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Questions and answers about preventive health care and the portal

Further new preventive health care services (5 April 2018)

A: Several additional activities may now be approved as preventive health care and are thus covered by the preventive health care benefit.

  • Rock climbing
  • Canoeing (kayak and open canoes)
  • Rowing
  • Roller skating
  • Sport diving
  • Stand-up paddling (SUP)
  • Water skiing
  • Wind surfing
  • Wakeboarding
  • Expenses for a personal trainer (PT) may be approved up to a maximum of SEK 1,000 per session. The activity must not take place in the place of residence of the co-worker or in close connection to it.

NB! ActiWay is working to include additional suppliers who offer these services. Since many service providers are not accustomed to working with the preventive health care benefit, the number of suppliers included in the system will increase during the year.

Club membership fees for any of the above activities may not be claimed, independently of whether the club is operated on a voluntary or commercial basis.

Expenses for equipment rental for any of the above activities may not be claimed.

What are the regulations regarding Swedish and foreign receipts?

A: As a government agency, LiU follows the VAT regulations laid down by the Swedish Tax Agency. This means that the university can only approve Swedish receipts, issued by providers in Sweden who are registered as a company in Sweden and registered for Swedish VAT. Swedish non-profit organisations are an exception to this. We cannot, thus, approve receipts for preventive healthcare from abroad, nor from online services such as App Store and Google Play, since these companies are not registered for Swedish VAT. Further, ActiWay cannot undertake to assess receipts in languages other than Swedish, determine whether they comply with Swedish Tax Agency regulations, or undertake conversion of amounts between currencies.

Preventive health care benefit to cover further activities

A: Several additional activities may now be approved as preventive health care and are thus covered by the preventive health care benefit. LiU’s preventive health care policy has been updated to reflect the changes. The activities in question are golf, horse riding, downhill skiing and sailing. These may now be approved as preventive health care and are available through the ActiWay preventive health care portal.

The following conditions apply:

  • Golf: expenses for pay and play, driving range activity, green fees, and lessons may be claimed.
  • Horse riding: expenses for riding lessons and riding sessions may be claimed.
  • Downhill skiing: the cost of the lift pass may be claimed.
  • Sailing: the cost of sailing lessons may be claimed.

Club membership fees for any of the above activities may not be claimed, independently of whether the club is operated on a voluntary or commercial basis.

Expenses for equipment rental for any of the above activities may not be claimed.

Does ActiWay receive receipts from affiliates?

A: No, ActiWay does not handle receipts from affiliates. It is important that you first search among the suppliers at the preventive health care portal to see if your supplier is connected or not. If you have a healthcare receipt from a connected supplier, the council is to return to the supplier and ask them to take back the purchase. Neither LiU nor ActiWay can guarantee that the supplier takes back a healthcare purchase.

What is the deadline for submitting receipts for preventive health care in 2017?

A: Receipts for 2017 are to be reported as usual in the web-based reporting system (Primula) until 30 November 2017. Reporting of preventive health care will then be closed. This means that during the transition to the preventive health care portal ActiWay, neither LiU nor ActiWay will handle receipts dated 1-31 December. You are therefore encouraged to report preventive health care in Primula before 30 November 2017, and then refrain from purchasing preventive health care until 1 January, when the ActiWay portal opens. It will not be possible in 2018 to claim for receipts issued during 2017.

Do I need to log in to the preventive health care portal to claim the preventive health care benefit?

A: No – it is sufficient to show proof of identity to the preventive health care supplier (provided that the supplier uses the ActiWay system). The portal, however, allows you to see which preventive health care suppliers use the system (under “Hitta Friskvård”), to see the balance on your preventive health care benefit account, and to purchase preventive health care online.

How do I log in to the ActiWay portal?

A: Use your LiU ID.

How do I purchase preventive health care?

A: When purchasing preventive health care from a supplier who uses the ActiWay system, show proof of identity to the supplier and inform them that you want to pay through ActiWay. The supplier will adjust the balance of your preventive health care benefit account directly. It is also possible to purchase preventive health care online. It is not possible to submit receipts for preventive health care from suppliers who use the ActiWay system.

What happens if the purchase exceeds the value of the preventive health care benefit?

If the purchase is for an amount that exceeds the balance on your preventive health care account, the supplier will require that you pay the remaining amount, which normally takes place using cash, credit or debit card, or by setting up an autogiro arrangement.

The supplier where I train does not use the ActiWay portal. Is it possible for them to join?

A: Yes. You can contact ActiWay directly by the ActiWay portal, or by email (info@actiway.se) or by telephone (08-5106 2290), or contact the HR manager at your department who will forward your request to ActiWay. ActiWay will then contact the preventive health care supplier and discuss the matter with them. It is necessary that the preventive health care provider satisfy the regulations of the Swedish Tax Agency for preventive health care, and LiU’s guidelines for preventive health care. More information is available at: old.liu.se/friskvard.

How do I deal with a current autogiro (direct debit arrangement) that extends into 2018? Is there a difference between providers who use the ActiWay system and those who do not? 

A: In the case of providers who are not connected to ActiWay, submit the membership agreement and confirmation of payment to ActiWay. Payments made during 2018 will be drawn against the benefit for 2018.

In the case of providers who are connected to ActiWay, the most common procedure is that you ask the provider to suspend your autogiro, and you then report the expenses to ActiWay. When the preventive health care benefit has been fully consumed through ActiWay, the provider can reactivate the autogiro agreement.

I have an autogiro arrangement for an annual pass at the gym (or equivalent). How can I use the preventive health care benefit in this case?

