In the event of death or serious injury

The checklist mainly applies to employees at KI. For affiliated personnel, the main employer must be informed immediately. What measures each principal must take may be decided in dialogue based on current circumstances and need of coordination. However, the sections below on insurance and management in payroll systems shall only be applied to employees at KI. "Workplace" also refers to travel to and from work and business travel (although with certain exceptions in PSA and TGL-S).

Continued measures for the immediate manager

- when the emergency situation has been handled

• Never leave a death notice or message that a co-worker has been seriously injured, by telephone. The closest relatives are informed in these cases by the police or medical staff. The following day or days, it may be appropriate to contact relatives.
   
• Obtain correct information about the event and ensure that everyone directly and indirectly affected can take part in it. However, make sure that relatives are informed before informing those concerned at the workplace about the incident. Co-workers who are closest colleagues should be called to a meeting and offered support via e.g. occupational health service or staff support. Prevent speculation and rumors. Inform via e-mail to everyone and/or call to a meeting.
   
• Never allow co-workers to go home or be “spread by the wind” without informing them of the support that can be offered and the time for the next meeting, as well as the availability of the manager or other contact person.
   
• Cancel all meetings the deceased/severely injured co-worker would have attended and notify all external contacts of what has happened. They should receive personal information, how it is given may be decided on a “case-by-case” basis.
   
• We recommend that you document the actions you take on the following days in a log as there can be a lot to remember and it is a stressful situation.

Plan the rest of the day

Decide if and how the work will continue for the closest affected colleagues for the rest of the day. Do the same consideration in the next few days.

Reporting to the Swedish Work Environment Authority (within 24 hours)

If the death/the serious personal injury occurred during work, the immediate manager must report the incident immediately to the Swedish Work Environment Authority on www.anmalarbetsskada.se  This report is then automatically registered with the Swedish Social Insurance Agency. Information on what counts as more serious personal injury can be found on the Swedish Work Environment Authority's website (only in Swedish).

Investigation

Carry out an investigation of what in the work situation may have caused the incident and take measures to ensure that a similar incident is prevented. Collaborate with HR and safety representatives. Consult internal or external experts if needed. Do not forget to report the incident in KI's internal incident reporting system.

Insurance information - if an employee has suffered a serious personal injury

Agreement on compensation for personal injury (PSA)

• The employee is insured through PSA if she/he is injured at work or during the direct travel between home and the workplace. This applies to both more severe and less severe injuries.
• Registration is made to the PSA insurance via AFA insurance.
• The insurance can cover e.g. loss of income, costs incurred in connection with the accident, compensation for scars, medical disability and compensation for “pain and suffering”.

After the notification has been submitted, it is AFA that decides whether compensation is to be paid or not.

KI insurance administrator

Questions about PSA insurance are answered by the insurance officer at KI's central HR Office.

If an employee has died

Memorial service and funeral

Arrange a moment of remembrance at an appropriate time. The next of kin of the deceased should be informed that the memorial service will take place and be invited to participate. Coordinate and invite everyone at the workplace, including staff on parental leave, sick leave and leave of absence. The manager for the deceased should hold the memorial service. During the memorial service, a framed photograph of the deceased should be on a table. Decorate the table with a bouquet of beautiful flowers and display battery-powered lit candles. A memory book/condolence book may be available. The book is handed over to the relatives in connection with the memorial service, the funeral or other suitable occasion.

At funerals, the wishes of the relatives must always be respected. If relatives do not announce that the funeral will be held within the immediate circle of relatives and it is common registration to attend, at least one person from the employer should attend. The deceased is honored with a funeral set, e.g. a wreath or equivalent from colleagues at KI. Colleagues who want to attend should be granted leave if the activity allows. Read more in KI's rules for representation and gifts.

The workplace - practical issues to deal with

Consider the same terms as when someone ends their employment and follow those routines. This means, among other things, that nameplates must be changed, the employee's information removed from web pages, telephone lists and intranets. Remember to handle all practical issues tactfully.

Terminate the employee's AD account (for logging in to computers, e-mail account, etc.) and possibly other account permissions via IT Selfservice
 

Did the employee have work tools such as mobile phones, computers, keys that need to be collected? In that case, contact the employee's relatives at the appropriate time.

Insurance information - if an employee has died

TGL-S insurance

The National Government Employee Pensions Board (SPV) is in charge of the state's TGL insurance. Compensation is paid to the spouse, cohabitant and children with a basic amount if the deceased was under 55 years of age. For children under the age of 20, a so-called child amount is provided. Half the basic amount is always paid to the estate.

The money is always deposited in the estate's bank account.

KI's central pension administrator

• Notifies the death to SPV kipension@spv.se
• Sends an e-mail with information about the deceased employee to employer@spv.se
• Sends letters to the deceased’s family/relatives with condolences and information that it is SPV that handles survivor benefits.
• Notes in the salary system, Primula, that the person is deceased and changes the name to last name estate, first name
• Terminates the employment that ends the day after the death. In the event that the payroll process in Primula has begun on this date, the employment must be terminated on the last day of the month when the employee died.
• Pays out any outstanding salary and supplements.
• SPV orders register extract death certificate from the Swedish Tax Agency.

SPV sends the documents to the estate for the application for pension benefit.

Home transport of the deceased to another country

Home transport of foreign citizens is taken care of by next of kin and paid for by the estate.