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Christmas is coming, but first a few tips ahead of the break

vinter universitetshuset

Christmas is approaching and we’re all starting to look forward to some relaxation and Christmas spirit. But before you wind down, here are a few reminders.

It is high time to apply for annual leave for the Christmas and New Year period

If you are planning to take annual leave days in the Christmas and New Year period, it is high time to put in your application. Bear in mind that your manager must approve your annual leave request in advance and that these days are to be applied for, and approved in, Primula beforehand.

According to the state collective agreement that covers the University, all days of annual leave are to be taken during the year, unless there are special reasons or a staff member has requested to save days of annual leave for a subsequent year. 

However, only those who are entitled to more than 20 days of paid annual leave per calendar year may carry over one or more of the unused days. This means that you must take at least 20 days of annual leave per year.  

You may have a maximum of 30 saved days of annual leave. If you have more than 30 saved days of annual leave on 31 December this year, the excess days of annual leave will be paid with the April salary in 2025. 

Read more about annual leave on the Staff Pages: Annual leave | Staff Pages

In 2024, several squeeze days fall during the Christmas holidays, such as December 23, 27 and 30.

Read more about squeeze days for 2024: Squeeze days | Staff Pages

Register health promotion purchases for 2024 no later than 3 December

To receive reimbursement for health promotion activities purchased in 2024, your application must be completed in Primula by 3 December 2024 at the latest. Bear in mind that Primula will be closed and unavailable from 29 November to 2 December. 

The receipt/other attachments are to be scanned and submitted in Primula at the time you register your case. The original receipt/other attachments are to be saved for three months after your case has been approved in Primula, to be shown if there is a request for these to be checked. 

If you have a job financed by an EU project, you should also give your original paper receipt to the responsible administrator in your nearest HR function, who will ensure that the document is archived in the institution concerned for 17 years.

Purchases made in December 2024 can also be reimbursed as part of the following year’s health promotion reimbursement.

Read more about health promotion reimbursement on the Staff Pages: Health promotion reimbursement | Staff Pages.

Deadline to apply for reimbursement for healthcare and medication costs  

As of 1 January 2024, you can only apply for reimbursement for medication costs once per purchase year. 

The application must be registered in Primula no later than 31 January the following year. You must substantiate your costs with an extract from the high-cost database. As of 1 April 2024, you can no longer apply for reimbursement for medication purchased in 2022 and 2023. 

Regarding healthcare, you can apply for reimbursement several times per year, but no later than two years after the cost has arisen.

Read more about reimbursement for healthcare and medication costs on the Staff Pages: Reimbursement for healthcare and medication costs | Staff Pages

Confirm delivery, review/approve, or delegate

  • Confirm delivery in Lupin/Proceedo as soon as possible after the delivery of your goods, or after your service has been performed.
  • Review/approve your invoices in Lupin/Proceedo before you take your annual leave days, if possible, well in advance before the invoice due date.
  • Or delegate your rights in Lupin/Proceedo, making sure that someone can handle your orders and invoices during your leave.

    Read more about managing invoices