A: The autogiro arrangement is handled according to the policy or procedures of the particular provider. The most common procedures are as follows:

  1. The provider reduces the total amount by the amount that has been paid by ActiWay, and arranges that the remainder be paid by a 12-month autogiro arrangement.
  2. The provider suspends the autogiro arrangement as long as there is sufficient preventive health care benefit on your ActiWay account. The autogiro then starts again.

Other procedures than those described above are possible. Some preventive health care providers cannot handle the combination of autogiro with the preventive health care portal. In this case, the payments are to be handled as payments against receipts. This is described below.

What should I do if a preventive health care provider does not use the ActiWay system?

A: In order to avoid you having to pay from your own pocket, we recommend that you go to a provider who does use the ActiWay system. In this case, you can use the benefit simply by showing proof of identity. If a provider does not use ActiWay you must instead log in to the ActiWay portal and register the receipt. It is important that you read the instructions concerning the information that a receipt must contain and how to upload it, before you complete the registration and submit the receipt. This is to ensure that all the necessary information is included.

Briefly, you must scan or photograph the receipt, then log in to your ActiWay account. Click on “mina köp” and then on “skicka in kvitto”. You must also specify your bank account number, after which ActiWay will make the payment on the 25th of the month after the expense has been approved.

The same is true for autogiro agreements. Agreements and corresponding information as that given on the original receipt are to be specified and submitted. Each occasion on which payment is made must be reported and a dated copy of the bank statement must be submitted.

Note that you must check whether a provider is using the ActiWay system each time you register a receipt. ActiWay continually enters into agreements with new preventive health care providers and contacts all providers from which receipts are submitted. It is, therefore, quite possible that a provider has started to use the system since your previous visit. ActiWay does not accept receipts from preventive health care providers that are included in the system.

Receipts may only be registered if they relate to purchases from providers who do not use ActiWay. They must contain the following information:

  • date of purchase
  • date of activity or period of validity (which may not relate to a previous year)
  • the service or activity that has been purchased and, where relevant, a copy of an autogiro agreement
  • price (note that if the price of the activity also contains a membership fee, this is to be specified separately)
  • VAT
  • name and company registration number of the provider
  • address of the provider.

It is also possible to send a receipt to ActiWay by post. Label the envelope “Attn: Economy Unit”, and send it to:

ActiWay
Ynglingagatan 14
113 47 Stockholm

Will the preventive health care guidelines change when LiU starts to use the ActiWay portal?

A: The guidelines are largely unchanged, and the value of the preventive health care benefit remains at SEK 2,000. One change is the approval of team registration to exercise races open to the public, and online services. More information about the preventive health care benefit is available at old.liu.se/friskvard. 

Exercise races:

It is possible to use the preventive health care benefit for an exercise race open to the public as long as it is used to register a LiU team and not individual starting fees. It is important that you register the team before the race, and that you participate as a team. The race must be within an approved activity such as running or orienteering.

In order to use the preventive health care benefit in the ActiWay portal for a race such as Vårruset, you must register for the race as a team of at least two members. Each member registers individually through ActiWay, and confirms when making the payment that he or she is a member of a team. In the case of large teams, it is possible instead to email the personal data of all members and inform the organiser directly that the registration fee is to be paid from the ActiWay accounts of the members.

Online services:

The benefit may be used for all basic services related to exercise and preventive health care that can be accessed by computer, tablet computer or mobile phone. Examples are access to information about preventive health care, recording individual training, registration for activities or other basic exercise programmes, registration of food and calorie consumption, step counters, and heart rate monitoring.

The activity can take place in connection with the workplace and is not limited to a particular location, since some such services can be used throughout the day. Such services may, for example, include periods during the employee’s leisure time. What is most important is that the activity must not be limited to use solely at home, since this is considered to be liable to tax, and preventive health care benefit cannot in this case be used.

If I am on fixed-term employment that ends on 1 October, how much preventive health care benefit can I claim?

A: The preventive health care benefit is calculated based on the number of days you are employed during the year. The maximum amount that can be remunerated is calculated based on a year of duration 360 days. If you work part of a year, the preventive health care benefit available will be: (total annual preventive health care benefit/360) x number of days employed. This means if the question is posed in January, the employee will receive a preventive health care benefit calculated as follows: (2000/360)x(9x30) = SEK 1500.

I have a fixed-term employment that will be extended. How does this affect the preventive health care benefit I can claim?

A: The preventive health care benefit will be based on the period of employment that has been entered into the ActiWay system. This is transferred from the LiU system that manages personnel information. If, for example, your employment runs from 1 January to 31 May, you will initially receive a preventive health care benefit that corresponds to that period. If the employment is subsequently extended from 1 June to 31 December, the remaining amount of the total annual preventive health care benefit will be assigned to you, as soon as the new employment period has been entered into the ActiWay system. Any benefit from the first period of employment in a particular year (in this case 1 January-31 May) will remain available in the system until 31 December.

When is the deadline for submitting receipts in 2018?

A: Please note that receipts will only be reimbursed during the same calendar year as the expenditure was incurred. The final day for processing preventive health care receipts from a supplier outside of the ActiWay system is 21 December, each year. In contrast, the benefit can be used at providers who are included in the system until 31 December. 

Can I submit the receipts for preventive health care expenses incurred abroad on service-related travel?

A: LiU does not approve receipts for expenses abroad. Further, ActiWay cannot undertake to assess receipts in languages other than Swedish, determine whether they comply with Swedish Tax Agency regulations, or undertake conversion of amounts between currencies.

Note that receipts for service or products and/or receipts from preventive health care providers that have not been approved by the Swedish Tax Agency or that do not satisfy LiU’s guidelines for preventive health care will be rejected by ActiWay.


Page manager: monika.rissanen@liu.se
Last updated: Tue Apr 10 12:55:25 CEST 2018