Working hours

Contents of the page:

• Provisions in the central collective agreements Villkorsavtal/Villkorsavtal-T
• An annual cycle with up-to-date staff plans and performance reviews
• Staff appraisals and follow-up
• Staff plans for teachers with annual working hours provide a great deal of scope for personal planning
• Pre- and post-teaching work
• Saved holidays affect staff planning
• Staff plans must be available at the faculty
• Holidays for teachers
• Compensation for evening and weekend teaching
• The Swedish Social Insurance Agency in connection with sick leave and/or parental leave

Lund University has a local agreement on working hours for teachers, which sets the framework for planning annual working hours. The agreement also specifies how holidays are to be scheduled and what applies to teachers in the event of overtime, sick leave and the like.

Provisions in the central collective agreements Villkorsavtal/Villkorsavtal-T

The central collective agreements Villkorsavtal/Villkorsavtal-T contain special provisions for certain employees at universities and colleges, stating that the distribution of annual working hours is to be determined in local agreements. The employees covered by the agreement are the positions specified as teachers in the university's current employment regulations:

• professor
• Visiting Professor
• Adjunct Professor
• lecturer
• Adjunct Senior Lecturer
• Associate Senior Lecturer
• Postdoctoral fellow
• Lecturer
• Adjunct lecturer.

The working hours in the agreement also apply to the following positions (with the limitations stated in the agreement, the Higher Education Ordinance or other statutes):

• teaching assistant
• Clinical Assistant
• PhD student.

The working hours agreement for teachers regulates the distribution of tasks, the scheduling of holidays, additional and overtime, staff plans, etc.

An annual cycle with up-to-date staff plans and performance reviews

As a manager of teachers, you need to work out an annual cycle that follows the calendar year in your role as an employer. The annual cycle includes developing staff plans and skills development plans, holding development talks with your teachers every year, as well as carrying out a reconciliation of annual working hours and, if necessary, redistributing tasks (if unplanned tasks have arisen) no later than the end of the spring term.

As a manager, you manage and distribute the work and are responsible for complying with the provisions of the working hours agreement.

Staff appraisals and follow-up

The performance appraisal is a good basis for you as a manager when you develop the personnel plans for your employees and is mandatory. At the performance appraisal, you have an opportunity to have a dialogue about the employee's assignment (tasks and how annual working hours are distributed) and what the employee's workload looks like, but also about the need for skills development.

At the end of the spring term, a reconciliation of the annual working hours must be made to get an up-to-date picture of the teacher's work situation. The follow-up also gives you the opportunity to check whether the staff plan has worked and, if necessary, to make an adjustment to the staff plan for the autumn term.

The reconciliation is a prerequisite for being able to redistribute tasks (if unplanned tasks have arisen) that must be done as soon as a need arises to perform unplanned tasks or at the latest at the end of the spring semester.

Remember that the plan must be collected according to the faculty's procedures, in order to be available if the unions request to see it.

Staff plans for teachers with annual working hours provide plenty of room for their own planning

Annual working hours give the individual teacher a great deal of freedom to carry out their work. With the freedom comes a responsibility to have a dialogue with one's manager if the personnel plan needs to be revised.

It is also important to remind the teacher that they have a responsibility to inform their manager if there are other tasks than those planned or if any planned tasks disappear. This is needed to ensure that the work is within the annual working hours.

Read more about what applies if the work does not fit within the annual working hours on the page Overtime and additional time for teachers.

It is part of your work environment responsibility as a manager with the role of employer to ensure that your employees have a reasonable workload.

A teacher cannot independently take on tasks without the approval of the head of department/equivalent. The head of department is responsible for the teacher's work environment and must therefore be informed about things such as new tasks in order to be able to take responsibility. If a teacher is to work temporarily and partially at another department within Lund University, this must be handled in accordance with the Guidelines for compensation for work at Lund University (Dnr STYR 2015/418). (LINK to the document)

Download Guidelines for compensation for work at Lund University (Dnr STYR 2015/418) from the Regulations on the Staff Pages

Preparation and follow-up work in teaching

A starting point for the distribution of teaching tasks is that one teaching hour (45 minutes), including pre- and post-work, should be converted to 2–7 clock hours.

In lectures or lessons, a factor of 4 is normally used, but at least a factor of 3. When it includes examination, a minimum factor of 4 is used. For the artistic field, a different conversion factor can be used.

When it comes to determining which factor to use, an estimate of the actual need for pre- and post-work needs to be made for the course or teaching assignment in question. The factor may vary for different courses and teaching assignments or for different teachers.

Circumstances that may affect the assessment may be, for example, how many times the course has been completed by the teacher, the need for change and development of the course's content, the need for reading time, etc.

Saved annual leave affect staff planning

If a teacher wants to save annual leave for a later year, the annual working hours must be adjusted for the current year. A vacation day is 8 hours. This means, for example, that a teacher who wants to save five days of holiday from year 1 and use them during year 2 will have different annual working hours in year 1 and year 2: Year 1 saves 5x8 hours = 40 hours, which must then be added to the annual working hours for year 1 in the staff plan. If the teacher has 1700 hours according to the agreement, 1740 hours must be planned in year 1.

