Starting and Ending

When relocation is necessary in connection with the transition from one government position to another, or due to other mandated relocation because of a change in the place of service in Norway, the employee may have expenses covered in accordance with the Special Agreement on the Coverage of Moving Costs.

If the employee has previously had moving costs covered, new coverage is only provided if the employer deems it necessary.

Prior Service Time
Moving costs are generally only covered for relocations after 4 years of immediately preceding service in the state. However, the employer may waive this requirement in certain cases, including for positions that are particularly difficult to recruit for.

When relocation occurs as a result of a mandated or agreed change in the place of service, or due to the geographical relocation of all or parts of the organization, the requirement for 4 years of prior service does not apply.

Commitment Period
When an employee has had moving costs covered, an agreement on a commitment period should generally be made. The normal commitment period is 1 year.

The Moving Regulations § 3 allows for deviations from the requirement of 4 years of prior service as a condition for being granted moving allowance. In a letter dated 28.4.1999, the decision-making authority was delegated to each institution.

The decision-making authority in cases of relocation from abroad is delegated to each institution.

UiT has the following adaptations in the moving regulations:

1. The Administrative Director allows for the coverage of moving expenses according to the regulations, provided there is 1 year of service in the position, see the special agreement on the commitment period.
2. If the employee leaves before the commitment period is over, a proportional part of the moving expenses must be repaid. The amount to be repaid may be deducted from the salary. This will be specified in the commitment period agreement.
3. The Administrative Director permits the use of air travel in connection with moving, if this is the "cheapest way for the state to travel." It is allowed to cover the travel cost equivalent to air travel even if a personal car is used.
4. The Administrative Director allows for the coverage of moving expenses from abroad to Norway up to NOK 80,000 when the individual is the only qualified applicant. In cases where there are multiple qualified applicants, coverage is provided in line with the allowance for domestic relocation according to the Special Agreement on the Coverage of Moving Costs (Page not available in English).
5. Coverage of moving expenses according to § 7, which can only occur when moving from abroad back to Norway, can be granted up to NOK 80,000.

Guidelines for allocation of research and educational leave, January 2021.

Academic staff submit a justified application for a research and education term to their respective department/academic unit using the designated form. The department/academic unit evaluates the application(s) and makes a recommendation to the faculty/UMAK/University Library. The application deadline is determined by the respective faculty/UMAK/University Library.

R&E term application form. (Comming)

Internal procedure - application for advance payment for research term. (Comming)

Academic report from completed R&E leave. (Comming)

Visa: The need for a visa to the host country must be clarified well in advance of the planned start date. The visa application process can often take up to 6 months.

Passport: Check if your passport has sufficient validity. To obtain a visa for certain countries, it is required that the passport remains valid for a period after the stay has ended.

Vaccines: Check the recommendations from the Norwegian Institute of Public Health for the area you are traveling to. Additionally, check with the host institution if they have vaccine requirements beyond those recommended by the institute. You can find an overview of previous vaccines you have received in Norway at helsenorge.no.

Normally, you will continue to be liable for taxes in Norway on your salary from UiT, and it is not necessary to change your tax card before traveling.

However, there are some exceptions:

If you are traveling to the USA: Norway and the USA have a tax treaty that allows researchers to apply for tax exemption. If tax exemption is granted, the tax deduction will cover the social security contribution to NAV, which is approximately 8%. Remember to change your tax card back to normal before returning home. Information about changing your tax card and how to claim the tax reduction on your tax return can be found here.

If you are traveling to a country where you are a citizen: Norway has tax treaties with many countries to avoid double taxation. However, you should, well in advance of your departure, check with the tax authorities in the country of work to determine if you will have tax obligations there. Pay special attention if your stay is planned to last longer than 6 months. Apply for a revised Norwegian tax card if tax liability arises in your home country.
Read more about taxes, tax cards, and tax returns here.

As a state employee, you normally maintain membership in the Norwegian National Insurance Scheme during your stay abroad.

If the stay is planned to last 12 weeks or more, you must apply to NAV for confirmation of your membership. In some cases, the host institution may also require this documentation:

• Application for clarification of social security affiliation during a stay in the EEA or Switzerland (Form A1)
• Employer form – confirmation of posting within the EEA or Switzerland
• Application for membership in the National Insurance Scheme during a stay outside the EEA
• Employer form – confirmation of posting outside the EEA

If you are traveling with family members, they must clarify their social security membership.

European Health Insurance Card
If you are an EEA citizen traveling within the EEA area, you should bring the European Health Insurance Card. The card entitles you to necessary healthcare on the same terms as residents in the country you are visiting.

If you have questions about healthcare coverage, contact HELFO.

If You Become Ill
You must inform your supervisor as soon as possible in case of illness. If you receive a sick note while abroad, it will often be in paper form. You must complete a "Self-declaration for foreign sick notes" with NAV if the sick note is issued by a doctor outside Norway. Attach your sick note and send the form to NAV.

You must also send a copy of both documents to fravaersteamet@uit.no via Filesender, which is a secure way to send sensitive information. Remember to check the box to encrypt the transmission, and send the code you receive in a separate email to fravaersteamet@uit.no so the transmission can be unlocked.

Note: If the foreign sick note contains sensitive or health-related information, this must be redacted before submitting it to your employer.

For shorter sick leave, register your absence in the Self-Service Portal. See the guide: Apply for absence (dfo.no) In Norwegian.

Insurance
As an expatriate employee, you retain the benefits provided through the Norwegian National Insurance Scheme. However, it may be beneficial to purchase private insurance in addition to the benefits you receive through the National Insurance Scheme or similar rights in other countries. This is particularly important in countries outside the EEA area where the European Health Insurance Card is not valid.

