Employee
Checklist when the company has access to Employee
This topic only applies to payroll administrators who work in Visma Lön 300 300/600.Visma Lön 600
Once the company has access to the feature, you'll need to provide a few details. This guide will help you put the final puzzle pieces together so that you can get started in the best possible way.
1. Verify which settings that apply for the company
Make sure to have the correct settings from the beginning. Consider how the company wants to work in .
- What rules do the company have regarding overtime compensation?
- Will any employees have non-regulated working hours?
- Should employees register time for lunch or not?
- How many days after the end of a period must the employees submit their time reports?
- Are you going to work with approval?
- How many days after the end of a period must all time reports be approved by the approver?
- Will you send the payslips to Payslip/Kivra?
2. Enable work schedule settings
It is important that all employees who work regularly have a correct work schedule, since the employment rate, hours worked per month, hours worked per year, and qualifying sick deduction etcetera are calculated based on the work schedule.
In the payroll program, you enter how many hours the employee is scheduled to work according to the work schedule. During the initial syncronisation, all work schedules created in the payroll program are transferred to Employee. After that, all following settings should be done in each specific work schedule in Employee. Employees can either have work schedules that are based on scheduled or irregular working hours.
Once you have enabled the work schedule settings, you should have ticked off these items:
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Settings for the rules that apply to lunch and other breaks. |
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Completed the settings for full-time schedules. |
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Completed the settings for part-time schedules. |
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Any necessary settings for seasonal working hours in full-time and scheduled work time schedules. These settings can't be made in work schedules transferred from the payroll program. |
Here is how you do it
Do the following to complete the information:
- Select Scheduling - Work schedules.
Incomplete work schedules are highlighted in red.
- Select the schedule.
In the Employee column you can see how many as well as which employees who are assigned to each work schedule. You can also assign work schedules to one or several employees from here.
Full time
Scheduled working hours
A work schedule with scheduled working hours is used for employees who have regular working hours.
- Enter the start and end times for each day.
- Set the time rules for when the employee takes a break by clicking in the Lunch column, and in the Break 1 and Break 2 columns if unpaid breaks are managed.
Normal time is the number of minutes that will automatically be deducted if the employee does not clock out and in during the break (for example, 60 minutes for lunch break).
Min. time is the minimum number of minutes that the employee must take for a break (for example, 30 minutes). If the employee clocks out for lunch and then clocks in after 20 minutes, 30 minutes will still be deducted.
If 30 minutes are to be deducted for the break, the employee needs to both clock out and clock in. If the employee has flex time, there will be a 30-minute addition to the flex time.
Tips and tricks
To avoid that employees having to clock in and out when they are taking breaks, you can add unpaid breaks in the work schedule for employees with scheduled working hours. Manage unpaid breaks must be checked in order to see the fields for unpaid breaks.
- Enable settings for seasonal working hours if it should be managed in the work schedule.
If the company's working hours change during a specific period of the year, click the arrow next to Manage seasonal working hours to open the additional fields. Here, you select which period or periods the seasonal working hours will apply to.
- Select Save.
Irregular working hours
Work schedules with irregular working hours can be used by employees who do not have fixed working hours, for example temporary workers.
- Enable any necessary settings for time summation.
- Select Save.
Part-time
Scheduled working hours
A work schedule with scheduled working hours is used for employees who have regular working hours.
All part-time schedules should be based on a full-time schedule. This is important because the full-time schedule is used to calculate employment rate, overtime for part-time employees, overtime, seasonal working hours, schedule during holidays, and more.
The following applies to be able to assign part-time schedules to full-time schedules:
- Part-time schedules can only be assigned to full-time schedules that are complete.
- Part-time schedules that manage seasonal working hours must be based on a full-time schedule which has those settings.
- The start and end times for the part-time schedule must be within the full-time schedule's start and end times for each day. In the topic Enable settings for full-time and part-time schedules you can read more about which rules apply if you have part-time schedules with several rolling weeks. Here you will also find examples of different work schedules.
- Select a full-time schedule with scheduled working hours under Based on full-time schedule for each part-time schedule.
- Enter the start and end times for each day.
The hours must fall within the start and end times of the schedule selected under Based on full-time schedule.
- Select the break regulations for lunch and any unpaid breaks.