If the teacher takes his or her five saved vacation days during year 2, the annual working hours must be reduced by 40 hours in the staff plan. If they have 1700 hours according to the agreement, 1660 hours must be planned in year 2.

A teacher who wants to save vacation must always notify their manager of the request no later than April 30 of the same year. The staff plan must be adjusted accordingly.

Staff plans must be available at the faculty

Before each new calendar year, new staff plans must be drawn up. If you have multi-year plans, the year's planning for the new year should be reviewed. The personnel plans must be drawn up well in advance of the beginning of the calendar year. Each faculty decides whether the staff plans are to be collected at faculty level or at each department.

When the plans are ready, an appointed contact person at the faculty sends an email to the three unions and informs them that the plans are ready and can be requested if necessary. The message must clearly state who the unions should contact in order to gain access to the staff plans.

The plans will come into force ten working days after the notification has been sent to the trade unions. If a teacher has objective and reasonable views on their staff plan and believes that the employer has not taken these views into account, they must contact their trade union.

On the page for HR forms and templates, there is a template for what a personnel plan can look like. It is important that each teacher has their own staff plan and that they have access to it.

Go to the HR forms and templates page

Teachers' annual leave

Teachers' annual leave is also regulated in the teachers' working hours agreement.

Read more about holidays for teachers

Compensation for evening and weekend teaching

When a teacher teaches in the evening or at the weekend according to a schedule, a special salary supplement of SEK 75 per clock hour is paid. Compensation is paid for each fixed lecture, teaching or practice hour completed on Saturdays or Sundays or on another day that at least half falls after 18:00. This is registered in Primula.

More information can be found on the page about compensation for inconvenient working hours

The Swedish Social Insurance Agency in connection with sick leave and/or parental leave

When a teacher applies for parental benefit/temporary parental benefit or sickness benefit from the Swedish Social Insurance Agency, the teacher needs to state the annual working hours. Annual working hours for the Swedish Social Insurance Agency are stated in days.

As a full-time employee, the annual working hours are 260 days for those who normally work 5 days a week.

If you work part-time, you calculate about 260 days. In relation to your level of service, for example: (260 days x 0.75 ssgrd*. = 195 days annual working hours).

*Employment rate/employment rate

Contents of the page:

• Flexitime frames
• Duration of regular working hours
• Overtime for duty within and outside the flexible framework
• Concentrated duty
• Recording and reconciliation of working hours
• Flex leave
• Fixed duty schedule
• The Swedish Social Insurance Agency in connection with sick leave and/or parental leave

At Lund University, there is a local collective agreement on flexitime and permanent employment. Most T/A staff have flexible working hours and the opportunity exists for individual employees who would rather work according to a fixed work schedule instead of having flexible hours.

There are also activities where all employees have their working hours arranged according to a special schedule, and this is called irregular working hours.

Read more Irregular working hours

The flexitime agreement gives employees the opportunity to decide for themselves the organisation of their working hours within given time frames. Flexitime requires adapting service to the demands of the work. The employee is obliged to register their flexitime and you as a manager are responsible for reconciling the flexitime report.

Flexitime frames

The flexitime agreement gives employees the opportunity to flex between 07 and 09 and 15 - 19 (including lunch flex between 11:30 and 13:30) on non-holiday Mondays to Fridays, with some exceptions for public holiday evenings. The employee must therefore be on site between 9 a.m. and 3 p.m.

An employee may not schedule his or her working hours during days that constitute non-working days, such as:

• Saturday or Sunday
• Midsummer
• Christmas Eve
• New Year's Eve
• Squeeze days (Mondays–Fridays between two non-working days).

Duration of regular working hours

The standard time measure for full-time is 8 hours for each non-holiday Monday–Friday. For certain days in connection with weekends, the standard time measure is two or four hours shorter in accordance with the Terms and Conditions Agreements. For a part-time employee, the standard time measure must be proportional to how the part-time employment relates to full-time employment. However, the standard time measure for the shortened working days can only be reduced if the working hours are scheduled on that day.

For a part-time employee, the employer shall, after consulting the employee, determine the period of time

• Fixed time
• flexitime
• Flex frame
• Lunch flex if applicable

If you do not agree, you as a manager determine the working hours after consultation with the employee's trade union. If working hours are not to be arranged all the time on every non-holiday Monday to Friday, i.e. be on fewer than 5 calendar days per week, this is called concentrated duty.

Overtime for duty within and outside the flexible framework

For employees covered by Lund University's flexitime agreement, overtime may occur both when working within and outside the flexitime framework:

• Overtime for duty within the flexible framework – if an employee, according to a decision by the supervisor, serves time in excess of the standard time measure during a working day, this time is overtime. The standard time measure is 8 hours for each non-holiday Monday-Friday. For some days in connection with weekends, the standard time measure is shorter. For part-time employees, overtime does not arise until the total working hours within the flexible framework exceed the standard time measure for a full-time employee. The provisions on additional time in Chapter 4. Sections 8-11 of the Terms and Conditions Agreements do not apply.
• Overtime for duty outside the flexible framework – if an employee is working for a time outside the flexible framework by a decision by management, the time for this service is overtime. The flex frame is between 07.00 and 19.00.

Overtime should never be registered on the flexitime form, but registered within 2 weeks after the work has been performed in Primula.

