Practical information
Step 1 – Tasks to complete before your first day
Register a payroll account
University salary payments are made by Danske Bank. New employees have to register the account they wish to use as their payroll account. The same applies if you change bank or wish to change your payroll account details. Registering a payroll account with Danske Bank does not mean that you automatically become a Danske Bank client. If you do not register your payroll account information, your salary payment will be made by means of a postal cheque. This only applies to Swedish bank accounts.
If you have not received your Swedish personal ID number yet and have a foreign bank account, you need to submit the form for registration of your foreign bank account instead.
Register your payroll account
If you do not have a Swedish personal idendity number or Digital ID (e-legitimation)
Contact Payroll officer at lon@kau.se or +46(0)54-700 2900 for more information.
Instructions for registration at Danke Bank:
Click on ‘Logga in’ at the centre of the page. A login page will show.
If you are a new employee, you must first register with Danske Bank. Click on ‘Registrera dig här’ and fill in the details, including the university’s customer number 79156. Next, click on ‘Skicka’. You will now be able to log in.
Select login method, fill in your Swedish personal identity number (12 digits, YYYYMMDDNNNN) and click on ‘Fortsätt’. Your identification is verified by Visma Enterprise AB.
Once you are logged in, click on ‘Min profil’. Next, select ‘Lägg till kontouppgift’ under the heading ‘Kontouppgifter’. Enter your sort code and account number and click ‘Spara’. (If you have a Swedbank account, the last digit of the sort code should be removed, e.g. 8320 instead of 8320-1). You can only register Swedish bank accounts.
Once the account has been saved, you will find it under the heading ‘Kontouppgifter’ in your profile.
Contact channels for the payroll unit
All communication regarding payroll matters will go through lon@kau.se and +4654-700 2900. These contact channels should be used by all staff. Salary documentation and other documents should be sent to “Lön, HR-avdelningen”.
Submit tax information
- Submit your A-tax certificate – if you have lived in Sweden for a couple of years and come from a Swedish employer
To ensure that the correct tax is deducted, you must submit your tax certificate to Payroll at the HR Department. Employees who held a position at the university before 1 November of the previous year do not need to submit a tax certificate, as the information is obtained from a central register in these cases. Any special tax adjustment decisions received during the year must be submitted to Payroll at the HR Department. If you are unsure which tax documents apply to you, please contact the HR Department / Payroll.
- Decision on standing tax adjustment, if applicable
- Decision on special tax adjustment, if applicable
Please email the information to lon@kau.se, or send it by post to:
Karlstad University
HR Department / Payroll
SE-651 88 Karlstad
If you are new to Sweden, read more about taxes and the possibility of obtaining tax relief here: https://www.kau.se/en/new-staff/relocate-sweden/taxes-and-tax-relief
Freja eID
All employees require Freja eID to access the university intranet and digital systems used in daily work.
Freja eID is an electronic ID approved under the Swedish quality mark Svensk e-legitimation. The secure and bank-independent version, Freja eID+, is used as multi-factor authentication (MFA) and provides an additional layer of security when logging in to the university’s systems and services.
Download Freja eID to your mobile phone. You can verify your identity directly using a passport or national ID card. If you use another form of ID, such as a driving licence, you will need to visit an authorised agent.
More information is available at:
https://frejaeid.com/
Step 2 – At the start of employment
KauID
At Karlstad University, we use a personal user ID known as KauID. KauID and Single Sign-On (SSO) are used in most of our digital systems. In short, this means that you use the same login credentials for almost all systems. Your personal KauID is also used as a reference when placing orders invoiced to the university.
Your KauID is created and activated on your first day of employment, when you visit the IT Service desk.
Ordering a Kau card
The Kau card is a personal card that can be used as an access card on campus, a library card, and a printing card for printers. The card contains your name and date of birth for identification purposes. To order a Kau card, your KauID must be activated. More information on how to apply for a Kau card can be found under A–Z on our intranet, Inslaget.
Collection of keys and Kau card
Keys and Kau cards are issued by Technical Services at the Technical Services information desk, room 1A 352. They can be contacted via email at ts@kau.se.
IT Services
As a new employee, you will be in contact with IT Services to collect your KauID and your work computer. This is also where you should direct questions relating to your computer and various systems. The easiest way to contact them is via 2525@kau.se or 054-700 2525.
Step 3 – Workplace-based introduction
The workplace-based introduction takes place at your department or unit and is intended to provide you with the knowledge you need to perform your duties efficiently and safely in your specific role. It also gives you the opportunity to get to know new colleagues, familiarise yourself with the campus premises, and receive the right conditions to take on your new position.
Read more about your new workplace at:
Welcome Day
Each semester, a Welcome Day is organised for new employees. The purpose of the day is to provide information about your employment, introduce you to the university, and give you the opportunity to meet new colleagues. The day is aimed for employees who have recently started a position at the university or who have not had the opportunity to attend previous Welcome days.
Introductory videos
Once you are in place and have access to the intranet, we recommend that you watch these introductory videos to gain a good introduction to your new role.