For staff at the Department of Medical Epidemiology and Biostatistics

This link leads to the page "Documents you need" where you need to log in with your KI credentials to access MEB specific information. 

MEB has set a standard operating practice that outlines the routine of timesheets for reporting salaries.

For salaries on projects where the funding agency require reporting of time (mainly EU and NIH projects) it is the employee’s responsibility to ensure that timesheets are handed in complete with signature and correctly filled in. 

Those employees with their salaries coming from projects that require timesheets will receive an email in the beginning of every month prompting them to fill in their timesheet, get it signed and hand it in by the 10th. Reminders will be sent out to the employee and PI of the project on the 11th. Those who at the end of the month have not handed in their timesheets will together with the PI be contacted by the Head of Administration.

Failure to hand in timesheets will ultimately result in loss of funds. Timesheets must be filled in using the KI template.

Follow this link for instructions on how to fill out the timesheets and where to e-mail the digital copy and what to do with the signed original.

This link opens an e-mail to prefekt@meb.ki.se. 

The head of finance and administration and the three deputy heads of department are all authorized to sign as Head of Department. Most documents requiring a signature from the “head of department” are not signed by the actual head of department. If you don’t know who will sign your document, send a mail to prefekt@meb.ki.se and ask. For documents that will be signed electronically, it’s important to prepare the document with the names of all signees before the first signature is made. Do not, for example, write the name of the head of department and then sign digitally unless you know for sure that the head of department will be the one who will sign.

The “obligatory shortcut” is only required for contracts and agreements. Relevant details for other documents can be provided in the e-mail to prefekt@meb.ki.se. If it’s not obvious, then specify what sort of signature is required (e.g., hard copy, digital with eduSign, digital with DocuSign, etc.). Correspondence regarding signatures should be sent to prefekt@meb.ki.se but that e-mail address should not be specified in online systems (e.g., Prisma or ethics applications); the person signing needs to able to identify themselves with their personal login or personal Bank ID so their personal e-mail address must be specified.   

Please include complete documents (including attachments); don’t just send the signature page. The head of department should be the last person at MEB to sign. If in doubt, write to prefekt@meb.ki.se and ask.

Please also note that grant applications that require a signature will only be signed once the budget is approved by Ann Almqvist, so contact her well ahead of the deadline. More information about that can be found in a text box below. 

This link leads to the page "Documents you need" where you need to log in with your KI credentials to access MEB specific information. 

MEB provides support for all kinds of research funding from grant applications, project follow-up and reporting. Ann Almqvist has the overall responsibility, but always contact your research administrator to start with! 

For all grant applications you need to have a MEB approved budget before submitting your proposal, this also applies to applications requiring help from KI Grants Office and applications without a budget. Approval can only be given by Ann Almqvist.

Applications that require a signature by head of department will only be signed once the budget is approved.

MEB provides budget templates for most funding agencies – these are obligatory for your budget to be approved. Note that the templates are not interchangeable, and are updated for each funding period. Always download the latest version from MEB Funding in Teams. To be added to the team, contact Gunilla Sonnebring. If the template you are looking for is not available contact Ann Almqvist.

Once your application is complete, e-mail prefekt@meb.ki.se for signatures. In case you need to specify an e-mail address in your application, always check beforehand whose e-mail to use! The deputy heads of department take responsibility for different applications. 

Here is a short guide to get reimbursed for work-related expenses.

For full details, please visit https://staff.ki.se/digital-receipts-travel-and-expenses. Before you log in to register your expenses or travel bill on the PA web (https://ki.hr.evry.se/), please prepare all the documentation in advance. You should chose to register a travel bill if you want to claim per diem expenses (“traktamente”), otherwise just register an expense claim.

Checklist for compulsary items for all bills:
- Invitation or a confirmation of registration
- E-ticket/itinerary
- Program and/or an agenda
- If available: ”Certificate of attendance”
- Receipt for other expenses
- Other tickets, including receipt of payment.

For short trips, such as taxi within Stockholm and train to Uppsala, register an expense claim. Please note that you may only use the taxi company procured by KI (currently Flygtaxi).

You must always keep and attach the following documents:
- Invitation or a confirmation of registration (for a course/conference) or equivalent documentation
- Ticket and/or receipt
- Program and/or an agenda

Please note that food should not be itemized in your bill – it’s covered as a per diem instead. The only exception is if you have hosted guests, which you then should itemize as “representation” (more information: https://staff.ki.se/rules-for-official-entertainment-and-gifts-at-karolinska-institutet. 
For efficient handling, please make one PDF-document with all your receipts, tickets and documents.

A piece of advice: you can put all claims in one bill and register at once - just make sure you change the project number for the payment if not everything should be paid from the same project!

Take special care with projects funded by the EU or NIH: special rules apply, so contact your research administrator! 

If you need someone to teach you how to submit a travel bill or an expense bill, please contact Milka Krestelica (Milka.Krestelica@ki.se).