Read more about overtime and additional time

Concentrated duty

Concentrated duty means that an employee works fewer than 5 days on average per week.

Some examples of concentrated service:

• Anna works 60 percent of full-time divided into 3 days a week.
• Kurt has partial pension and works 80 percent of full-time divided into 4 days a week.
• Martin is on parental leave 25 percent and works 4 days a week.
• Åsa is on sick leave 50 percent and works full-time every other week according to a doctor's recommendation.

In order for salary and compensation to be correct in the case of concentrated work, it is important that there is an updated schedule in Primula that shows which days the employee works and which days the employee is off. Then correct calculations are made automatically when the employee is on vacation, caring for children and so on.

When you and the employee have agreed on which day(s) the employee will work and which days the employee will be on leave, you as a manager or the nearest HR function must notify them of the employee's schedule via the Government Service Centre's (SSC) customer portal. SSC then enters this into a schedule that the employee can see under "My pages" in Primula. If you agree to change the employee's working hours or if the employee stops working concentrated duty, the employee must notify SSC via their customer portal.

The same rules apply to flexitime registration and reconciliation of working hours for those who have concentrated duty as for those who have duty every weekday.

You can find more information about how the employee should fill in their flexitime report on the page below:

Flexitime registration for concentrated duty (Staff Pages).

Recording and reconciliation of working hours

Employees who have flexitime must register their working hours on a flexitime form or if another system is available at the workplace. At the end of each calendar month, you as a manager make a reconciliation of the working hours that the employees have completed as regular working hours during the month. At the end of the calendar month, these working hours may exceed or fall below the standard time measure applicable for the month.

If the reconciliation shows that the standard time measure for the calendar month has been exceeded (plus time) or below (minus time), the plus time and minus time are transported to the next calendar month.

If the minus time at the end of the month exceeds 20 hours, you must make the employee aware that the minus time at the next reconciliation must not exceed 20 hours. If an employee repeatedly has a minus time that exceeds 20 hours, you can decide that the employee should no longer have flexible working hours.

When reconciling after the end of June and December, keep the following in mind regarding plus time:

• If the plus time at the reconciliation exceeds 30 hours, 30 hours are normally carried over to the next period and the excess time is lost.
• If special reasons exist, the employer may allow that additional time in excess of 30 hours may be carried over to the following calendar month.

When an employee is about to terminate their employment, it is important to jointly plan out any plus time such as flex leave and to jointly review how any negative balance can be adjusted to 0.

Overtime or additional time should never be registered on the flexitime form, but should be registered in Primula.

Flex leave

If it works from an operational point of view, you as a manager can grant an employee leave for a full working day in exchange for the additional time being reduced by time that corresponds to the standard time measure for that day. This is registered on the flexitime report.

Fixed duty schedule

Under certain conditions, a fixed work schedule can be decided. Employees who wish to work according to a fixed work schedule must notify you in writing of this.

Use the dedicated template for the fixed duty schedule, which can be downloaded from the Forms and templates page

The Swedish Social Insurance Agency in connection with sick leave and/or parental leave

When T/A employees apply for parental benefit/temporary parental benefit or sickness benefit from the Swedish Social Insurance Agency, the employee needs to state the annual working hours. Annual working hours for the Swedish Social Insurance Agency are stated in days.

As a full-time employee, the annual working hours are 260 days for those who normally work 5 days a week.

If an employee works part-time, the working hours are counted as 260 days. In relation to your level of service, for example: (260 days x 0.75 ssgrd*. = 195 days annual working hours).

This annual working time, which must be reported to the Swedish Social Insurance Agency, applies to both teachers and T/A employees. The teachers do not specify their hours based on the staff plan, but the annual working hours, which are 260 days (full-time).

If an employee has concentrated working hours, you calculate how many working days the working hours are normally scheduled for (calculate an average if you work different number of days, for example every other week) and then multiply this by 52 weeks to get your annual working hours in days.

*Employment rate/employment rate

Contents of the page:

• Irregular working hours are regulated in local collective agreements
• Scheduling and management to the Government Service Center (SSC)
• More about LU's collective agreement
• The Swedish Social Insurance Agency in connection with sick leave and/or parental leave

When a business needs to have employees on duty every day of the week, regardless of whether a public holiday or similar occurs, this is called irregular working hours. For example, there may be legal requirements, decisions on opening hours or other circumstances that mean that tasks need to be performed at a time outside so-called office working hours.

Irregular working hours are regulated in local collective agreements

The rules that apply to irregular working hours are regulated in local collective agreements that Lund University has negotiated with the local employee organisations.

At Lund University, there are the following local collective agreements on irregular working hours:

• University-wide local collective agreement on irregular working hours with average weekly working hours of 40 hours per week.
  • Applies to the Botanical Garden, MaxIV, Local Services and Vattenhallen.
• University-wide local collective agreement on irregular working hours with an average weekly working time of 38 hours per week.
•  
  • Applies to museum activities (Skissernas, the Swedish History Museum), reception and library activities (at the S-faculties, HT faculties and J-faculties), coordinated examination services and invigilator pool at the HT faculties and Vattenhallen.
• Activity-specific local collective agreement on irregular working hours for animal keepers at the Faculty of Humanities
• Activity-specific local collective agreement on irregular working hours for operating staff at MaxIV

The business-specific agreements can only be applied in the relevant operations and are not covered in text on the HR web, but such information is available locally at the workplace.