Occupational Injury Insurance
You retain your occupational injury insurance through the Norwegian Public Service Pension Fund (Statens pensjonskasse) as long as you are employed at UiT. As in Norway, the insurance requires that the injury or illness occurs during work, at the workplace, and during working hours. Therefore, the insurance does not cover the entire duration of your stay abroad unless it is a business trip.

Life Insurance
You retain your life insurance through the Norwegian Public Service Pension Fund during your stay abroad as long as you are employed at UiT. The group life insurance scheme for state employees is not a typical insurance policy but a collective arrangement that provides financial support to dependents in the event of death. Read more about the Group Life Scheme - Norwegian Public Service Pension Fund.

Private Insurance Can Cover:

Repatriation

Health issues

Theft

Accidents

Be aware that travel insurance policies may have limited durations. Ensure you are covered for the entire duration of your stay.

Note: Private insurance policies typically assume that you have membership in the Norwegian National Insurance Scheme during your stay abroad (resulting in lower premiums). It is important to apply for National Insurance membership well in advance of purchasing private insurance.

You submit your settlement claim in the Self-Service Portal.

To complete the registration of your travel expense report, you will need the following documentation:

Your award letter

Rental agreement and receipts for paid rent

How to proceed

During a stay in the USA, it is possible to apply for tax exemption. Contact the Tax Administration well in advance of departure. An invitation from the host institution (the university you will be visiting) and a confirmation from your faculty regarding employment and awarded scholarship are required.

Guide for Research Stay in the USA (Comming)

To ensure accurate reporting of salary earned abroad, the Payroll Section requires information about the departure and return dates for the overseas stay. Any changes to the stay, such as extensions, interruptions, postponements, or other events affecting the reported period, must be communicated to the Payroll Section. Salary earned abroad is reported on the Payroll and Deduction Statement. Incorrect reporting of the period may impact the individual employee's tax settlement. If your tax rate has changed during your stay abroad, for example in the USA, remember to apply for a new tax card as soon as the stay is over.

The employee must submit a written resignation from their position to their unit/manager, this also applies to AFP/old-age pension. Resignations should be sent via the self-service portal DFØ, except for resignations related to AFP/old-age pension. These should be sent via email directly to the manager.

The reason for the resignation must be stated (for example, transitioning to a new internal/external position, departure with full/partial AFP or old-age pension). The employee must also inform if any remaining vacation days are to be taken before departure. Vacation days must be registered in the self-service portal DFØ. If the employee is not going to take the vacation days, they will be paid out in the final settlement. The final settlement is paid out the following month.

An employee transitioning to pension must submit their resignation at least 3-4 months before the pension starts. A digital meeting with the manager and the joint services should also be held to ensure the correct procedure.

After the employee has resigned, the employer and employee can agree on a shorter notice period. When the employee has resigned, the employer may agree to a shorter period than specified if work conditions allow it.

In some cases, the employee may wish to withdraw their resignation. If the resignation is withdrawn, it is up to the employer to decide whether to accept the withdrawal or not. If the employee has submitted a written resignation that is unequivocal and unconditional, the employer normally has no obligation to accept the employee withdrawing their resignation.

The notice period is calculated from date to date from the time the resignation is received by the recipient. After the resignation has been received, the parties can agree on a different notice period.

What happens when temporary employment ends?

Temporary employment contracts under § 9 of the Civil Servants Act terminate when the agreed period is over, or when the specific work is completed, unless otherwise stated in a written agreement.

Fixed-term appointments

Those who are employed on a fixed-term basis under § 10 of the Civil Servants Act must leave their position without notice at the time the fixed-term period expires.

Requirement for written notice

Civil servants who have been temporarily employed for more than one year are entitled to written notice of the date of termination, at least one month before the termination date.

The notice is considered given when it has been received by the employee. Regardless, the employer cannot require the employee to leave the position before one month after the notice has been received.

The Joint Services at UiT follow up with employees who are applying to take out Contractual early retirement scheme pension (AFP) or who are retiring with old-age pension.

Employees at UiT, who are planning to retire, must participate in a planning meeting together with their manager and a case worker from the Joint Services. The formal process is reviewed during the meeting.

Employees must register for the planning meeting through this page.

Detailed information about AFP/Old-age pension can be found at spk.no and nav.no.

An employee who resigns from their position is entitled to a certificate of employment. In addition to personal data, the certificate should provide information about the nature of the work and the duration of employment.

If the employee desires a more comprehensive certificate of employment than the minimum requirements, this must be specifically requested.

What happens to your files, e-mails, and so on when you are no longer an employee at UiT?

The general retirement age in the public sector is 70 years. Some positions may have a lower age limit.

The employee is obliged to retire at the first change of month after reaching the age limit for the position.

The employment authority can decide that the employee may continue in service beyond the age limit applicable to the position, provided that the individual still meets the requirements of the position.

More information can be found on the Norwegian Public Service Pension Fund's website.

The Contractual Pension (AFP) is an early retirement scheme for those who wish to retire fully or partially between the ages of 62 and 67.

More information can be found on the Norwegian Public Service Pension Fund's website.

Old-age pension is what you will live on when you retire. The service pension from the Norwegian Public Service Pension Fund is in addition to the old-age pension from the National Insurance Scheme (NAV).

More information can be found on the Norwegian Public Service Pension Fund's website.

If you need to reduce your working hours due to illness or injury, you may be entitled to disability pension. You can be granted full or partial disability pension.

More information can be found on the Norwegian Public Service Pension Fund's website.