Create or edit agreement

This topic only applies to payroll administrators who work in Visma Lön 300 300/600.Visma Lön 600

If you work in Payroll you choose all the agreement settings there. In Employee you can only see which settings that are used. Read more in the topic Payroll 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.

When you're working with Visma Lön 300/600, settings for work schedules are done in Employee, but some information is retrieved from the payroll program. Read more in the topic Edit employee details.

To create or edit agreements, follow these steps.

An agreement can be edited as long as it is not used by an employee or is within a submitted or locked period.

  1. Select Agreements.
  2. Select the current agreement if you want to edit the agreement or choose Create new if you want to create a new agreement.
  3. Fill in or change the Agreement name.

Since an agreement can be used for several employees, it is useful if the agreement description outlines the details, for example Administrative worker without flexitime.

  1. Choose or edit settings under Agreement type.

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.

  1. Enable settings under Time rules, Rules for unsociable hours and Overtime rules.

You only do settings for time rules in Employee if you are working in Visma Lön 300/600. If you're working in Payroll, adjust the settings on the Time rules tab when creating or editing contracts there. Read more in the topic Create or edit agreement.

The options Manage flextime and Manage time balance cannot be active at the same time.

Flexitime gives employees the possibility to vary their working hours. The day's balance is accumulated and saved as flexitime balance. The balance for flexitime isn't shown in the payroll function, but in the calendar in Employee.

The option cannot be used for hourly employees, salaried employees with irregular working hours or for employees with non-regulated working hours.

Do the following if the agreement should manage flextime:

  1. Select the Time rules tab.
  2. Check the Manage flextime box if it should be handled in the agreement.
  3. Enter hours and minutes in the field Flexitime must not be less than.
  4. Enter hours and minutes in the field Flexitime must not exceed.

Flexitime outside of the limits is shown in red in the calendar.

The time balance gives employees the possibility to vary their working hours. The balance for the deviation period is accumulated and generates a pay deduction or transfer to the compensatory time balance on the payslip.

The option cannot be used for salaried employees with irregular working hours or employees with non-regulated working hours.

Do the following if the agreement should manage time balance:

  1. Select the Time rules tab.
  2. Check the Manage time balance box.

Deductions are made with pay codes of the type Övrig frånvaro - Avdrag, Övrig frånvaro - Timavdrag, semestergrundande. Comp. time balance is displayed with pay codes of the type Tidbank - Komptid uppräkning on the payslip.

Rounded registered time means that the company can set a limit for how many minutes before and after the employee can clock in and out in relation to their work schedule. Time worked before or after this limit will not be calculated as hours worked, unless it is overtime.

Do the following if the agreement should manage rounded registered time:

  1. Select the Time rules tab.
  2. Check the Manage time balance box if it should be handled in the agreement.
  3. Enter the number of minutes in the fields Before ordinary working hours and After ordinary working hours.

Examples

If the employee is scheduled to work from 08.00-17.00, and the rounded registered time is set to 10 minutes, it means that clock-ins and clock-outs within 10 minutes before and after the scheduled working hours will not be calculated as worked time. For instance, if the employee starts working at 07.45 AM, a warning will be displayed on that particular day. The employee or the payroll administrator can adjust the registration to a value within the rounded registered time.

Do the following if the agreement should manage unsociable hours rules:

  1. Select the Unsociable hours rules tab.
  2. Check the Manage unsociable hours box.

In the list under unsociable hours rules there are suggested periods based on the selected agreement type. As long as the agreement is not in use by any employee or in an submitted or locked period, you can set up your own periods, customise start and end times, and choose the type of unsociable hours that should apply for the period.

If the start time should be around midnight, time is entered in the 00:00 format. If the end time should be around midnight, time is entered in the 24:00 format.

When you create a new agreement and the Manage unsociable hours box is checked, applicable unsociable hours rules as per the selected agreement type will be suggested. As long as the agreement is not already used for an employee, you can easily add, delete and edit unsociable hours rules to suit the company. Unsociable hours occur during scheduled working hours for a salaried employee and during paid working hours for an hourly employee. The unsociable hours are automatically transferred to the payroll program during the synchronisation.

If different rules have been selected for parts of a period or the entire period, Employee will select the rule that gives the most compensation.

In the topic Description of periods when creating new agreements the predefined settings for different periods are described.

When you create a new agreement or edit an agreement that is not in use, the column Add/remove period is shown.

If you want to create a new period, click on the plus sign on the last row. Another row is then added. Then click on the pencil icon on the new row. Select the tab Create new and enter a date and description for the new period. In the topic Description of periods when creating new agreements you can read more about the different periods.

