Visma Lön Smart
Create or edit agreement
All working employees must have an agreement, since the agreement controls the rules regarding how to calculate unsociable hours and overtime. In the video Avtal i Visma Lön Smart we show you how to choose settings for agreements.
An agreement can be edited as long as it is not used by an employee or is within a submitted or locked period. It is only possible to create a new agreement by copying an existing one.
Do the following:
- Select Settings - Payroll settings.
- Select the Agreements tab. If you want to edit an agreement you skip to step 7 in this instruction.
- Select the agreement you want to base your new one on.
- Click Copy agreement at the bottom left.
- Enter Agreement name.
Since an agreement can be used for several employees, it is good if the name of the agreement is a clear description of its set-up.
- Select Save.
- Enable settings under Time rules, Rules for unsociable hours and Overtime rules.
Time rules
The Time rules tab is only visible if Visma Lön Anställd is enabled for the company, as it is only then that you can configure settings for flextime, time balance, and rounded registered time.
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 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 fields Flexitime cannot be less than and Flexitime cannot exceed if the company has rules for it.
Manage time balance
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:
- Select the Time rules tab.
- 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.
Manage rounded registered time
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:
- Select the Time rules tab.
- Check the Manage time balance box if it should be handled in the agreement.
- Enter the number of minutes in the fields Before ordinary working hours and After ordinary working hours.
Example
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.
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.
- Mark Percentage or Price per unit.
- Enter the percentage or amount in SEK for each overtime level for salaried and hourly employees.
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.
Add period
You can add periods in agreements that are not used by any employee.
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.
Here's how to add a new period:
- Click on the plus sign on the last row in the list at the bottom of the page.
- Click in the box under Periods on the new row that has been added to the list.
- Select the Create new tab in the dialog box that opens.
- Enter a name for the period.
- Choose the date for which the rule should apply if the rule occurs on the same date every year.
- Click on Add.
- Mark the period in the list on the Select tab.
The list on the Select tab is presented in alphabetical order, so you may need to use the arrows at the bottom right of the dialog box to find the period.
- Click Save.
- Enter the start and end time for the new period.
- Click Save.
Remove period
You can remove periods in agreements that are not used by any employee. Click on the minus sign at the far right of the row for the period you want to remove.
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.
- Enter how many minutes after ordinary working hours overtime should be registered according to the company's rules in the fields Overtime for part-time employees, Overtime 1, Overtime 2 and Overtime 3.
Example
An employee has a part-time schedule with ordinary working hours 8.00 - 16.00. The part-time schedule is based on a full-time schedule with working hours 8.00-17.00.
In this example, only 30 minutes have been entered in the Overtime 1 field. The fields for Overtime for part-time employees and Overtime 2 are left blank.
If the employee works 8.00 -17:30, the result will be as follows:
| Ordinary working hours | 8.00-16.00 |
| Overtime for part-time employees | 16.00-17.00 |
| Overtime 1 | 17:00 - 17:30 |
- Check In money and/or In compensatory time depending on how the employee should be able to take out overtime.
- Enter the percentage or amount in SEK in the fields for salaried and hourly employees.
- Enter hours and minutes in the fields Comp-time cannot be less than and Comp.time cannot exceed if the company has rules for it.
- 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.
In order for worked hours to be registered as overtime, the part-time employee must first have completed all their full-time working hours. Employees who work part time will receive overtime for part-time employees until the hours worked come up to a full time position. Hours worked beyond those will be registered as overtime.
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.
Add period
You can add periods in agreements that are not used by any employee.
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.
Here's how to add a new period:
- Click on the plus sign on the last row in the list at the bottom of the page.
- Click in the box under Periods on the new row that has been added to the list.
- Select the Create new tab in the dialog box that opens.
- Enter a name for the period.
- Choose the date for which the rule should apply if the rule occurs on the same date every year.
- Click on Add.
- Mark the period in the list on the Select tab.
The list on the Select tab is presented in alphabetical order, so you may need to use the arrows at the bottom right of the dialog box to find the period.
- Click Save.
- Enter the start and end time for the new period.
- Click Save.
Remove period
You can remove periods in agreements that are not used by any employee. Click on the minus sign at the far right of the row for the period you want to remove.
Travel time rules
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.
The Travel time rules tab only appears if Visma Lön Anställd is activated for the company.
If the company does not use Visma Lön Anställd, travel time can be registered via pay codes with the shortcut Travel, food and expenses in the calendar or directly on the pay run.
Regardless of whether the company uses Visma Lön Anställd or not, you must enter the á-price on the pay codes 1186 - Travel time compensation weekdays and 1187 - Travel time compensation weekends under Settings - Payroll settings, the Pay codes tab.
Manage travel time
When the box is checked, employees can register travel time on the web or in the Visma Lön Anställd 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.
Travel compensation is paid at the time interval (min)
Enter the minimum number of minutes for the time interval that must be met for travel time 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.
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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.
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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.
Different travel compensation for holidays
Tick this box if you want to pay other compensation for travel time on public holidays.
Fältförklaringar
Agreement type
You can change the agreement under Lön Smart - Employees on the Employment tab. You can also Assign employee to agreement.
If employees register their own hours, the agreement choice in Visma Lön Smart determines the type of agreement they get in Visma Lön Anställd. Changes made in Visma Lön Smart are transferred to Visma Lön Anställd during the next import.
Copy agreement
When you edit an agreement you also find the option to copy the agreement at the bottom of the page.
Delete
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 employee to an agreement. Read more in the topic Assign employee to agreement.
