Union representative assignments

Content of the page:

• Leave for union work
• List of elected representatives
• Change basic accounting in Primula
• Important considerations
• Who is responsible for what?

Leave for union work

Union representatives are entitled to reasonable leave for their assignments. When a member of a union is elected to an assignment within Lund University, which requires the person to be absent from their regular work, the employee must apply for leave for the period and to the extent that the assignment requires.

Leave is applied for in Primula and approved by the immediate manager of the elected representative.

Assignment as union representative (with salary according to the Union Representative Act)

When the elected representative applies for leave in Primula, the reason for the leave should be stated as: Assignment as union representative (with salary according to the Union Representative Act). The start date, planned end date, and extent in percentage should be specified.

Assignment as union representative (with salary according to the Conditions Agreement for 10 days)

In Primula, it is also possible to state: Assignment as union representative (with salary according to the Conditions Agreement for 10 days) as the reason for leave. This should primarily be used for assignments in central, regional, and local employee organisations as specified in the organisations' statutes and which the employee receives through election or otherwise according to a recorded decision.

This can include assignments such as chairperson, secretary, treasurer, or other board member of a central employee organisation, union, department, section, club, or other part of the union, assignments as a delegate at congresses, representative meetings, or similar, or as an auditor.

This point only applies when the employee performs the specific function that the assignment entails, for example, as chairperson at board meetings. The employee is expected to justify the need for leave, for example, by showing the meeting invitation.

List of elected representatives

Each union must annually submit a list of the individuals who have been elected by the organisation to the HR Division. The list should include the name, organisational affiliation, assignment, period, and extent for each elected representative. A copy of the minutes confirming the election should also be submitted.

In case of changes

Changes may occur during the year. It is the responsibility of the union to keep the list updated and maintain continuous contact with the HR section regarding the list.

The employee must apply for new leave if changes occur.

Change basic accounting in Primula

When an elected representative has applied for leave and it has been approved by their manager, this must be immediately re-accounted in Primula.

This is done by the manager, where the elected representative is accounted, printing out a change form, filling it in, and signing it. The form can be downloaded from Ekonomiwebben.

Start | Ekonomy webbsite (in Swedish)

The form should include the same details from the approved leave in Primula, i.e., the start date, planned end date, and extent in percentage. The signed form is then forwarded to the HR Division for review. The form can be signed digitally via eduSign or filled in manually and sent to Hämtställe 31, marked Union time. It is also possible to scan the form and upload it to the HR Division's case management system for processing.

• Download the form Change basic accounting salary - for shared employment between different faculties on the Economy webbsite
• Readabout the routine for electronic signature for the form Basic shared employment between different faculties on the Economy webbsite

Important considerations

• Costs for changed basic accounting can only be approved for the current year, so it is important for the department to continuously submit changed basic accounting when leave is to begin or possibly change, and to check at the end of the year that all accounting is correct. There must be an end date for these assignments in the accounting form.
• Different periods or changes: A form can apply to several periods but must be written on several lines. If changes occur during the year, the workplace must submit a new form after new leave has been approved.

Multiple workplaces

If a union representative is organisationally accounted at multiple workplaces, a form is needed from each workplace from which the person is on leave to ensure correct accounting.

If an employee is accounted at multiple departments/equivalents, an agreement between the heads/equivalents at the different workplaces must be established on how much of the union time should be calculated at each workplace and how it should be handled in the salary review.

Important considerations

• There should always be an end date that matches the applied leave.
• Changed basic accounting can only be approved for the current year, so it is important to annually check that employees' accounting is correct.
• Ask who can sign in the HR Division case management system.
• The form must always be signed by the leaving institution (manager) before being signed by the HR Division.
• The leaving institution ensures that it is submitted to the Finance section for processing, according to the communicated routine.

Submit a case in the HR Division´s case management system

Support - Finance Division

Who is responsible for what?

Employee's responsibility

• Apply for leave in Primula on time.
• Maintain continuous dialogue with their supervisor and report changes.
• Maintain continuous dialogue with their union chairperson.

Union's responsibility

• Annually report the names of elected representatives, extent, period, and mandate of each elected representative to the HR Division according to the agreed routine.
• Continuously report any changes during the year to the HR Division according to the agreed routine.
• Submit adjusted minutes, as a basis for salary supplements, showing that the person is elected as chairperson for the organisation and for the specified period.
• Maintain continuous contact with the HR Division regarding routines and other changes according to the agreed routine.

Manager's responsibility

• Delegate to an administrator to prepare and submit the form for changing basic accounting to the HR Division.
• The manager with accounting responsibility must approve and sign the decision to change basic accounting before it is submitted to the HR Division.
• The immediate manager must maintain continuous contact with the employee on leave, hold development discussions, and include the employee in the workplace.
• Approve holidays, travel, and expenses related to the department. Expenses and travel during union time are paid by the HR Division, indicating another organisation.

HR Division's responsibility

• Provide a platform and template for each union to report information about elected representatives according to the agreed routine.
• Review and approve changed accounting during the year.
• Maintain contact with the unions regarding changes in routines or errors in submitted information according to the agreed routine.
• Assist the department with questions about union time and practical handling.
• Follow up on union time.