Scheduling and management to the Government Service Center (SSC)

Before a schedule is to be set for a business/employee, decide how long the schedule should apply, but a maximum of 16 weeks. If it is a rolling schedule, it can be 4 weeks long, which then repeats itself the next 4 week period.

Scheduling template

Use the schedule template that has been developed in consultation with SSC. Mark how many weeks the schedule should be and state which full-time measure is relevant and the employment rate. The number of hours specified in the schedule template is the number of hours to be allocated during the period.

Download the template on the Forms and templates page.

Table for converting minutes to hundredths of hours

In order for SSC to be able to register the schedule in Primula and calculate supplements and deductions correctly, the number of hours specified in the template also needs to be the number of hours (and minutes) that are added to the schedule. Check the template to make sure that the difference is 0.00 before sending the schedule to SSC through the SSC portal.

Download the table for converting minutes to hundredth hours on the page Forms and templates.

More about LU's collective agreement

How do I start applying an agreement?

University-wide local collective agreement on irregular working hours with average weekly working hours of 40 hours per week

University-wide local collective agreement on irregular working hours with average weekly working hours of 38 hours per week

The Swedish Social Insurance Agency in connection with sick leave and/or parental leave

When T/A employees apply for parental benefit/temporary parental benefit or sickness benefit from the Swedish Social Insurance Agency, the employee needs to state the annual working hours. Annual working hours for the Swedish Social Insurance Agency are stated in days.

If the employee has irregular working hours, the employee calculates how many working days the working hours are normally scheduled for (calculate an average if you work different number of days, for example every other week) and then multiply this by 52 weeks to get the annual working hours in days.

Contents of the page:

• General information on non-union working hours
• Confidential working hours by individual agreement
• This is how you do it (process description)

General information on non-union working hours

Confidential working hours refer to working hours that an employee has the confidence to dispose of in relation to his or her duties. Confidential working hours require a continuous dialogue between the employer and the person who has non-representative working hours about what non-representative working hours mean, about the amount of work and how working hours are organised.

When an employee is covered by confidential working hours, neither the Villkorsavtal's chap. 4 or the Working Hours Act.

However, the provisions of the Work Environment Act are also applicable to these employees. This means, among other things, that the employer must systematically follow up that employees are not exposed to physical or mental strain that can lead to ill health.

The employer's right to manage and distribute the work also remains in relation to employees with non-representative working hours. The employee cannot therefore freely dispose of his or her working hours.

The terms and conditions agreements state that the executive position covered by the managerial agreement has non-representative working hours. The Vice-Chancellor is in the executive position at Lund University. Lund University has signed a local collective agreement on local management groups on who, in addition to the Vice-Chancellor, is covered by the management agreement. These are:

• Deputy Vice-Chancellor
• Vice President
• Head of Administration
• Director of Human Resources
• Chief Audit Officer
• the deans of the faculties.

Read more via the links to the Swedish Agency for Government Employers' website, in the right-hand column of the page.

Confidential working hours by individual agreement

If you wish to introduce confidential working hours for T/A staff who are not covered by the managerial agreement, it is necessary that an individual agreement is made.

It is the HR director who has the authority to make decisions about and thus sign individual agreements on, for example, confidential working hours. The duration of the agreement varies depending on which of the three Terms and Conditions agreements the employee is covered by.

If the employee is covered by a Terms and Conditions Agreement (Seko), individual agreements can be signed for a maximum of one year at a time. If the employee is covered by a Villkorsavtal(OFR/S,P,O) or Villkorsavtal-T (Saco-S), individual agreements can be signed for a specified period of time or until further notice. A mutual notice period is regulated in the individual agreement.

Before a decision is made, the relevant local employee organisation must be informed.

Lund University's memorandum on confidential working hours clarifies the conditions for granting T/A staff confidential working hours and clarifies the university-wide procedure for making decisions.

Read the information in the memo documents in the right-hand column of the page.

This is how you do it

Analysis and dialogue

• Analyse the conditions for an individual agreement on confidential working hours.
• Get help from the memo regarding confidential working hours for TA staff, which is available for download in the right-hand column of the page.
• Have a dialogue with the employee concerned about the conditions and what it would entail. Produce a draft of individual agreement and justification. Feel free to use the template that the HR section has developed. The template is available for download on the Forms and templates page.

Assessment

• Submit the agreement, including the motivation for assessment, via the HR Guild's case management system (Service Now).
• You will receive an advance notice from the HR Director, via the HR Section's case management system (Service Now).

A login link to the HR case management system (Service Now) can be found in the right-hand column.

Sign the agreement

• Submit the individual agreement to the relevant employee organisation. A response must be received within 5 working days.
• Finalize the individual agreement. The individual agreement can be signed digitally (via Edu Sign) or with a physical signature. If a physical signature is used, print the agreement in duplicate. It must be signed by the employee and manager. Send the signed agreement to the HR Director in duplicate to: The HR Section. Pick-up point 31. The HR director signs and sends the agreement back to the business. If digital signature is used, follow the procedures in Edu Sign.
• The employee must always have a copy of the agreement.