Normal time is the number of minutes that will automatically be deducted if the employee does not clock out and in during the break (for example, 60 minutes for lunch break).
Min. time is the minimum number of minutes that the employee must take for a break (for example, 30 minutes). If the employee clocks out for lunch and then clocks in after 20 minutes, 30 minutes will still be deducted.
If 30 minutes are to be deducted for the break, the employee needs to both clock out and clock in. If the employee has flex time, there will be a 30-minute addition to the flex time.
Tips and tricks
To avoid that employees having to clock in and out when they are taking breaks, you can add unpaid breaks in the work schedule for employees with scheduled working hours. Manage unpaid breaks must be checked in order to see the fields for unpaid breaks.
- Select Save.
Irregular working hours
Work schedules with irregular working hours can be used by employees who do not have fixed working hours, for example temporary workers.
- Enable any necessary settings for time summation.
- Select Save.
In order to synchronise to Visma Lön 300/600, all work schedules must be complete. Inactive work schedules are not included in the synchronisation. You can therefore untick the Active work schedule if a work schedule should not be included in the synchronisation. You can only make a work schedule inactive if it is not being used by any employee.
Related topics
3. Enable agreement settings
All working employees must have an agreement, since the agreement controls , among other things, the rules regarding how to calculate unsociable hours and overtime.
You can adjust what rules that should apply for different agreements. This means that you can add your own periods, times and what type of overtime, compensatory time or unsociable hours that should apply to each agreement. You then select which agreement each employee should have.
The type of collective agreement selected for the employee in the payroll system determines the type of collective agreement the user receives in Employee, but you can change collective agreement in Employee.
The agreement type Ej specificerat in Visma Lön 300/600 300/600 corresponds to the agreement types Adminstrative worker and Hotell och Restaurang in Employee. If you use Visma Lön 300, there are only links to these agreement types.
Once you have enabled the agreement settings, you should have ticked off these items:
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Adjusted the agreement settings according to the company's rules. |
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Verified that the correct agreement is selected for all employees. |
Here is how you do it
Go through the list of agreements to see if any agreements should be changed/adjusted to the agreements in Employee.
An agreement can be edited or deleted as long as it is not used by an employee or is within a period that is locked or submitted. You can always create a new agreement or copy an existing one and make adjustments to it.
- Select Agreements.
In the Employee column you can see how many as well as which employees who are assigned to each agreement. You can also assign agreements to one or several employees from here. Read more in the topic Assign employee to agreement.
- Enable settings for each agreement and adjust to the company's rules for flexitime, overtime and unsociable hours.
- When needed, create new agreements and adjust to the company's needs.
Agreement type
The type of collective agreement that is selected for the employee determines which type of collective agreement the user will get in Employee. You can change the collective agreement in Employee under Agreement type.
| Type of collective agreement in Visma Lön 600 | Type of collective agreement in Employee |
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Detaljhandeln |
Detaljhandeln |
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Teknikavtalet IF Metall |
Teknikavtalet IF Metall |
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Unspecified |
Administrative worker and Hotell och Restaurang |
Free days for the Detaljhandeln agreement
Employee does not support free days for Detaljhandeln. If an employee who works within retail (Detaljhandeln) has worked on their free day, the payroll administrator can manually adjust the compensation for the hours worked to the correct overtime compensation in the employee's calendar. Read more about how to edit results in the Calendar topic. It is also possible to make this adjustment in the employee's payslip in the payroll program.
Related topics
4. Enable employee settings
Under Employees, all employees listed in the employee list of the payroll program are shown, who have the setting to use Employee. For the employees to show in Employee, a synchronisation in Visma Lön 300/600 must have been made.
Once you have enabled the employees settings, you should have ticked off these items:
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Verified that the information for all employees are correct. |
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Enabled settings for employees that should have non-regulated working hours. |
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Verified that the correct agreement is selected for all employees, for example, ensuring that employees who are supposed to have flexitime have agreements that support it. |
Here is how you do it
Employee details are retrieved from Visma Lön 300/600, but certain information can be added and edited in Employee.
- If you want to add a new employee, this must be done in Visma Lön 300/600. Read more in the topic Lägg upp en anställd (in Swedish).
- Name, employee number and pay type are retrieved from the payroll program. Read more under Basic information.
- Email and mobile phone number are registered under at spiris.se and are automatically transferred to Employee. Read more in the topic Edit customer information.
