Temporary Personnel Loans (Staff Secondments)

Government agencies have the possibility to temporarily loan in or loan out personnel to other government agencies.

Purpose

The purpose of this page is to clarify how KI manages personnel loans, meaning the temporary lending or borrowing of staff between government agencies.
Personnel loans are a tool to strengthen KI’s strategic workforce planning, contribute to competence development, and promote collaboration within the public sector.

Scope

This policy applies to all employees at Karolinska Institutet and covers only personnel loans between government agencies. It does not apply to assignments, consultancy services, or employment with other organisations.

Definition

A personnel loan means that an employee, for a limited period, performs work at another agency while remaining employed by KI, or is borrowed by KI from another authority where they remain employed. Personnel loans take place within the framework of the employee’s duty to work, are generally based on voluntariness, and normally last no longer than six months.

Basic Principles

Personnel loans must always have a clear and documented purpose, such as competence development, temporary resource needs, or support in a crisis situation.
An agreement on the personnel loan must be concluded between KI and the other authority. The agreement shall regulate responsibilities, costs, work environment issues, and other practical matters.
The loaned employee remains covered by the primary employer’s terms of employment, collective agreements, and insurance.
The lending authority retains the overall employer responsibility, while the borrowing authority is responsible for the day-to-day work environment.
Decisions on personnel loans are made by the immediate manager with delegated authority to decide on personnel matters, following dialogue with HR.
Personnel loans normally last up to six months. In exceptional cases, an extension may be granted following a new assessment.

Responsibilities and Roles

Managers are responsible for assessing needs and suitability and for initiating contact with HR.
Local HR is responsible for providing support in the process, ensuring the agreement, and managing consultation with trade union organisations. Local HR is also expected to ensure that all cases are registered and recorded with the registrar.
Employees participating in a personnel loan are responsible for being aware of the terms and conditions, following applicable routines, and contributing to experience feedback after the loan has ended.

Agreements

At present, KI has an agreement with the Public Health Agency of Sweden. In the future, agreements with additional authorities may be established.

Questions and Answers

In a personnel loan (staff secondment), you remain employed by your primary employer and work temporarily at another government agencies. In the case of a leave of absence, you are on leave from your employment in order to work for another employer.

Yes, personnel loans are typically voluntary. However, the employer may decide on a loan within the framework of the employee’s duty to work if required by operational needs.

Whether there is a cooperation agreement between the agencies (must be in place)
Duration
Full-time or part-time
Invoicing of costs

Normally no longer than six months. An extension requires a special review.

The lending employer pays the salary as usual, but the borrowing authority reimburses the lending employer in accordance with the agreement.

The lending employer has the overall responsibility for the work environment. The borrowing agency is responsible for the day-to-day work environment.

You report sick leave to the lending employer and simultaneously inform the borrowing agency.

At present, KI has an agreement with the Public Health Agency of Sweden (Folkhälsomyndigheten). In the future, agreements with additional agencies may be established. Personnel loans are only possible between government agencies, not with other employers, such as regional agencies.

Yes. Personnel loans may be used to rapidly provide resources to other government agencies in crisis situations, not related to international conflict.

Important to Remember

Personnel loans must always be documented.
KI’s terms of employment and collective agreements apply throughout the entire period.
Personnel loans are time-limited, normally up to six months.
In crisis situations, the process may need to be expedited, but decisions must still be documented retrospectively.
Experience feedback after completion of the loan is an important part of competence development.