Closing actions in systems

Report the change in Primula and then register the agreement in W3D3.

In accordance with the Terms and Conditions Agreements, an individual agreement can be made regarding the regulation of working hours for an individual employee.

If and when you as a manager want to sign an individual agreement on working time regulation, you should contact your HR partner.

The individual agreement must comply with applicable law and agreements.

To be signed in accordance with the current delegation of authority

The agreement is currently being signed, in accordance with the current delegation of authority, by the HR Director.

The HR section assists with a template for such an agreement and with advice on when an individual agreement is an appropriate way to regulate a certain issue.

The above-mentioned template is available in Swedish for download on the page Forms and templates.

The individual agreement can be for an indefinite period (for Saco-S and OFR/S agreement areas) or a time-limited maximum of 1 year (for Seko's agreement area).

The employee organisation of the employee in question must be informed before the agreement is signed, so you must ask if and which employee organisation your employee may be a member of if you are not already aware of this.

This is how you do it

Analysis and dialogue

• Analyse the conditions for an individual agreement on other working time regulation.
• Have a dialogue with the employee concerned about the conditions and what it would entail. Produce a draft of individual agreement and justification. Feel free to use the template that the HR Divisionhas developed. The template is available for download on the Forms and templates page.

Assessment

• Submit the agreement, including the justification for assessment, via the HR Division´s case management system (Service Now).
• You will receive an advance notice from the HR Director, via the HR Division´s case management system (Service Now).

Sign the agreement

• Submit the individual agreement to the relevant employee organisation. A response must be received within 5 working days.
• Finalize the individual agreement. The individual agreement can be signed digitally (via Edu Sign) or with a physical signature. If a physical signature is used, print the agreement in duplicate. It must be signed by the employee and manager. Send the signed agreement to the HR Director in duplicate to: The HR Section. Pick-up point 31. The HR director signs and sends the agreement back to the business. If digital signature is used, follow the procedures in Edu Sign.
• The employee must always have a copy of the agreement.

Closing actions in systems

Report the change in Primula and then register the agreement in W3D3.

In the event of work during inconvenient working hours, compensation is paid by the employer, so-called Obstetric compensation.

Uncomfortable working hours

Inconvenient working hours are working hours that are carried out in the evenings, nights and weekends.

Lund University has a local collective agreement that regulates compensation for work performed during so-called inconvenient working hours.

The level of compensation varies depending on when the working hours are scheduled.

Compensation for inconvenient working hours

The compensation is paid for regular working hours that are completed at an inconvenient time according to schedule. The unsocial hours compensation can therefore not be combined with overtime. Working hours when additional time supplement is paid are equated with regular working hours. Unsocial hours compensation is not paid for working hours that are within the flexible framework but outside the regular working hours.

Unsocial hours compensation is paid at a fixed amount per hour. The sum of the unpaid hours for a calendar month is added together separately and rounded up to the nearest half hour.

The time spent during uncomfortable working hours is recorded in Primula. No registration is made for holidays, leaves or other absences.

A link to the local collective agreement on compensation for inconvenient working hours and to Primula can be found in the right-hand column of this page.

Other regulation of unpaid work hours

Evening and weekend teaching for teachers is regulated in a local agreement on working hours for teachers. In accordance with this, a special service supplement is paid in accordance with section 3 of the current local agreement on fees for hourly teaching and for evening and weekend teaching.

This is registered in Primula.

Overtime

Contents of the page:

• Overtime for duty within and outside the flexible framework
• Compensation for overtime work
• Overtime allowance
• Compensatory leave

If something happens that means that the regular working hours are not enough, you as a manager can request that an employee work in addition to their regular daily working hours, i.e. overtime. However, overtime work should be avoided as far as possible and may only be used for temporary needs.

In the first instance, employees who voluntarily undertake overtime work must be hired. Exemption from overtime should be approved if the employee is prevented and has acceptable reasons. With acceptable reasons, it is considered, for example, that the employee does not have time to arrange childcare. An employee who is on partial sick leave, partial leave under law or for the care of a child cannot be ordered to work overtime. An employee on partial retirement leave may request overtime work for a maximum of 25 hours per calendar year.

When scheduling overtime, the overtime should be distributed among several employees from a work environment point of view.

It is regulated by law and contract how much overtime an employee can work. If you as a manager assess that there are special reasons for this, you can request that an employee work overtime for a maximum of 48 hours during a four-week period or 50 hours during a calendar month, but no more than 150 hours during a calendar year. The Working Hours Act may allow additional overtime, always contact your nearest human resources function for advice.

Overtime must be ordered in advance. Overtime can also be approved retrospectively in exceptional cases. However, a prerequisite for this is that you and the employee have agreed to handle the overtime issue in this way.

