Flexitime for technical and administrative staff

På svenska

This page provides information about flexitime for technical and administrative staff. Researchers employed at Lund University are also considered Technical and administrative (TA) staff in the context of working hours.

Content on this page:

The local flexi time agreement for technical and administrative staff (TA staff)
When working hours are reduced
Lunchtime flexi hours
Normal working hours
Registering working hours
Exceptions from flexitime
If your manager asks you to work extra hours or overtime
Working hours during business travel

The local flexi time agreement for technical and administrative staff

Technical and administrative staff (TA staff) are normally covered by the flexitime agreement. You are responsible for registering your working hours.

If you are employed as a researcher at Lund University, you are also considered Technical and administrative (TA) staff in the context of working hours and are thus covered by flexitime agreements and shortened working days.

Flexible working hours mean that employees are able to choose when they start work in the morning, take a lunch break and finish for the day. Flexitime is an opportunity that must be adapted to the requirements of your organisation

Under the local agreement, your morning start time must be between 7:00 and 9:00. Your finishing time can be between 15:00 and 19:00. This means that you must work between 9:00 and 15:00.

When working hours are reduced

When working hours are reduced, the set working hours (the hours you are to be on duty) are 9:00-13:30 or 9:00-12:00 depending on whether working hours are reduced by two or four hours.

To see which days have reduced working hours, refer to the website below:

Reduced working hours and non-working days for technical and administrative staff

Lunchtime flexi hours

Lunchtime flexi hours are between 11:30 and 13:30. Your lunch break must be at least 30 minutes and you must not work for more than six hours without taking a lunch break.

Normal working hours

Normal full-time working hours are 8 hours a day. Your lunch break is not counted in working hours. If you are part-time, your manager decides, in consultation with you, what flexible hours you work.

When you work flexitime, you must pay consideration to your colleagues and duties, and decide your hours in consultation with your line manager.

Do you want to know more about flexitime or whether you are covered by a specific agreement? Contact your line manager or human resources officer.

Registering working hours

The hours you work are to be registered manually or digitally and submitted to your manager at the end of the month. At the end of every calendar month, your manager checks the hours you have worked. You are responsible for filling in and submitting a flexitime form.

Flexitime forms

Flexitime forms for registration of working hours can be downloaded from the page Staff forms and templates.

Go to the page Staff forms and templates

Remember that your negative hours at the end of the month should not amount to more than 20 hours. If the positive hours exceed 30 hours when the working hours are balanced, which takes place in June and December, 30 hours will ordinarily be transferred to the next month and the remaining hours removed.

If you work fewer than five days per week on average, i.e. you have a day off during the week, this is referred to as fixed part-time working hours.

Changes to number of contracted hours

If you change the number of hours you work in the course of the year, for example by taking parental leave, you need – if you use the advanced flexitime form – to open a new flexitime form on which you indicate the percentage of full-time hours you work and a new start date. You should transfer your balance of hours in hand/owing to the new form and enter it on the Grunddata tab.

Exceptions from flexitime

Fixed working hours are an exception and can be used if you do not want to work flexitime. If you want to work fixed hours, you must inform your manager in writing. Fixed hours can be scheduled differently at different times of the year.

Certain parts of the University have specific staffing needs that mean it is not possible for staff to work flexitime, or have irregular working hours.

If your manager asks you to work extra hours or overtime

In certain cases, your manager may request that you work extra hours (in the case of part-time employment) or overtime. Extra hours and overtime are working hours in addition to your regular duties and must be registered in Primula in close connection with the work being performed, but no later than 14 calendar days afterwards.

For those covered by the flexitime agreement, any overtime is compensated with compensatory leave (overtime compensation as financial compensation is excluded in the flexitime agreement) and overtime can be compensated either with financial compensation or compensatory leave if you and your manager agree on this.

Use of compensatory leave is applied for in Primula and must be taken no later than the calendar month after the extra or overtime work has been performed. Once compensation for overtime has been granted in Primula, it cannot be changed afterwards. This means that any compensation balance cannot be converted to financial compensation or vice versa.

Working hours during business travel

The following working time regulations apply at Lund University, including business travel. Travel time outside of normal working hours is not to be counted as working time and there is no specific compensation for travel time.

For employees working under the flexitime agreement, the normal working hours of 8 hours full-time apply, Monday-Friday (excluding public holidays). Regular hours are to be considered from 08:00 to 16:30, with a 30-minute lunch break.

It is possible for managers to allow their staff to record additional hours for duties carried out while away. This refers to duties or tasks conducted while away from the regular location of the workplace.

Social gatherings do not count as working hours – even if they are scheduled.

Contact

Contact your line manager or the HR function at your organisational unit if you have any questions concerning employment or your organisational unit’s procedures for HR matters.

Annual working hours registered with the Swedish Social Insurance Agency* when applying for sickness benefit and/or parental benefit

When you apply for parental benefit/temporary parental benefit or sickness benefit from the Swedish Social Insurance Agency, you may be required to state your annual working hours.

If you work full-time, your annual working time is 260 days.

If you work part-time, you recalculate 260 days in relation to your degree of service, e.g. (260 days x 0.75 days = 195 days annual working time).

If you have concentrated working hours, count the number of working days that your working hours are normally divided into (calculate an average if you work different numbers of days, e.g. every two weeks) and then multiply this by 52 weeks to get your annual working time in days.

*Försäkringskassan

Are you paid by the hour and employed on a short-term temporary basis?

To receive your salary you are to

register your working hours in Primula no later than the first calendar week of the month after you have completed your hours,
register the correct hours on the days you actually worked, as agreed,
submit all the hours worked each month collectively once a month.

Related information

Normal hours at fixed part-time working hours