Visma Lön Smart
Create or edit work schedule
It is important that all employees with the employee type Complete have a correct work schedule, as it is used, among other things, to calculate employment rate, hours worked per month, hours worked per year. You should therefore create work schedules for all types of working hours in your company in order to assign them to the employees. In the movie Schemahantering i Visma Lön Smart (in Swedish), you will get information about how to work with work schedules.
Do the following to create or edit a work schedule:
- Select Settings - Payroll settings and the Work schedules tab.
- Select the work schedule if you want to edit it, or select Create new if you want to create a new work schedule.
Most of the work schedule details cannot be edited if the work schedule is used in a submitted or locked period, but there are exceptions. Details that can be edited are the work schedule description, whether the schedule should be active or not, as well as the rules regarding unpaid breaks.
- Fill in or change the Work schedule name.
Since a work schedule can be used for several employees, it is useful if the work schedule name outlines the details, for example Full time 8-17 with unpaid breaks.
- Select Work schedule type.
- Mark whether the employee works full-time or part-time.
Remember that you always need to set up a full-time schedule, even if you are only going to work with part-time schedules. This is important because the full-time schedule is used to calculate employment rate, overtime for part-time employees, overtime, seasonal working hours, schedule during holidays, and more.
Scheduled working hours
The work schedule with the setting Scheduled working hours is used for employees who have regular working hours which follow a fixed work schedule. This type of work schedule may be rolling for up to twelve weeks and have different hours for different weeks.
- Select a full-time schedule under Based on full-time schedule if the schedule is a part-time schedule.
All part-time schedules should be based on a full-time schedule. This is important because the full-time schedule is used to calculate employment rate, overtime for part-time employees, overtime, seasonal working hours, schedule during holidays, and more.
- Choose whether the work schedule should manage unpaid breaks.
- Choose a holiday schedule if applicable.
- Click on the text Manage seasonal working hours if the working hours differ from the normal hours during part of the year, for example, if the company's regular hours are 8:00-17:00 but change to 8:00-16:00 during the summer.
- Select the start and end dates for the deviating working hours on the line for Deviating period 1.
- Enter the working hours for the regular period and the deviating period if the company operates with seasonal working hours.
- Click in the Lunch column and make settings for the time rules that apply when the employee takes a break.
- Configure Break 1 and Break 2 if unpaid breaks should be managed.
Normal time is the number of minutes that will automatically be deducted if the employee does not clock out and in during the break (for example, 60 minutes for lunch break).
Min. time is the minimum number of minutes that the employee must take for a break (for example, 30 minutes). If the employee clocks out for lunch and then clocks in after 20 minutes, 30 minutes will still be deducted.
If 30 minutes are to be deducted for the break, the employee needs to both clock out and clock in. If the employee has flex time, there will be a 30-minute addition to the flex time.
- If Manage seasonal working hours is selected, enter the Average working hours per day, full year in hours and minutes.
When a row is active, icons for copying, pasting and emptying rows are visible in the Actions column. If the working hours and rules for lunch breaks and unpaid breaks should be the same for several days, you enter the information for one day, select the Copy icon, choose the next day and select Paste.
If the working hours differ from week to week you can add as many weeks as needed using the Add week button. A work schedule can manage up to twelve weeks. When you assign work schedules to employees, you enter which week the schedule should apply from.
Under Time summary, you will see different summaries depending on the type of work schedule, number of weeks and seasonal working hours. Read more under the information symbol and the topic Time summary.
- Click Save .
Irregular working hours
- Enter the average number of work days per week that a full-time employment normally comprises under Time summary. The fields are not mandatory.
For work schedules with irregular working hours you do not register any exact working hours on a daily basis, but rather a weekly average. This information is entered under the Average weekly working hours field. The information is used to calculate the average employment rate, which is used in certain calculations on pay codes in Visma Lön.
Read more under the information symbol and the topic Time summary.
- Click Save.
If the work schedule relates to a part-time employment, Average employment rate is shown at the bottom of the page.
When you edit a work schedule you find the options to copy and delete the work schedule at the bottom of the page. Please note that you can't delete work schedules that are linked to an employee.
There is also an option for assigning a work schedule to an employee. Read more in the topic Assign employee to work schedule.
Related topics
Searchword: break regulations, break rules
