Payroll
Employees, the Basic information tab
Under Payroll - Employees, you manage the company's employee list.On the tab Basic information, you enter the employee’s basic information.
Employee type
Complete
Complete can be used to manage employees with work schedules, agreements and holidays. Most calculations are done automatically.
It is not possible to change to the employment type Simplified when the employment type Complete has been selected.
Simplified
Simplified can be used for non-permanent employees, seasonal employees or when paying remuneration to someone who is not an employee of the company (for example, a member of the board). When this employee type is selected, you only need to enter the basic information, necessary to create a payslip. The employment type has no connection to the work schedule, agreement or administration of holiday, and all calculations as well as reporting of absence and other deviations must be done manually.
The employee type Simplified can only be selected when adding new employees to the employee list. Once you've selected Simplified, you can later switch to Complete, but once you've switched to Complete, you can't switch back to Simplified. If you want to see how to do it inside the program, click on Guida mig in the program's menu bar and select the guide Byt från Förenklad till Komplett anställningstyp. Read more about how to change the employment type in the topic Select or switch employee type.
Employee number
Employee number 001 will be suggested when you register your first employee in a new company, but you can change the suggested number. When you add more employees, the employee number will increase from the number series you selected. The field is alphanumerical, which means that you can use both numbers and letters.
You can change the employee number even after you have started registering payslips for the employee.
Personal identity number
If the employee has a personal identity number, it should always be entered in the Personal identity number field. If the employee does not have a personal identity number, you can instead enter their coordination number
When a personal identity number is entered for an employee, the employee's information at Skatteverket is retrieved and automatically applied on the Taxes tab.
Coordination number
If the employee does not have a personal identity number, but instead have a coordination number, it should be entered here. The coordination number is for example used by persons who are allowed to work in Sweden, but that do not have a residence permit. Read more about the coordination number at skatteverket.se (in Swedish).
Time of birth
If the employee neither has a personal identity number nor a coordination number, the time of birth should be entered instead. The time of birth starts with the person's date of birth, just like the personal identity number, and ends with three digits of your choice (YYMMDD-XXX). For example, a person born on the 4th of June 1969 who is missing a personal identity number, could have a time of birth such as 690604-001.
If the time of birth is entered in the Personal identity number field, the Address
Employees without a Swedish personal identity number cannot use Kivra via Payslip. If you add any other information than a Swedish personal identity number, it will therefore not be possible to save the information when the option Send payslip: with Payslip/Kivra is selected on the Pay tab.
First name
If the employee is connected to any of Spiris solutions, you can't change the name in Payroll. The change must be made by logging in to spiris.se.
For security reasons, only the employee can edit their name details. Read more in the topic How do I change name or email for employees in Employee/Payslip/Travel & Expenses?
Last name
If the employee is connected to any of Spiris solutions, you can't change the name in Payroll. The change must be made by logging in to spiris.se.
For security reasons, only the employee can edit their name details. Read more in the topic How do I change name or email for employees in Employee/Payslip/Travel & Expenses?
Address
Enter post office box or street address in the field. This field is mandatory if any other information than personal identity number or coordination number has been entered in the Personal identity number field.
If you have long addresses, such as a c/o address, you can use the upper field for the c/o address and the bottom field for the street address.
Country code
The country code only needs to be selected for employees who have a coordination number and should be included in the reporting to Fora. The country code must be linked to the address entered on the Basic information tab.
Email address
The email entered here will be the employee's username when logging into
If the employee already has login details for Spiris at , you should enter the email used there.
If you need to change the email address for an employee who already has a login to Spiris, please change it there. Read more in the topic Byt e-postadress (in Swedish).
Notes
Here you can enter any notes that concern the employee, for example the contact details of next of kin.
Actions
Copy
To make it easier when adding employees to the employee list, you can copy an employee's details. A new employee is then created and all you need to do is to add any information that is specific to the employee you are adding.
Delete
You can delete an employee's details as long as no payslip has been created for the employee.
If you have employees that you cannot delete, but for which you no longer need to store personal data, you can delete the data.Read more in the topic What information should I delete when an employee quits?
Go to the calendar
Via the Go to the calendar button, you can easily view the employee's calendar.
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