Working hours and absence

At the department the administrative staff (TAP) and some AC-administrative staff (TAP) are subject to a flex scheme. A form for recording of hours is available, as well as a manual on how to fill the form out. The form must be attested at the end of each month by your immediate superior.
 
There is no requirement to complete this form, but you must document saved hours, if you wish to take time off in lieu - decided by LSU (local liaison committee). Other evidence of time registration is also acceptable.
 
Time off in lieu must be in agreement with ones immediate superior and held at a time where both the employee's requirements and work considerations are taken into account.

Most academic staff (VIP) and administrative managers are employed under conditions through which they are not eligible for time off. However, the department's position is that even academic staff (VIP) work within a flexible framework to ensure work / personal-life robustness.
 
Timesheets for student assistants
All student assistants must have a contact person to approve timesheets. If you are unsure about who should approve your timesheets, contact the Head of Section / immediate superior.

Timesheets are electronic and the economy staff can be contacted regarding how to fill out time sheets as well as for the link on KU's web site to find timesheets.
 
Leave and absence
Illness, child's first and second sick day, care day, vacation or other planned absences must, as quickly as possible and within two hours after work should have been commenced, be reported to your corresponding secretary: Section Secretary or Department Secretary. Remember to report that you are fit for duty when you are healthy and come to work again.
 
Sickness:

Statements in connection with sickness
The Sickness Benefits Act's rules regarding doctors notes has been amended with effect from October 5, 2009.
 
Current rules on doctors notes have been abolished, but the department can continue to ask for a doctors note as proof that the employee is legitimately absent.
 
If an employee is sick for more than 21 working days, the department will request a doctor’s note, since the department may receive unemployment benefit reimbursement from the employee's residence municipality after 21 days.
 
As an employee, you should be aware that non-participation in municipal treatment of sickness / reimbursement proceedings may lead to the department not receiving reimbursement under your illness. It is therefore important that you fill out and answer the municipality's communications to you during your sick leave.
 
Opportunity Declaration
In connection with the amendment of the Sickness Benefits Act, a new introduction is that an Opportunity Declaration is to be drawn up after one month's illness.
 
The declaration may be required to be issued as a result of short as well as repeated or prolonged sick leave and at any time during the employee's sickness cycle, or in relation to a course of repeated absences from the workplace.
 
The Opportunity Declaration must be used to assess:
• the employee's ability to perform certain work functions
• the employee's ability to return to work.

 

The declaration is prepared on the basis of a meeting between the Department and the employee and the declaration must be sent for a professional assessment by the employee's own doctor.

Lack of communication as well as of an Opportunity Declaration can lead to the department's right to receive reimbursement during the course of the sickness lapsing.
LIFE covers costs related to the declaration, and expenses must be sent to the Department Secretary.
Read more about the rules on HR's website (Danish only).

 
Vacation:
Earning vacation
You earn 2.08 vacation days per month you have been employed in a calendar year, representing a total of 25 vacation days per year.
 
You earn 0.42 special leave days per month you have been employed in a calendar year, representing a total of five special leave days per year.
 
Vacation periods
You have the right and obligation to hold 15 days (three weeks) total vacation in the main vacation period (May 1 to September 30, 201x).
 
All employees must hold their vacations. It is too expensive for the Department and for projects when employees do not hold their vacation because there must both be paid wages and funds must be set aside (15% of payroll costs) for a vacation fund.
 
Since some employees do not hold their vacation in the main vacation period, it should be noted that the Department annually notifies the main holiday of three weeks held before 30 September 201x.
 
If you wish to hold the three weeks outside the main vacation period, a written agreement with the Head of Section must be drafted by September 22, 201x specifying the period for the three-week vacation. All signed contracts must be returned to the Section Secretary.
 
According to KU and LIFE's rules, HR must - after 30 September 201x -inform the dean / university director about employees who have not held vacation in the main vacation period.
 
If there is no written agreement with the Section / Head of Department or Department Administrator regarding the postponement of the main vacation by 22 September 201x, it will be registered that you have held at least 15 days (three weeks) vacation prior to 30th September 200x.
 
The department also notifies of remaining vacation at the beginning of a calendar year.
 
It is possible to transfer days from the fifth vacation week to the next leave year - i.e. only days after the 20th earned day may be transferred - in practice this means you must have earned vacation for a full year.   
 
Special vacation
Special vacation days must be held before the vacation year ends 30 April 201x. Special vacation days may not be transferred to the next vacation year.
 
Read more about vacation (Danish only).
 
Read more about special vacation days (Danish only).
 

Recording of vacation and absence
The department registers vacation and absence in Scanpas. You have the opportunity to track your records through KUnet.
 
Freedom of choice for doctors, moving, weddings, deaths, etc.
At LIFE you may consult your doctor and dentist during working hours, if it is not possible to do so at other times. One may use up to two hours for this, but consultations should as far as possible be held at the beginning or end of working hours. In the case of visits to the doctor and medical examinations of longer duration, it is possible to arrange leave with your immediate superior.
 
If you move on a weekday, you receive one day's leave.
 
For weddings and silver weddings you will also receive one day's leave.
 
In the case of more serious illness or similar in the immediate family and circle of friends which require one's presence, the rules at LIFE are not explicit. You can get up to four days off with pay, if the death is in the immediate family, depending on where the family lives. Decide with your immediate superior and the Head of Department what is to be done, and make an agreement. Generally, the department will strive to be flexible in such cases, but absence should also be seen in relation to employee holidays, etc.
 
Regarding participation in the funerals of immediate family, leave can be agreed upon with your immediate superior.
 

Other Holidays
In addition to holidays the following days are also considered holidays: Christmas Eve (24/12) New Year's Eve (31/12), Constitution Day (5 / 6).

 

If these days fall on weekends, this confers no right to holidays at other times.
 
The first of May is also a day off, if work permits. The rule at the Department is you can have a day off on 1 May or another day in the month of May. If the day off is not held by the end of May, entitlement to the day off expires. If the first of May is a weekend or a holiday, it will not be possible to hold a day off at a later date.
 
Leave of absence
In certain cases, employees who have been employed for many years may be granted leave of absence. The Head of Department takes this decision.

 

If you wish to take leave of absence, a reasoned application must be sent to the Head of Department indicating the period during which leave of absence is to be held.

 

Maternity leave
If you require maternity leave please contact the Department Secretariat. Be aware that there are notice deadlines that must be respected - this applies to both the mother as well as the father. Application for leave is subject to special forms:
Read all about childbirth (Danish only).
 
The State Employer's Authority's maternity calculator (Danish only) can calculate leave during pregnancy and maternity for employees covered by the State Maternity Agreement (agreement regarding maternity, adoption and care days).
 
Department contact: Department Secretary
If absent: Department Administrator
 
Care days:
Employees with children can receive care days provided:

• You have transferred care days from previous employers within the public sector - documentation from the former employer is a requirement. Contact the Department Secretary regarding the transfer of care days
• You become a parent while employed at LIFE
• You have a child after 1/10-2005 and do not come from a position with another public employer

A distinction is made between care days after the old and the new rules:
Before 1/10-2005 the old rules apply, allowing employees ten days each per child born after 1/4-1995. These days must be held before the child reaches the age of 18 years, or else they are forfeited.
 
After 1/10-2005 new rules apply. Two days are allocated each year until the child reaches the age of seven years - i.e. a total of 16 days. After the new rules, care days can not be transferred from year to year but must be held before the 31/12 as days otherwise are forfeited.