Overtime for duty within and outside the flexible framework

For employees covered by Lund University's flexitime agreement, overtime may occur both when working within and outside the flexitime framework:

• Overtime for duty within  the flexible framework – if an employee, according to a decision by the supervisor, serves time in excess of the standard time measure during a working day, this time is overtime. The standard time measure is 8 hours for each non-holiday Monday-Friday. For some days in connection with weekends, the standard time measure is shorter. For part-time employees, overtime does not arise until the total working hours within the flexible framework exceed the standard time measure for a full-time employee. The provisions on additional time in Chapter 4. Sections 8-11 of the Terms and Conditions Agreements do not apply.
• Overtime for duty outside the  flexible framework – if an employee is working for a time outside the flexible framework by a decision by management, the time for this service is overtime. The flex frame is between 07.00 and 19.00.

Compensation for overtime work

An employee who, according to the employer's decision, has worked overtime is entitled to compensation.

Compensation for work on overtime is given in the form of money (overtime supplement) or as leave (compensatory leave). Compensatory leave must be granted provided that the employee so wishes and that the employer assesses that it is possible with regard to the requirements of the business.

Compensatory leave must be taken no later than the calendar month following the one in which the overtime work was completed. If the employee already has a compensatory balance, additional overtime in return for leave should not be granted, on the grounds that it may be difficult to take the time.

An employee who works overtime at the supervisor's request must register the completed working hours in Primula and then apply for the overtime pay either as financial compensation or compensatory leave. Once overtime and its form of compensation have been granted in Primula, it is not possible to change this to another form of compensation.

Overtime allowance

Overtime bonuses are paid for qualified or simple overtime, depending on when the overtime is scheduled.

Qualified  overtime refers to overtime work at the following times:

• between 19:00 on Friday and 07:00 on Monday,
• between 19.00 on the day before Epiphany, May Day, Ascension Day or National Day and at 07.00 on the following weekday,
• between 19.00 on Maundy Thursday and 07.00 on the day after Easter Monday,
• between 19.00 on the day before Midsummer's Eve, Christmas Eve or New Year's Eve and at 07.00 on weekdays immediately after the public holiday

and

• otherwise between 22.00 and 06.00.

Overtime bonuses are paid hourly as follows:

Skilled overtime: the individual salary per month divided by 72.

The rest of the time is simple overtime.

Overtime bonuses for simple overtime are paid hourly as follows:

• Single overtime: the individual salary per month divided by 94.

Overtime allowance is not paid for a period of less than 15 consecutive minutes.

Compensatory leave

Compensatory leave per hour of overtime:

• in the case  of simple overtime,  one and a half times as long as the overtime work
• in the case of qualified overtime, twice as long as the overtime work.

Compensatory leave must be taken no later than the calendar month following the one in which the overtime work was performed, unless the manager and employee agree otherwise.

Additional time

As a manager, you can read more about what applies to additional time here.

If you, as a manager, assess that there are special reasons for this, you can request that a part-time employee work in addition to their regular daily working hours. This can be made up to the regular working hours for a corresponding full-time employment. This is called additional time and is considered work during regular working hours. As in the case of overtime, employees who voluntarily undertake additional work should be used in the first instance, and exemption from additional time should be approved if the employee is prevented and has acceptable reasons.

An employee who is on partial sick leave, partial leave under law or for the care of a child cannot be ordered to work additional time. Employees on partial retirement leave can only be ordered to work additional time and overtime for a maximum of 25 hours per calendar year.

As a manager, you can request that a part-time employee (in addition to working additional time) work overtime. During a calendar year, the additional time and overtime taken in total for an employee may not exceed 200 hours. However, the additional time may not exceed 175 hours in a calendar year.

An employee who works additional hours at the request of their supervisor must register their completed working hours in Primula and then apply for the additional time compensation either as financial compensation or compensatory leave. Please note that for employees who work under Lund University's flexitime agreement, additional time must be compensated with compensatory leave (additional time supplement is not regulated in the flexitime agreement).

Once additional time and its form of compensation have been granted in Primula, it is not possible to change this to another form of compensation.

Compensation for additional time

According to the central collective agreements within the central government, work on additional time is compensated in the form of leave or money (additional time supplement) and must be provided in the form that the employee wishes, unless you as a manager decide otherwise for special reasons. Compensatory leave for additional work is given on an hourly basis.

Additional time supplement is paid by the hour and is:

• the individual salary per month (calculated as full-time) divided by 142.

Additional time allowance is not paid for a period of less than 15 consecutive minutes.

According to the flexitime agreement, additional time allowance (money) is not applied to part-time employees.

If, according to the employer's decision, a part-time employee performs work on a Saturday, Sunday or public holiday or a day equivalent to a public holiday (i.e. Easter Eve, Whitsunday, Midsummer's Eve, Christmas Eve and New Year's Eve), this is equated with overtime work.

Contents of the page:

• All tasks must be accommodated within the annual working hours, as a general rule
• Certain categories of teachers are not allowed to work overtime
• Professors are not entitled to overtime pay

All tasks must be accommodated within the annual working hours, as a general rule

The main rule is that a teacher's tasks must be planned so that all tasks can be accommodated within the annual working hours. Normally, teachers should not work more than their annual working hours. A supervisor with an employer role can order or subsequently approve working hours that go beyond the annual working hours if there is a special need to perform unplanned tasks. In such cases, the procedure below should be followed.

