Calendar

In the calendar you can register payroll events as you go. When it is time to create a pay run, you can make any adjustments and additions to the employees' payslips.

In order to facilitate the work for you as a payroll administrator, the employees can register their own times, deviations and expenses. You can then import these registrations into the pay run. Read more in the topics Getting started when employees register their own times and deviations and Getting started when the employees register their expenses.

If you use Practice management, the time registrations are imported from there. Read more in the topic Activate integration with Payroll in Practice management.

In the calendar you use different shortcuts to register payroll events. The shortcuts relate to the settings added on the employees.

You can easily access the employee list by clicking the employee number in the list to the left.

Do the following to register payroll events in the calendar:

  1. Select Payroll - Calendar.
  2. Select the employee from the list.
  3. Choose which day or days the registration applies to in the calendar.

For employees with scheduled hours, the time is shown according to the work schedule when you select a day in the calendar. If you want to change the work hours for a specific day, you click on . Read more in the topic Edit scheduled day.

  1. Select shortcut for the registration.
  2. Enter the time for the registration under Time, Hours or Percent, or select Full day if the registration applies to the whole day.

    3. You cannot select Time to enter time for a period. The option is only active when a specific day is chosen in the calendar.

  3. Write a note in the Comment field if you want to add a comment about the time registration. The comment will be visible on the employee's payslip as well as for the payroll administrator.
  4. Select Save.

Shortcuts

The shortcut is used to register holidays for employees with holiday term 10 and 20, and to pay out holiday compensation for seasonal and extra employees with holiday term 30. The options shown in the shortcut depend on the employee's holiday term.

The option Time is used to register absence for a single day. According to the law, holiday is calculated in full days, so you cannot take out holiday for half a day.

The option Hours is used to register leave for the occasional day or period. According to the law, holiday is calculated in full days, so you cannot take out holiday for half a day.

The Percent option is used to register absence for a single day or for a period of scheduled working hours.

Tick the box if you have a shortcut of the same type registered in a previous period that you want your new registration to be linked with, such as sick leave or parental leave. If the shortcut cannot be merged, you will be informed.

Here you can see which pay codes that will be added on the payslips when you create a pay run for the current period. What is shown depends on the settings that are enabled for the employee, for example if it is an administrative or non-administrative worker and if the employee has hourly wages or a monthly salary.

When you want to delete a registration that has been added via a shortcut, you select the registration in the calendar and click the Delete button.

Tick the box if you want to pay holiday allowance for all paid holidays. Applies only to employees with holiday conditions 20/21 - Monthly salary with holiday allowance + variable parts.

Tick the box if you want to pay accumulated variable holiday pay. Variable holiday pay is calculated at the holiday year-end closing. Applies only to employees with holiday conditions 20/21 - Monthly salary with holiday allowance + variable parts.

Tick the box if you want to pay holidays in cash.

Select Holiday compensation, table tax if table taxes should be calculated for the amount. This option can be used if holiday compensation is paid to extra employed employees for each pay run. Applies only to employees with holiday term 30 - Seasonal/Extra employed with holiday pay per day.

Select Holiday compensation, non-recurring tax if non-recurring taxes should be calculated for the amount based on the percentage under Employees and the Taxes tab. According to Skatteverket, non-recurring taxes should be used if the amount is disbursed occasionally at the same time as ordinary pay. Applies only to employees with holiday term 30 - Seasonal/Extra employed with holiday pay per day.

Select up until which period the calculation should be made. Applies only to employees with holiday term 30 - Seasonal/Extra employed with holiday pay per day.

If you have made an error in a previously paid pay run, you can make a correction on the next pay run by clicking Correct registration. The button is only shown for shortcuts that are included in the submitted pay run. A corrected registration is shown with a reversed sigh on the next pay run. Read more in the topic Change an incorrect registration from a previous pay run.

The shortcut is used when an employee is on parental leave or 10 days of leave for the birth of a child.

The Time option is used when registering absence for a single day.

The option Hours is used to register for single day or for a period.

The Percent option is used to register absence for a single day or for a period of scheduled working hours.

