employed. The HR department has meetings with the unions each Tuesday afternoon. In order to have time for the matter to be addressed at the Tuesday negotiations the departments matters should be certified in Primula by Friday the week before, at the latest.

Travel expenses

When you end your employment

When ending your employment at SLU there are several important things to remember. You should return your keys, keycard, computer, mobile phone and any other equipment you have had at SLU - you return these to our IT-Coordinator David Halim. Check also the SOL IT policy. Enter an autoreply in Outlook. Leave documents that should be filed and recorded with the administration. Take all your personal belongings with you from your office after your last working day.

Financial controlling SOL

There are many reports on the monthly financial result to be extracted both the LINS system (which all can be accessed via staff/tools) and SLU’s accounting system ERP. Updates can be obtained at several levels; department level and project level. The SOL controllers will help you to access the desired report from ERP. 

The budget work takes place in October and November each year. In connection with SOL budget work the department will get information about government funding approved for the coming fiscal year. SOL receives funds from both NJ-faculty and LTV-faculty. SOL divides the government funding to each division in accordance with a share model the SOL management has agreed on. The government funding is distributed with 1/12 each month.