Approval in Lupin and Primula

The approval processes below are also summarised in a table:

Approval processes and forms (PDF 264 kB, new tab)

The text below refers to the following policy documents:

• Approval rules – regulations regarding the right to allocate public authority funds I 2020 I (PDF 240 kB, new tab)
• Rules on the allocation of decision-making powers at Lund University I 2023 I (PDF 127 kB, in Swedish, new tab)
• Lund University’s regulations on secondary employment I 2019 I (PDF 68 kB, in Swedish, new tab)

Approval in Lupin

Approve supplier invoice

Regulated in the Approval rules.

You certify that the expenses are:

• appropriate for the organisation’s goals
• financed
• correctly entered into the accounts

= OK to pay out.

And that the payment goes to the correct recipient, with the correct amount and in the correct currency.

Approve requisition

Regulated in the Approval rules.

You certify that the expenses are:

• appropriate for the organisation’s goals
• financed
• correctly entered into the accounts

= OK to order, and if the incoming invoice corresponds to the order and the receipt that it is OK to pay.

Approval in Primula

Approval in Primula is regulated in the Approval rules:

• Travel/expenses
• Hourly pay
• Other fees
• Overtime, preparedness and readiness

and involves you certifying that the expenses are

• appropriate for the organisation’s goals
• financed
• correctly entered into the accounts

= OK to pay out

Other approvals in Primula

Fixed pay increment

Regulated through the allocation of decision-making powers – delegated by the vice-chancellor and onward.

There is a decision before processing in Primula begins. Approval = chance for you to react to accounting errors for example.

Leave of absence and Vacation application

Regulated through the allocation of decision-making powers – delegated by the vice-chancellor and onward.

If anyone other than you has been given the right to approve leave by delegation from the faculty board/equiv – check with that person.

Employment – new employment

Regulated through the allocation of decision-making powers – delegated by the vice-chancellor and onward.

Approval is preceded by a decision on employment. Approval = chance for you to react to accounting errors for example.

Termination of employment – notice given by employer

Regulated through the allocation of decision-making powers – delegated by the vice-chancellor and onward.

There is a decision on termination before processing in Primula begins. Approval = info/check that salary payments will end

The ‘Approving head of department or equivalent’ is also involved in the following approval processes:

Sideline / secondary employment

Regulated in the Regulations on secondary employment.

Please note that any separate decision on ending a secondary employment or a decision on prohibiting an employee from taking on secondary employment is to be taken by the faculty board or the body/employee at the faculty level to whom this decision-making power has been delegated by the faculty board.

Termination of employment – resignation

Approval = in your position as manager, you can correct the date you and the employee have agreed is to be the last day of employment.

Change employment

Allocation of decision-making powers – delegated by the vice-chancellor and onward

Approval is preceded by a decision – on employment, promotion, salary, scope (full/part time) etc. – depending on the change in question.

Other forms of approval (not in Lupin/Primula)

Procurement decision

Regulated in the Approval rules.

You certify that financial means have been set aside for the purchase in question. Where applicable, also that:

• premises where the equipment is to be located are suitable
• Co-determination negotiations/equivalent have been conducted

Procurement decisions are taken according to the procedures of the department/equiv. For procurement over threshold with notice obligation procedures, however, a written procurement order is always required.

Read more about procurement over threshold with notice obligation

Payments without invoice, e.g. replenishment of petty cash

Regulated in the Approval rules.

You certify that the expenses are:

• appropriate for the organisation’s goals
• financed
• correctly entered into the accounts

= OK to pay out

And that the payment is going to the correct recipient, with the correct amount and in the correct currency.

Information and forms for payments without invoice are available under the heading ”Utbetalningar” on this page (in Swedish):

In- och utbetalningar utan faktura (Ekonomiwebben)