Reference code and activity number

To be able to order goods and services using invoicing, you must state a personal reference code that consists of your subject’s organisation number and your own code for logging into your computer (user ID). Contact your HR officer to get your personal reference code, which will follow this template: Org4xxxxshxxxxxx.

Always provide your reference code when you order something!

Doctoral students also have personal activity numbers that ensure that all income and costs are registered to the right person in Agresso. The activity number is used in both Agresso and Primula.

Always state your personal activity number when you approve invoices in Agresso that relate to your expenses or other costs associated with your doctoral studies.

Purchasing goods and procuring services

Public agencies must follow specific procurement regulations. More information at: Inköp- och upphandling. Procurement rules apply to purchasing the following: computers, software, ergonomic aids/furniture, office materials (that are not provided in the cupboards in the copying room), books, travel, flowers and refreshments/catering.

Purchases of computers, mobile phones and office materials are done by administrative staff, but you order software yourself in the Programvarubeställning tool. Ask your head of department whether the software should be paid for via your expenses or whether the department has chosen to purchase licenses using other funding. Other goods and services are ordered via Agresso.

If something is not possible to order via Agresso and the invoice cannot be sent to the university, you must then pay yourself and register this in Primula to get your money back.

Ordering books

The university library often purchases the literature that researchers and doctoral students need, but before making any purchases, you should first check whether the library External link, opens in new window. already owns the requested literature.

If the library doesn’t own or doesn’t want to purchase the literature, researchers and doctoral students may use project or expenses funding for purchasing. You can check with you finance officer if expenses funding is available and your supervisor then decides whether you can purchase the literature.

Books are ordered via Agresso. Note that Swedish and legal literature is ordered via one bookshop and foreign literature (excluding legal) is ordered via another. Contact inkop@sh.se if you have questions about purchasing via Agresso.

The university recommends using the Google Chrome web browser with Agresso. Pop-up windows can sometimes be problematic – look at the instructional film for literature orders: Hur beställer jag litteratur i Agresso/Unit4 External link, opens in new window. or contact Infocenter, info@sh.se, if you do not manage to solve the problem yourself.

Travel

The university has an agreement with a specific travel agency, so travel must be ordered via them otherwise we are in breach of contract and liable for damages. The travel agency uses the state purchasing agreement for hotels, rental cars, taxis, etc. More information is available on the page Tjänsteresor och utlandstjänstgöring.

Travel order

Please note that before any work-related travel outside Sweden, a travel order must be created in the Primula payroll and travel system.You should also register your next of kin/contact person in Primula before you travel. The Riktlinjer för tjänsteresor Södertörns högskola (guidelines for work-related travel), on the page Tjänsteresor och utlandstjänstgöring, has more information about conditions for travel. Ask your head of department if you have questions about the travel order.

You must always tell your line manager (head of department) and your HR officer when you travel abroad for work, as they will be able to provide assistance more quickly if something should happen on your trip.

If you are travelling within the EU/EEA, you should order an insurance card from Försäkringskassan and, if you are travelling outside the EU/EEA, you can get a card from Kammarkollegiet for your work-related travel insurance from your HR officer.

Doctoral students should be aware that their thesis and supporting documentation must be archived.

Public agencies’ archive management is primarily regulated through the Archives Act, Archives Ordinance and the National Archives’ regulations and general advice (RA-FS and RA-MS). Legislation rests on the provisions of the Freedom of the Press Act on the public’s right of access to official documents.

Each doctoral student receives an individual registration number (reg. no.) that must be used for their individual study plan throughout their entire period of study, as well as an individual registration number for cases relating to their public defence of thesis. University administration does this archiving, as well as the course archiving, including any transferred credits.

Your thesis is archived via the library. On completing your doctorate, you should contact an archivist to discuss how the supporting documentation for your thesis should be archived. Email arkivarie@sh.se and ask what you should do.

Read more on the page Informationshantering.

What are departmental duties?

Doctoral students commonly undertake some form of departmental duties during their period of study, such as teaching and/or administration. Departmental duties are not compulsory and may comprise no more than 20% of your total period of employment, though the percentage may vary from semester to semester. They are the basis for an extension to your doctoral studentship of the equivalent time. You must always be told, in advance, how many clock hours are allocated to the departmental duties you are offered by the relevant head of department before starting work.

Remember that 20% of your total working time is a lot of hours – so do not take on more departmental duties than you can cope with. Your studies, including your thesis, must always come first. There is an example of how to plan time at: Individual study plan. This shows how various percentages can be converted to weeks of work. It is important that you inform your supervisor or head of department if you feel that departmental duties are having a detrimental effect on your thesis work.

If you defend your thesis and completely finish your studies before the end of your final year of employment, your employment will not be extended due to departmental duties or other exceptional reasons for extension. You must therefore consult the HR generalist at your academic school before accepting departmental duties in you final year of employment.

How are departmental duties decided?

Departmental duties must be agreed between your supervisor and your head of department before they start. The principal supervisor decides what the appropriate departmental duties are and their scope. You also need to check the number of clock hours you receive for them with your subject coordinator or head of department. State the scope of departmental duties as clock hours in your individual study plan.

Reporting departmental duties

You do not need to report the departmental duties you undertake, but you and your principal supervisor must always have an advance agreement on departmental duties with your head of department, so they know how many hours of departmental duties you will have and will need staffing in the coming semester.

Contact your head of department or HR generalist if you have questions about your departmental duties.

Activity accounting

At the end of every autumn and spring semester, the university must report your degree of activity as a doctoral student to Statistics Sweden (SCB), as requested by the Swedish Higher Education Authority (UKÄ).

The degree of activity only includes the part of your period of study that is spent on doctoral studies. A calculation is made each six months: 1 January-30 June and 1 July-31 December. To obtain your degree of activity, your departmental duties and any absences – such as parental leave or illness – are subtracted.

You do not need to calculate your degree of activity yourself. However, it is important that you enter your absences in Primula so that the HR generalist at your academic school will be able to make the calculations correctly.