Primula

Primula

Primula is the personnel and payroll system used at Linnaeus University. As an employee, you get access to your own page in the Primula web. Here you will find information about your employment, salary and remuneration. This is also where you register your cases.

In order to receive compensation with the next salary payment, you need to have registered a complete case no later than the 5th of the month. We would be grateful if you had the opportunity to do so earlier.

Login 
You log in to the Primula web via the start page on the Staff Pages. Enter the same username and password that you use to log in to your work computer and webmail.

Payslip
As an employee, you will find your payslip in the Primula web under My page, Payslip. There you can also look at previous payslips and, if necessary, print or save.

Self-reporting of cases
You register matters in Primula that have an impact on your salary, such as various leaves, allowances and travel expenses, as well as holidays as a TA employee (teachers' holidays are normally scheduled by the payroll section according to the local working hours agreement for teachers).

You can register cases under My page. There you will find different headings that you can use depending on the type of case.

Many of the cases can be saved if you are not able to complete them immediately. Don't forget to save before you leave Primula or are inactive in Primula for a long time. Should you need to discard a case that has already been started, click the Throw icon.

When you have registered your case and attached documentation in cases where it is required, click on Send for the case to proceed in the predetermined flow.

If you need to supplement a case and have it sent back to you, you will find it under the respective heading. Under My cases, you cannot register cases or make additions, where you can look at started and also completed cases.

Attendance time/flex time
As a TA staff, you can easily register your working time in Primula's attendance time, by punching in when the working day begins and out at the end of the working day.

A deduction for lunch is made in 30 minutes when you have been clocked in for five hours or more. If you leave the workplace or take a longer lunch, you need to punch out at the beginning of the lunch to punch in again when you return to work.

It is possible to do a manual registration if you have missed to punch in or out.

If you have been ordered to work extra or overtime, you register a case for this in Primula. Keep in mind that you should not have been clocked in at the time of additional or overtime work.

In the attendance time, you will see information about your weekly working hours, flex balance, any absences that you have registered that affect your balance and punch history. You are responsible for ensuring that it is registered and updated, but your manager will of course have access to your digital report for follow-up. All hours worked and absences must be registered in Primula no later than the 18th of the following month. On Employees you will find more information about working hours and local working time agreements.

Travel Expense Claim  
You register your travel expense report, domestic, international, with or without subsistence allowance, as soon as possible after the end of your trip in Primula via the option Travel/expenses. Depending on the trip you have made, the travel forms in Primula look a little different based on what information Primula needs to calculate the subsistence allowance. If you do not want to receive a per diem allowance, select the option Travel/expenses without per diem. To help you, there are help buttons with information on the various questions and step-by-step instructions.

You attach receipts and documentation to the case in Primula. Any receipts that have paper originals are sent to the financial administrator at the Finance Department.

Enter the funding for the cost in the message box if it does not follow your employment's accounting.

Remember to book your trip through the travel agency Linnaeus University has procured, purchases are primarily made via invoice. As an employee, you have the opportunity to get Eurocard to avoid having to pay out of pocket in cases where purchases are not possible to make via invoice.

If you have not submitted a complete travel expense report one year after the trip was made, your right to compensation will lapse.

Outlay
If you have made expenses in the service, you register your case via Reimbursements/compled, Expense reimbursement. If the expenses relate to travel expenses, you can instead register the case via the option Travel/expenses, without subsistence allowance (if it is not relevant for subsistence allowance).

You attach all receipts and documentation in the case in Primula. Any receipts that have paper originals are sent to the financial administrator at the Finance Department.

Enter the funding for the cost in the message box if it does not follow your employment's accounting.

Keep in mind that purchases are primarily made via invoice. As an employee, you have the opportunity to get Eurocard to avoid having to pay out of pocket in cases where purchases are not possible to make via invoice.

Compensation for benefits; wellness, medical care and medication costs    Employees can receive compensation for certain benefits. You can read more about the possibility of reimbursement for wellness as well as medical care and medication costs.

Please note that when it comes to benefits, always attach the receipt/base to the case, if there are original receipts in paper, you should not send them as well.

To apply for reimbursement of medication costs you register a Compensation case in Primula under My Page, Compensation/comp leave. Choose the alternative Medication costs. Enter the period for which purchases have been made in the current year as from and to date. Add up the amounts of the medication costs for the year and enter the total amount in the Amount box (this way you do not have to register line by line). You substantiate the costs with a register extract from the high-cost database 1177 or the eHealth Agency and attach the extract to the case under Note/Att (don’t forget to click Add).

At present, you do not register cases relating to medical care yourself, but send receipts to your payroll specialist.

Leaves of absence
You register your application for leave in Primula. In the case of parental leave and care of a sick child, go to the heading Maternity leave and then select the type of leave that refers to in the drop-down menu. You always need to provide the social security number of the child you are going to be on leave for. In the case of parental leave, this is preceded by registering the child's information under the Child button under Personal data. When the personal data case has been closed by an administrator, you can then select the child in question in the parental leave case. In the case of care of a sick child, this is not possible, in which case you need to write in the message box which child the leave refers to.

For other leave, you register your leave via Leave. If your application relates to leave for other work, the employment contract or equivalent must be attached to the case, and if you are on study leave, you must attach a letter of acceptance or equivalent. For other leaves, you may need to attach other documentation or write a note in the message box describing the reason for the leave.

Holiday
As a TA staff, you register your application for annual leave in Primula under Holiday. Teachers' holidays are normally scheduled on a flat-rate basis in accordance with the teachers' working time agreements. If no deviation is to be made, you do not need to make any registration yourself. If you want to know more about what applies to annual leave and whether it is relevant to deviate from standard holidays, see the section Holidays.

Sideline                       
Annual reporting of secondary occupations is made in Primula no later than 10 January.

The Primula client for administrators
The Primula client is mainly used by payroll specialists, financial administrators, economists and HR partners who are administrators in Primula. The client application requires a special installation on your computer. To get a username and password for access to the client application, contact your payroll specialist at the HR department. On Employees you will find the Primula user group, you as an administrator should join the group to take part in the information that is given within the administrator group.

Contact 
If you have any questions about Primula, you can always contact your payroll specialist at the HR department. If you have questions about logging in to Primula, please contact IT support in the first instance. If you have any questions about logging in to the client, please contact the payroll specialist.

Monthly changeover  
In the middle of each month, a monthly changeover takes place in Primula. In order for your request for compensation, leave, etc.  to be included in the month's salary, you need to register your case no later than the 5th of the month. If the case arrives later or is not complete, the compensation will be paid with the salary the following month.

Registration of bank details
In order to receive your salary in your bank account, you need to register your current account via Danske Bank, which is the salary-paying bank for Linnaeus University. For more information about registration, see the section Salary paying bank.

Please note that if you have not registered your bank details in good time before your salary is due to be paid, your salary will be paid via a payment slip that will be sent to your home address that you have provided to the employer. You can redeem the payment slip at a bank or agent, which may incur a cost for you.