Disbursement of funds for Assistant Professor appointments under Karolinska Institutet’s Strategic Recruitment Initiative 2025
Since 2019, the Faculty Board has allocated funds for Assistant Professor positions. Once the recruitment process has been completed, the employment decision has been made, and the Assistant Professor appointment is ready to commence, the department may request funds from the Administrative Support (GVS).
In 2025, the Faculty Board decided to announce up to 18 Assistant Professor positions in various subject areas at one of Karolinska Institutet’s (KI) departments. The recruitment process is carried out by the respective department, and the employment decision is made by the department head. Once the employment decision has been made and the Assistant Professor appointment is ready to commence, the department may requisition funds for the position from GVS.
The employing department is allocated a budget of SEK 1 million per year for a maximum of six years. These funds are intended for a full-time position and may be used for salary costs, premises, and other operational and research-related expenses."
Conditions for Disbursement of Funds
In December 2019, new conditions for the disbursement of funds from the Faculty Board were established. These conditions apply to appointments as Assistant Professor and Researcher, as well as consolidation grants for those awarded funding from 2019 onwards. To read the full conditions for 2025, please visit the page Conditions regarding employment and payment 2025.
In brief, the conditions are as follows:
- The funds are intended for a full-time position and may be used for salary costs, premises, and other operational and research-related costs.
- The total employment period as Assistant Professor at KI may not exceed six years. Therefore, any previous employment as Assistant Professor must be deducted from the time and funding allocated for a new appointment under this initiative. Please contact the HR specialist responsible at GVS for calculation.
- The start date must be no later than twelve months after the funding decision.
- Funds may be used for one year after the end of the payment period. Exceptions may be granted under special circumstances.
- If all funds allocated by the Faculty Board are not used during the designated period, remaining funds may be used for one additional year after the grant period. This requires that the department decides on an extension of employment under special grounds in accordance with Chapter 4, Section 12a, second paragraph of the Higher Education Ordinance, or another employment position, and that research remains the primary work task. The employing department is responsible for ensuring that the funds are used in accordance with these regulations even after the initial grant period. The department must inform the off HR specialist responsible for GVS of any changes regarding the employment of a person who has received funding.
- Unused funds must be returned to the Faculty Board after the disposition period has expired.
Requisition
Attachments to the requisition form
To approve the disbursement, the form must be accompanied by an employment certificate or employment contract covering the entire period for which payment is requested. The decision on the Assistant Professor appointment must also be attached.
If the individual is clinically active within Region Stockholm, an employment certificate and a certificate from the relevant head of operations must be included. The certificate must specify the extent to which the individual is permitted to engage in research. For funds to be disbursed, the appointment at one of KI’s departments must cover at least 50 percent, and research activities must constitute at least 50 percent of the position. A certificate from the relevant head of department confirming the individual’s activity at KI and its extent must also be attached.
Disbursement
After the first requisition has been submitted, the remaining months are paid to the department via the resource allocation system (monthly installments).
For requisitions submitted to GVS between January 1 and June 30, a full-year amount is paid for the current calendar year (with certain exceptions).
For requisitions submitted between July 1 and December 31, no payment is normally made during the current year; instead, payment is made via the resource allocation system during the following calendar year.
How to complete the form:
The upper section of the form should be completed by the department’s administrative staff.
- Requisition refers to: Specify the type of funds for which payment is requested.
- Department: Indicate the department where the appointment is placed.
- Funds requested for: State the name of the person awarded the funds, the employment period, and the extent of the appointment.
- Project: Indicate the project to which the funds should be allocated.
- Verification text: Include the department code, applicant’s name, and type of funds (e.g., C1, Lisa Nilsson, Assistant Professor).
- Department reference: Provide the name of the contact person responsible at the department.
The form, including attachments, should be sent by email in Word format to the HR specialist responsible for GVS, who will complete the lower section of the form and forward the documents to the Finance Department at GVS for payment.
The department will be notified once the requisition has been processed.