Employees with children under the age of eight have the right to take time off from work. Read more about parental leave at forsakringskassan.se (in Swedish).

You will automatically receive suggestions for whether the leave should accrue holiday or not, but the setting can be edited.

If you have selected Leave with temporary parental benefits, you can choose between different types of leave time. If you change the type of leave time, the correct pay code for the leave is automatically selected.

The parent that is not pregnant can receive compensation for 10 days of leave in connection to a child being born or adopted. The Swedish Social Insurance Agency pays the employee a compensation for the first 10 days. Read more about ledighet i samband med barns födelse eller adoption (in Swedish) at forsakringskassan.se.

Tick the box if you have a shortcut of the same type registered in a previous period that you want your new registration to be linked with, such as sick leave or parental leave. If the shortcut cannot be merged, you will be informed.

Here you can see which pay codes that will be added on the payslips when you create a pay run for the current period. What is shown depends on the settings that are enabled for the employee, for example if it is an administrative or non-administrative worker and if the employee has hourly wages or a monthly salary.

When you want to delete a registration that has been added via a shortcut, you select the registration in the calendar and click the Delete button.

If you have made an error in a previously paid pay run, you can make a correction on the next pay run by clicking Correct registration. The button is only shown for shortcuts that are included in the submitted pay run. A corrected registration is shown with a reversed sigh on the next pay run. Read more in the topic Change an incorrect registration from a previous pay run.

The shortcut is used to register absences when an employee has been sick.

The Time option is used when registering absence for a single day.

The option Hours is used to register for single day or for a period.

The Percent option is used to register absence for a single day or for a period of scheduled working hours.

This box can be checked if the employee has applied and been approved for special high-risk protection. Employees with high-risk protection are entitled to sick pay from the first day of the sick pay period. Read more at forsakringskassan.se (in Swedish).

In these cases the box is checked and cannot be unchecked:

  • the employee has had 10 qualifying sick deductions during the past 12 months
  • the employee has started working again after their sick leave and falls ill again within 5 calendar days

Specify the qualifying sick period in number of hours. This field is only shown for hourly employees with a work schedule which does not include average weekly working hours.

The qualifying sick period corresponds to 20 percent of the average weekly working hours. During the qualifying sick period the employee does not receive hourly wages for the corresponding hours.

Tick the box if you have a shortcut of the same type registered in a previous period that you want your new registration to be linked with, such as sick leave or parental leave. If the shortcut cannot be merged, you will be informed.

Here you can see which pay codes that will be added on the payslips when you create a pay run for the current period. What is shown depends on the settings that are enabled for the employee, for example if it is an administrative or non-administrative worker and if the employee has hourly wages or a monthly salary.

When you want to delete a registration that has been added via a shortcut, you select the registration in the calendar and click the Delete button.

If you have made an error in a previously paid pay run, you can make a correction on the next pay run by clicking Correct registration. The button is only shown for shortcuts that are included in the submitted pay run. A corrected registration is shown with a reversed sigh on the next pay run. Read more in the topic Change an incorrect registration from a previous pay run.

The shortcut is used to register absences when an employee is caring for a sick child.

The Time option is used when registering absence for a single day.

The option Hours is used to register for single day or for a period.

The Percent option is used to register absence for a single day or for a period of scheduled working hours.

Tick the box if you have a shortcut of the same type registered in a previous period that you want your new registration to be linked with, such as sick leave or parental leave. If the shortcut cannot be merged, you will be informed.

Here you can see which pay codes that will be added on the payslips when you create a pay run for the current period. What is shown depends on the settings that are enabled for the employee, for example if it is an administrative or non-administrative worker and if the employee has hourly wages or a monthly salary.

When you want to delete a registration that has been added via a shortcut, you select the registration in the calendar and click the Delete button.

If you have made an error in a previously paid pay run, you can make a correction on the next pay run by clicking Correct registration. The button is only shown for shortcuts that are included in the submitted pay run. A corrected registration is shown with a reversed sigh on the next pay run. Read more in the topic Change an incorrect registration from a previous pay run.

