Visma Lön Anställd
Create or edit agreement
This topic only applies to payroll administrators.
If you work in Visma Lön Smart you choose all the agreement settings there. In Visma Lön Anställd you can only see which settings that are used. Read more in the topic Payroll settings in the Visma Lön Smart help texts.
If you work in Visma Lön 300/600 you can enable settings for the agreement rules in Visma Lön Anställd. Certain information is however retrieved from the payroll program. Read more in the topic Edit employee details.
All working employees must have an agreement, since the agreement controls , among other things, the rules regarding how to calculate unsociable hours and overtime.
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.
- Select Agreements.
- Select the current agreement if you want to edit the agreement or choose Create new if you want to create a new agreement.
- Fill in or change the Description.
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".
- Choose or edit settings under Agreement type.
The agreement type Ej specificerat in Visma Lön 300/600 corresponds to the agreement types Adminstrative worker and Hotell och Restaurang in Visma Lön Anställd.
- Enable settings under Time rules, Rules for unsociable hours and Overtime rules.
Time rules
You only do settings for time rules in Visma Lön Anställd if you are working in Visma Lön 300 or 600. If you work in Visma Lön Smart, you adjust the settings on the Time rules tab when creating or editing agreements in the payroll program. Read more in the topic Create or edit agreement in the Visma Lön Smart help texts.
The options Manage flextime and Manage time balance cannot be active at the same time.
Manage flexitime
Flexitime gives employees the possibility to vary their working hours. The day's balance is accumulated and saved as flexitime balance. The flextime balance is not displayed in Visma Lön Smart or Visma Lön 300/600 but in the calendar in Visma Lön Anställd.
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:
- Select the Time rules tab.
- Check the Manage flextime box if it should be handled in the agreement.
- Enter hours and minutes in the field Flexitime must not be less than.
- Enter hours and minutes in the field Flexitime must not exceed.
Flexitime outside of the limits is shown in red in the calendar.
Unsociable hours rules
Do the following if the agreement should manage unsociable hours rules:
- Select the Unsociable hours rules tab.
- 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, Visma Lön Anställd 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.
Add/remove period
When you create a new agreement or edit an agreement that is not in use, the column Add/remove period is shown.
Add period
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.
Remove period
Select the minus sign in the Add/remove period column on the row for the period you want to remove.
Use settings from one period for another period
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.
Overtime rules
Do the following if the agreement should manage overtime:
- Select the Overtime rules tab.
- 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, Visma Lön Anställd 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.
- If the agreement should manage overtime for part-time employees, specify the number of minutes after regular working hours that overtime should be registered in the Manage overtime for part-time employees field.
- Specify the number of minutes after regular working hours that overtime should be recorded in Overtime 1 and Overtime 2 fields.
- Check In money and/or In compensatory time depending on how the employee should be able to take out overtime.
- Enter hours and minutes in the field Compensatory time must not be less than and Compensatory time must not exceed.
- Check the Manage overtime for part-time employees box if it should be handled in the agreement.
- Check the Apply the two-hour rule if it should be handled.
Manage overtime for part-time employees
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.
Use the two-hour rule
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) |
Overtime rules
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.
Add/remove period
When you create a new agreement or edit an agreement that is not in use, the column Add/remove period is shown.
Add period
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.
Remove period
Select the minus sign in the Add/remove period column on the row for the period you want to remove.
Use settings from one period for another period
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.
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Select Save.
Field explanations
Agreement type
The agreement type Ej specificerat in Visma Lön 300/600 corresponds to the agreement types Adminstrative worker and Hotell och Restaurang in Visma Lön Anställd. If you use Visma Lön 300, there are only links to these agreement types.
Copy agreement
When you edit an agreement you also find the option to copy the agreement at the bottom of the page.
Delete agreement
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.
Assign employee to agreement
Here you can assign an agreement to an employee. Read more in the topic Assign employee to agreement.
