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 your work as a payroll administrator, employees can register their times and deviations in Visma Lön Anställd. You can then import these registrations into the pay run in Visma Lön Smart. 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 work at an agency and use Visma Advisor, you can easily import the time registrations from there. Läs mer i avsnittet i avsnittet Activate integration with Visma Lön Smart in the Visma Advisor help texts.

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 Lön Smart - 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.

The information shown under the Holiday shortcut depends on what holiday term that has been selected for the employee.

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.

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.

This option is only shown for employees with holiday term 30 - Seasonal/Extra employed with holiday pay per day. Only check this box if holiday compensation should be paid for seasonal/extra employees. If there are ongoing pay runs you can choose which pay run the holiday compensation should be registered for.

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.

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.

Select up until which period the calculation should be made.

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

The option Hours is used to register leave for the occasional day or 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.

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

The option Hours is used to register leave for the occasional day or 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.

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

The option Hours is used to register leave for the occasional day or period.

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

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

The option Hours is used to register leave for the occasional day or 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.

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.

For employees with non scheduled working hours the shortcut should be used for registering the hours worked either by entering the exact time or 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, the shortcut is only used to override the automatically calculated unsociable hours generated on the payslip based on the schedule and settings in the employee's agreement. This registration is made on the Hours tab.

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, the tab Hours is used to override the scheduled time or unsociable hours that have been generated automatically on the payslip.

If the employee is using Visma Lön Anställd then both worked hours and unsociable hours will be shown on the tab Hours when the registrations are retrieved from the service. You can adjust the registrations in Visma Lön Smart.

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

The option Hours is used to register leave for the occasional day or 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 Time option is used when registering absence for a single day.

The option Hours is used to register leave for the occasional day or 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.

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 in comp. time and enter the number of hours that the employee took time off for. The time bank balance will decrease by the corresponding number of hours.

Number of hours registered via the shortcut.

The total number of hours after registering hours via the shortcut.

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.

Check Specify input VAT for expenses under Settings - Payroll settings and the Accounting tab if input VAT should be specified. 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 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.

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.

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.

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.

 

Related topics

Register and complete payroll events on payslips

Edit scheduled day

Change an incorrect registration from a previous pay run

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