The shortcut is used when an employee is absent due to leave of absence or other unspecified absence. You can specify whether the leave counts towards holiday accuring or not.

The Time option is used when registering absence for a single day.

The option Hours is used to register for single day or for a period.

The Percent option is used to register absence for a single day or for a period of scheduled working hours.

You will automatically receive suggestions for whether the leave should accrue holiday or not, but the setting can be edited.

Tick the box if you have a shortcut of the same type registered in a previous period that you want your new registration to be linked with, such as sick leave or parental leave. If the shortcut cannot be merged, you will be informed.

Here you can see which pay codes that will be added on the payslips when you create a pay run for the current period. What is shown depends on the settings that are enabled for the employee, for example if it is an administrative or non-administrative worker and if the employee has hourly wages or a monthly salary.

When you want to delete a registration that has been added via a shortcut, you select the registration in the calendar and click the Delete button.

If you have made an error in a previously paid pay run, you can make a correction on the next pay run by clicking Correct registration. The button is only shown for shortcuts that are included in the submitted pay run. A corrected registration is shown with a reversed sigh on the next pay run. Read more in the topic Change an incorrect registration from a previous pay run.

Employees with non scheduled working hours can register the worked hours by entering start and end times on the Time tab. If the employee's agreement manages unsociable hours it will be calculated automatically.

Under the tab Hours worked hours for hourly employees and unsociable hours for both hourly employees and salaried employees are managed.

Employees with non scheduled working hours can manually register worked hours and unsociable hours. If hours worked are registered by amount of hours you have to manually add any unsociable hours if applicable.

For employees with scheduled working hours, use the Hours tab to edit unsociable hours automatically included in the payslip.

If the employee is using Employee then both worked hours and unsociable hours will be shown on the tab Hours when the registrations are retrieved. You can adjust the registrations.

When you register a break, it will automatically be added to the middle of the work shift.

Here you can see which pay codes that will be added on the payslips when you create a pay run for the current period. What is shown depends on the settings that are enabled for the employee, for example if it is an administrative or non-administrative worker and if the employee has hourly wages or a monthly salary.

Hours worked that are registered with the shortcut Hours worked are not shown under Pay codes which will be generated on the payslip but are added with the pay code 1106 - Hourly wages or 1101 - Monthly salary on the payslip.

When you want to delete a registration that has been added via a shortcut, you select the registration in the calendar and click the Delete button.

If you have made an error in a previously paid pay run, you can make a correction on the next pay run by clicking Correct registration. The button is only shown for shortcuts that are included in the submitted pay run. A corrected registration is shown with a reversed sigh on the next pay run. Read more in the topic Change an incorrect registration from a previous pay run.

When you correct a registration with the shortcut Hours worked then only unsociable hours are adjusted. Hours worked must be manually corrected on the pay code 1106 - Hourly wages or 1101 - Monthly salary on the upcoming payslip.

The shortcut is used to register working hours that exceed regular working hours. Overtime can be saved as comp or paid out in money.

The Time option is used when registering absence for a single day.

The option Hours is used to register for single day or for a period.

The Percent option is used to register absence for a single day or for a period of scheduled working hours.

This is only shown when Time is selected.

Here you enter the number of overtime hours required for the minimum overtime compensation. This field is only shown when Hours is selected.

Here you enter the number of overtime hours required for the overtime compensation level which lies above Overtime 1. This field is only shown when Hours is selected.

Here you enter the number of overtime hours required for the maximum overtime compensation. This field is only shown when Hours is selected.

Here you can see which pay codes that will be added on the payslips when you create a pay run for the current period. What is shown depends on the settings that are enabled for the employee, for example if it is an administrative or non-administrative worker and if the employee has hourly wages or a monthly salary.

When you want to delete a registration that has been added via a shortcut, you select the registration in the calendar and click the Delete button.

If you have made an error in a previously paid pay run, you can make a correction on the next pay run by clicking Correct registration. The button is only shown for shortcuts that are included in the submitted pay run. A corrected registration is shown with a reversed sigh on the next pay run. Read more in the topic Change an incorrect registration from a previous pay run.

