All employees at Lund University are entitled to reimbursement of health promotion activities and to a health promotion hour. This benefit is offered to all employees, including those on short-term, part-time and substitute contracts.
Are you waiting for health promotion reimbursement?
Many staff members submit their applications for health promotion reimbursement at this time of year. For this reason, the processing time is longer than usual. We hope for your understanding on this matter. The HR Division is focused on granting your reimbursement as soon as possible.
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You can get compensation for this
You are reimbursed for the cost of simple and relatively inexpensive health-promoting activities. Both conditions must be met for the activity to quality for reimbursement.
A gym membership or equivalent cost is reimbursed up to a maximum of SEK 1 870 (or the sum actually paid for a calendar year, whichever is lower). Keep in mind that it is the payment date that governs which year will be charged.
You can choose to use your health promotion benefit for several different activities.
The full amount is paid if your employment contract exceeds 6 months in one calendar year. Employment which runs for a period shorter than 6 months in one calendar year generates a health promotion reimbursement for the months you have been employed during the calendar year. For example, an employment period of 3 months in one calendar year generates three twelfths of the maximum reimbursement.
You can not get compensation for this
Family membership cards and entrance fees for sporting events, personal starting fees in competitions and memberships in associations are taxable. Lund University does not reimburse the cost of taxable activities.
Likewise, Lund University does not reimburse expenses paid by someone other than the employee applying for health promotion benefit. For example, this is common in the case of ski trips and rent of sports halls where several people share a cost but only one person is responsible for payment to the other party.
To apply for health promotion reimbursement for activities you have purchased and paid for during 2021, you need to register your application in Primula no later than 31 January 2022. Beyond that date, you can no longer apply for reimbursement of activities in 2021.
Purchases made in November and December can be carried forward to the following year’s reimbursement.
Check your receipts
Reimbursement requires the submission of an original receipt from the activity provider. Make sure the receipt is showing
- your name
- the price
- the period covered
- the seller/salesperson
- the service purchased
If the original receipt does not contain the above information, you need to ask the seller to write a supplementary receipt.
For receipts written on receipt blocks, a stamp is required, or an attached cash receipt is attached.
You can also attach account statements from the bank stating who the account holder is and to whom the payment refers.
If you have paid for your activity via invoice, you must enclose the invoice and account statement where it appears that you have paid, in your application. Payment certificate from the seller also works well.
If you pay for the activity via direct debit (autogiro) you are to attach a copy of the account statement and a dated receipt from the activity provider showing your name, the price and the period covered. You can only claim compensation for payments that have been made.
Register your request in Primula
Register your request for health promotion reimbursement in Primula, under the menu Min sida/Ersättningar/Arvoden. Complete your application by clicking the Skicka button.
Submit receipts and attachments
Attach your receipts and attachments to the expense attachment that you have printed out from Primula (or a white sheet of paper). The expense attachment must be at the top.
The original receipts, the printed expense attachment from Primula and any supplementary receipts utläggsbilagan are to be sent to Lunds universitet, sektionen HR, hämtställe (internal mailing code) 31. Label the internal mail "Granskning/For review".
The address for regular mail is:
221 00 Lund.
Label the envelope "Granskning/For review".
The last day to send in original receipts, together with a printed expense attachment from Primula and any supplementary receipts, is 31 January of the year following the purchase.
Cases with incomplete documentation will be rejected.
If you are going to end your employment, remember to apply for wellness and send in receipts before you leave, to get your compensation granted.
Tips for quicker reimbursement of health promotion
To avoid waiting a long time for your reimbursement, we advise you to send your application as soon as you have reached the highest reimbursable amount (SEK 1 870 per year). If you purchase several health promotion activities during the year, or if you pay via direct debit, you can collect the receipts/proof of payment and send them in twice per year. This will speed up the processing time.
You are entitled to 60 minutes of health promotion time per week if you work full-time. This includes the time it takes you to get to and from your activity, as well as any other preparation.
If you work part time, you are entitled to health promotion time in proportion to the scope of your working hours. This means that if you work 50% of full time, you are entitled to 30 minutes of health promotion time per week.
The activity can be divided into shorter sessions, for example three 20-minute sessions or two half hour sessions. Check with your manager when planning how to use your health promotion hour.
You can use your health promotion hour at any time during your ordinary working hours. The health promotion hour should be used so that you regain energy during the working day and make the most of daylight hours.
Reporting health promotion hours
When you use your health promotion hour, you record it on your monthly flexitime report. If you do not have flexitime, discuss how to report the health promotion hour with your line manager.
Contact your line manager or your organisational unit’s HR/staff officer if you have any questions about your employment or your organisational unit’s procedures regarding HR/staff matters.
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