It's only possible to create own periods for events that occur on the same date every year. For events where the date is not the same each year, predefined periods must be used.

Select the minus sign in the Add/remove period column on the row for the period you want to remove.

If you want to use the settings for a specific period from the list to another period, select the pencil icon next to the period you want to modify In the dialog box that opens, then select the period you want to apply the settings to and choose Save.

In the Description list you can edit and delete periods you have created. The periods that are defined by the program cannot be edited or deleted.

Do the following if the agreement should manage overtime:

  1. Select the Overtime rules tab.
  2. Check the Manage overtime box.

You will then see which overtime rules that apply for the agreement. The options shown here depend on which agreement that is selected under Agreement type. If different rules have been selected for parts of a period or the entire period, Employee will select the rule that gives the most compensation.In the topic Description of periods when creating new agreements the predefined settings for different periods are described.

  1. If the agreement should handle overtime for part-time employees, specify how many minutes beyond regular working hours additional time should be registered.
  2. Also, specify how many minutes beyond regular working hours overtime should be registered.
  3. Check In money and/or In compensatory time depending on how the employee should be able to take out overtime.
  4. Enter hours and minutes in the field Compensatory time must not be less than and Compensatory time must not exceed.
  5. Check the Manage overtime for part-time employees box if it should be handled in the agreement.
  6. Check the Apply the two-hour rule if it should be handled.

Manage overtime for part-time employees is checked if it is supported by the selected agreement type. Overtime is not automatically managed for part-time employees with irregular working hours.

The two-hour rule means that if an employee with regular working hours works overtime within two hours right before or after their normal working hours, the overtime is calculated as Overtime 1 for a maximum of two hours. After that, the hours worked will become Overtime 2. The same rules apply if the work shift goes past midnight. For employees with irregular working hours, the time is calculated as Overtime 2 straight away.

Example

An employee with regular working hours works normal hours between 8:00-17:00. If the employee works 6:00-19:00, the overtime is calculated in the following way:

Overtime 1: 2 hours (at 6.00 - 8.00)
Overtime 2: 2 hours (at 17.00 - 19.00)

You can adjust the start and end times and which overtime and compensatory time rules that should apply in the Overtime rules list.

If the start time should be around midnight, time is entered in the 00:00 format. If the end time should be around midnight, time is entered in the 24:00 format.

When you create a new agreement or edit an agreement that is not in use, the column Add/remove period is shown.

If you want to create a new period, click on the plus sign on the last row. Another row is then added. Then click on the pencil icon on the new row. Select the tab Create new and enter a date and description for the new period. In the topic Description of periods when creating new agreements you can read more about the different periods.

It's only possible to create own periods for events that occur on the same date every year. For events where the date is not the same each year, predefined periods must be used.

Select the minus sign in the Add/remove period column on the row for the period you want to remove.

If you want to use the settings for a specific period from the list to another period, select the pencil icon next to the period you want to modify In the dialog box that opens, then select the period you want to apply the settings to and choose Save.

In the Description list you can edit and delete periods you have created. The periods that are defined by the program cannot be edited or deleted.

Travel time is registered for business trips outside scheduled working hours. If the business trip is made during scheduled working hours, it is included in working hours and should not be registered as travel time.

When the box is checked, employees can register travel time on the web or in the Spiris Employee app and the registrations are transferred to the payroll program.

To use the function in the app, version 4.1.6 or later (iOS) or 4.1.2 or later (Android) must be installed.

Enter the minimum number of minutes for the time interval that must be met for travel time compensation to be paid. If travel time is registered before and after scheduled working hours, the time periods should be added together.

Example

30 minutes is entered in the field Travel compensation is paid at the time interval.

  • If the employee registers 20 minutes of travel time before scheduled working hours and 20 minutes after scheduled working hours, 30 minutes will be counted as travel time. The remaining 10 minutes are counted as travel time without compensation.

  • If the employee registers 40 minutes of travel time before scheduled working hours and 40 minutes after scheduled working hours, 60 minutes will be counted as travel time. The remaining 20 minutes are counted as travel time without compensation.

Tick this box if you want to pay other compensation for travel time on public holidays.

  1. Select Save.

Field explanations

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.

When you edit an agreement you also find the option to copy the agreement at the bottom of the page.

When you edit an agreement you also find the option to delete the agreement at the bottom of the page. Please note that you cannot delete agreements that are used for an employee or that are part of a submitted or locked period.

Here you can assign an agreement to an employee. Read more in the topic Assign employee to agreement.

Related topics

Agreement

Assign employee to agreement

Description of periods when creating new agreements

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