It is important to continuously document how much actual working hours in addition to the annual working hours are ordered/approved afterwards so that you as a manager know to what extent any redistribution is required in order for the working hours to be accommodated within the annual working hours. If a teacher's staff plan is full and the department is given new assignments with tasks that that teacher needs to do, you as a manager must have a dialogue with the teacher about how the redistribution of tasks should be carried out.

In order for working hours to be counted as additional time or overtime, they must always be ordered or approved retrospectively by the head of department or equivalent and be in addition to the annual working hours according to the Terms and Conditions Agreements. This means that after the staff plan has been established, work that a teacher, without the approval of his or her manager, takes on and performs cannot be considered to be grounds for additional time or overtime pay.

Please note that there are limits to how much additional time and overtime can be requested from the teacher. The head of department has the right to request additional time of a maximum of 175 clock hours or overtime of a maximum of 150 clock hours per calendar year, but the total additional time and overtime for a calendar year may amount to a maximum of 200 hours.

Teachers who are on partial sick leave, partly on leave under law or for the care of children are not obliged to work additional time or overtime. Teachers who are on partial retirement leave are obliged to work a maximum of 25 hours of additional time and a maximum of 25 hours of overtime per calendar year.

Read more about the local collective agreement on working hours for teachers via the link in the right-hand column.

1 A redistribution of tasks must be made

A redistribution of the remaining part of the annual working hours must be made if a teacher performs ordered or subsequently approved unplanned tasks in addition to the planning of the staff plan. The working hours remaining for the rest of the calendar year must be reduced by the time that the teacher has spent on unplanned tasks. This may mean that previously planned tasks need to be removed or moved to another year. It may also mean that the level of ambition and allocated time for planned tasks needs to be adjusted.  

Reallocation must be made as soon as there is a need to carry out unplanned tasks. At the latest, the redistribution must be reconciled at the end of the spring term for any measures for the autumn term.

2 If it is not possible to redistribute working hours, additional or overtime will accrue

Additional or overtime is normally settled once per calendar year in connection with the annual accounts. Compensation for overtime is given in the form of leave (compensatory leave) no later than within the following calendar year, or in the form of money (overtime supplement).

Additional or overtime allowance as compensatory leave

If compensatory leave is to be taken during the following calendar year, the annual working hours must be reduced by the corresponding number of hours in the staff plan for that calendar year and be discussed in dialogue when that staff plan is drawn up.

Example:

• The teacher has 1700 hours in annual working hours. During year 1, 20 hours of overtime (single overtime) are incurred.  The teacher and head of department agree that compensatory leave during year 2 will be granted.
• 20 hours of simple overtime worked equals 30 hours of compensatory leave (in the case of simple overtime, one and a half times as long as the overtime work).
• In the staff plan for year 2, annual working hours will be reduced by 30 hours and 1670 hours will be planned.

Additional or overtime as financial compensation

If additional time or overtime pay is to be paid, the working hours must be registered in Primula in the same calendar year as the work was performed, this cannot be done the following year. The time must be recorded on the dates and in the number of hours that the work has been performed. Since the working hours must be registered in Primula afterwards, it must be recorded which dates and times the work was carried out so that the correct information is entered. It is not allowed to "register working hours in bulk".

Certain categories of teachers are not allowed to work overtime

Doctoral students, teaching assistants and clinical assistants cannot be ordered to work overtime.

Professors are not entitled to overtime pay

According to Lund University's local professors' agreement, professors are not covered by the provisions on inconvenience allowance, additional time supplement or compensation for overtime and are not entitled to compensation for work on overtime.

Employees with non-union working hours are not entitled to overtime pay, and the rules on overtime and additional time in the terms and conditions agreements do not apply.

Nor do the provisions of the Work Environment Act, such as the employer's obligation to keep records of overtime, apply to these employees.

This means that you as a manager have an extra responsibility from a work environment point of view to systematically follow up that employees with confidential working hours are not exposed to physical or mental strain that can lead to ill health.

At Lund University, the working time regulations also apply to business travel. Travel time that is made outside the standard hours is not to be counted as working time and there is no special compensation for travel time.

For those who work according to the flexitime agreement, the standard time measure of 8 hours applies full-time for each non-holiday Monday to Friday. The standard time should be considered to be from 08:00 to 16:30 with a half-hour lunch.

As a manager, you can allow working hours at the cadastral office to be credited in addition to the standard time. A cadastral survey means service or assignments that are performed in a place other than the usual place of business.

Teachers with annual working hours are responsible for disposing of their working hours and planning them so that agreed tasks are fulfilled within the framework of the annual working hours (staff plan).

Social gatherings, even if they are scheduled, are not counted as working time.

Contents of the page:

• About emergency preparedness
• Putting in place preparedness
• Risk and impact assessment
• Contingency compensation
• Noise
• Weekly rest
• Daily rest
• Follow-up

About emergency preparedness

Standby refers to a period of time during which the employee, outside regular working hours, is obliged to be available to appear at the workplace or other specified place upon invitation or to rectify problems that can be resolved remotely.

Preparedness is used to prevent and remedy situations that could otherwise lead to operational disruptions or damage.

Preparedness at Lund University is regulated by local collective agreements.

Putting in place preparedness

If an activity needs preparedness, this is to be seen as a more important change in the activity that must be negotiated according to Section 11 of the MBL. If a contingency in an existing organisation needs to be changed, this may also be associated with a negotiation obligation.