- You cannot delete an employee from Employee or from the payroll program. When an employee terminates their employment, this is entered in the employee record in Visma Lön 300/600. The employee will then no longer be included in pay runs and reports, but the employee details will still be available in the payroll program. When an employee terminates their employment, any information that you are not required to save must be deleted. Read more in the topic Anställda, fliken Anställning and Checklista när anställd slutar (in Swedish).
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All adjustments regarding work schedules and agreements should be done in Employee.
- Select Employees.
- Select the employee from the list.
- Check and adjust the settings for each employee.
Related topics
5. Enable approval settings for the company
If the company is using the approval process, either the payroll administrator or the approver must approve the employees' time reports before they can be transferred to the payroll program. The approver only has the authority to approve time reports for employees they are responsible for, as opposed to a payroll administrator who has the right to approve and adjust time reports for all employees.
Once you have enabled the approval settings, you should have ticked off these items:
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Set up the individuals within the company who will be approvers. You can also add new approvers. |
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Selected an approver for all employees. |
Here is how you do it
Do the following to select an approver.
- Select Settings and check Show Time reports in the menu on the Company settings tab.
- Select Approval - Approvers,
- Add settings for those employees who should be approvers and choose who should approve each employee's time reports.
Related topics
6. Enable reminder settings for the company
You can set up reminders to be sent via email to employees and approvers if there are time reports that are not submitted or approved. You can also choose whether reminders should be sent just once or repeated every day or every other day until the task is completed.
Once you have enabled the reminder settings, you should have ticked off these items:
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Enabled settings for how the company should send its reminders. |
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Verified that all employees have the correct email address and mobile number. |
Here is how you do it
- Select Settings and then Company settings to set up reminders for the entire company.
- Select Employees to set up reminders for each employee.
Related topics
7. Enable settings for Kivra
You can forward payslips to Kivra for employees who have a digital mailbox with them. There's no extra charge; it's included in the cost for sending payslips. Read more at spiris.se.
Here is how you do it
Read more about how the company gets access in the topic Getting started with Payslip in Visma Lön 300/600!
- Log into Employee/Payslip.
The easiest way to log in is by opening Visma Lön 300/Visma Lön 600 and selecting the Lönearbete tab. Then click on Visma Lön Anställd Visma Min Lön.You can also log in via spiris.se. Even if the company uses Payslip as a standalone program, it will be opened via Employee when logging in via spiris.se.
- Select Kivra in the menu.
- Fill in the information about your company.
- Check the I approve the General terms for Kivra and I approve the Data processing agreement for Kivra. Read more in the topic Why do I need to approve Kivra's general terms and the data processing agreement?
- Click Access to Kivra.
The information that is shared when you approve Kivra's general terms and data processing agreement is handled according to Kivra's privacy notice.
The company will now be registered as a sender of digital payslips in Kivra. In most cases, the registration is done directly. However, if the company is already registered as a sender with Kivra, it may take a few days as Kivra needs to be connected with Payslip.
When payslips are created in the payroll program, they will now be automatically forwarded to Kivra for all employees with a digital mailbox in Kivra.
In the topic Now let's get you started with Payslip/Kivra for employees! we describe how employees can get started.
8. Done! Now it's time to start working in Employee!
You have completed all the settings and can now begin working.
Keep in mind that some settings are adjusted in the payroll program, while others are in Employee or in Spiris. Read more in the topic Should I change the information in Employee or in the payroll program?
There are certain differences in how calculations are made in the payroll program and in Employee.
- In Employee the calculations are made based on time in hours and minutes, and in Visma Lön 300/600 the calculations are based on whole hours and hundredths of minutes. To compare this, the calculation must be redone. On spiris.se, there's a payroll calculator where you can see how to convert minutes into hundredths.
- Information about the number of holiday days may vary. An example is if employees register holiday days in advance in Employee. Then, the number of holiday days there might be fewer than in the payroll program.
- If the company uses seasonal hours and registers leave in percent, there may be a discrepancy between the time of leave in Employee and Visma Lön 300/600. Read more in the topic Why is there a discrepancy between leave in Employee and Visma Lön 300/600?
When employees have access to Employee, they can register and track their working hours or deviations directly on mobile or web. Please send the link Now let's get you started in Employee for employees! to the employees. There we have gathered information about how they get started.