The shortcut is used to take out accrued comp time or allocations made to the reduction in working hours or working time account. The accrued time can be taken out as money or as time off.

The Time option is used when registering absence for a single day.

The option Hours is used to register for single day or for a period.

The Percent option is used to register absence for a single day or for a period of scheduled working hours.

Here you see the regular working hours according to the work schedule.

Here you select whether to make a withdrawal from the time bank for compensatory time or reduction in working hours/working time account.

Select in money and enter the number of hours that the employee wants to take out in money instead of leave. The time bank balance will decrease by the corresponding number of hours.

Select as time off and enter the number of hours to be withdrawn from the time bank. The time bank balance will decrease by the corresponding number of hours.

Enter the number of hours and minutes to be taken as time off or converted into money to be paid out.

This shows the number of hours withdrawn from the time bank for this entry.

This shows the total number of hours remaining in the time bank after this entry.

Here you can see which pay codes that will be added on the payslips when you create a pay run for the current period. What is shown depends on the settings that are enabled for the employee, for example if it is an administrative or non-administrative worker and if the employee has hourly wages or a monthly salary.

When you want to delete a registration that has been added via a shortcut, you select the registration in the calendar and click the Delete button.

If you have made an error in a previously paid pay run, you can make a correction on the next pay run by clicking Correct registration. The button is only shown for shortcuts that are included in the submitted pay run. A corrected registration is shown with a reversed sigh on the next pay run. Read more in the topic Change an incorrect registration from a previous pay run.

The shortcut is used to register reimbursement of expenses, mileage compensation, travel time compensation, per diems, food deductions, food allowance, and expenses.

Settings - Payroll settings The Of which VAT column is then shown under each respective expense in the shortcut Travel, food and expenses. Input VAT is posted to the account 2641 - Ingående moms via the pay code 1235 - Input VAT.

When you select Reimbursement of expenses the pay codes which are used to register the payment of reimbursement of expenses are shown. When you enter an amount for the reimbursement of expenses, the pay code and amount are added under Pay codes which will be generated on the payslip.

When you select Mileage and travel time compensation the pay codes which are used to register the payment of mileage and travel expenses are shown. When you enter the number of kilometres or hours, the pay code and amount are added under Pay codes which will be generated on the payslip.

When you select Per diem the pay codes which are used to register the payment of per diem are shown. When you enter the number the unit price and amount are added automatically. The information will also be added under Pay codes which will be generated on the payslip. In the section What types of per diems are available in Payroll?, you can read about the different types of per diems.

When you select Food deduction/allowance the pay codes which are used to register the payment of food deduction/allowance are shown. When you enter the number the unit price and amount are added automatically. The information will also be added under Pay codes which will be generated on the payslip.

Here you can see which pay codes that will be added on the payslips when you create a pay run for the current period. What is shown depends on the settings that are enabled for the employee, for example if it is an administrative or non-administrative worker and if the employee has hourly wages or a monthly salary.

When you want to delete a registration that has been added via a shortcut, you select the registration in the calendar and click the Delete button.

If you have made an error in a previously paid pay run, you can make a correction on the next pay run by clicking Correct registration. The button is only shown for shortcuts that are included in the submitted pay run. A corrected registration is shown with a reversed sigh on the next pay run. Read more in the topic Change an incorrect registration from a previous pay run.

The shortcut is used to register different types of allowances, deductions and benefits.

Here you can filter what to show in the list under Pay code based on category. You then select the current pay code and enter the quantity and unit price.

When you want to delete a registration that has been added via a shortcut, you select the registration in the calendar and click the Delete button.

Here you can see which pay codes that will be added on the payslips when you create a pay run for the current period. What is shown depends on the settings that are enabled for the employee, for example if it is an administrative or non-administrative worker and if the employee has hourly wages or a monthly salary.

Related topics

Register and complete payroll events on payslips

Edit scheduled day

Change an incorrect registration from a previous pay run

Activate collaboration in Payroll from Practice management

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