To apply the agreement, the business also needs to be connected to the agreement, which the HR section helps with. Every business that has an emergency response organisation must have a written procedure for preparedness that specifies in more detail how this agreement is applied.

Emergency response organisations at Lund University

Emergency response organisations are currently available at

• joint administration (LU Estates and IT Section)
• Max IV
• Faculty of Medicine (Med-service, CRC)

Risk and Impact Assessment (ROK)

When a business is to introduce contingency planning, such a change in the business must be risk and impact assessed in accordance with normal procedures.

Read more: Risk and impact assessment (ROK) before changes in operations

In addition to this ROC, the parties to the collective agreement have also assessed that when preparedness needs to be placed more often than every 6 weeks, the frequency and extent of the preparedness must be specifically assessed for risk and impact. This aims to highlight the risks that exist and that measures are taken to reduce the risk of accidents and ill health.

Contingency compensation

For the time when the employee must be reachable and be prepared to go into service, an hourly standby allowance is paid. The compensation varies whether it is a weekday, weekend or certain major holidays.

Compensation for preparedness is paid in the following amounts: 

The compensation is applied for in Primula immediately after the completion of the preparedness week.                        

In connection with public holidays, the following amounts are paid per hour completed 

The employee applies for the emergency compensation in Primula in connection with the end of the standby service.

Noise

In the event of disruptions when the employee goes on duty, overtime pay is paid. If the work starts or finishes at 22.00-06.00, each started half hour must be replaced by a completed half hour.

If overtime work is started on several occasions during the same 30-minute period, the total time must be added together before rounding takes place. During the rest of the time, i.e. between 06.00 and 22.00, the overtime work is compensated as actual time worked without rounding.

The following applies depending on whether cancellation is required, if the work is carried out remotely or if there are calls or the like that cannot be postponed:

• Employees on standby who need to report to the workplace or another place specified by the employer in order to remedy a disturbance will receive overtime pay from the time the summons is received until they return from duty.
• Employees on standby who can remedy a remote disturbance receive overtime pay for the actual time worked.
• It is not considered a disturbance to receive phone calls, error messages or the like if these do not warrant action. However, for calls between 22:00 and 06:00, there is a right to overtime pay even if these do not give rise to action.

The employee applies for cash overtime pay or compensatory leave for any disturbances during standby duty in Primula in connection with the end of standby duty.

Read more: Overtime and additional time

Disruptions must not or may not be written down on a flexitime form or similar, but all time that has been a disruption during preparedness must be registered in Primula.

Weekly rest

Weekly rest aims to ensure a regular recovery of at least 36 hours of continuous rest over a 7-day period. The rules that apply to weekly rest periods during standby at Lund University are regulated in a local collective agreement.

In order to check whether weekly rest has been given to a sufficient extent, you need to know which weekly break applies in the business. This must be stated in the operation's procedure for preparedness.

Frequency: Every 5 weeks

When preparedness is carried out with a frequency of every 5 weeks or less or less or when the preparedness is to a small extent (maximum 8 hours of preparedness per calendar day), the weekly rest is planned out during the standby period (normally from Saturday at 19.00 to Monday at 07.00).

However, the weekly rest period shall be considered to have been interrupted when a disturbance that gives rise to action has occurred and the employee has actively performed the work during the period when the weekly rest period normally occurs, i.e. from Saturday at 19:00 to Monday at 07:00.

If the weekly rest period has been interrupted, a non-working day must be scheduled after the week of preparedness has been completed, in direct connection with the regular weekly rest period.

Frequency: Every 4 weeks

When preparedness is carried out with a frequency of every 4 weeks, weekly rest periods may not be placed during standby time. This means that in this case, employees will have their weekly rest period scheduled after the completed standby week (prior to the regular weekly rest period) and must then have a double weekly rest period (72 hours) in continuous succession. The same rule applies if the employee's preparedness exceptionally exceeds seven consecutive days.

Daily rest

Daily rest aims to ensure a recovery every day of at least 11 hours. The daily rest rules that apply during standby are regulated in the local collective agreement.

In order to check that daily rest has been given to a sufficient extent, it is necessary to know which daily break applies in the operation, since this time is the start and end of the twenty-four-hour period. This must be stated in the operation's procedure for preparedness.

If a disturbance occurs when the daily rest period is planned during the standby period, compensatory rest must be given and posted in connection with the next regular daily rest. Compensatory rest corresponds to the time by which the daily rest has been reduced due to the disturbance. This means that if a disturbance of 1.5 hours has occurred during the time when the daily rest is planned, compensatory rest of 1.5 hours must be given before the next daily rest.

Enhanced daily rest

At Lund University, there is also a so-called enhanced daily rest, which means that if disturbances have occurred to any extent between 00:00 and 05:00, a compensatory rest period of seven hours must follow, provided that eleven consecutive hours of daily rest have not been reached. Only if there are special reasons that speak against placing the compensatory rest may exceptions be made.

Follow-up

The employer (each business) is responsible for evaluating the emergency response organisation and, if necessary, taking appropriate measures that the evaluation requires. Contingency reporting of which disturbances have occurred and at what times of the day and its measures are important parts to follow up.