Add or edit employee information

It is only mandatory to fill in fields with an asterisk for your payroll process to work smoothly, but it is good to have as much information as possible added in your employee list since you will then have everything gathered in the same place.

If information is missing from a mandatory field, a notification icon with a number indicating how many fields that need to be completed will appear on each tab.

Before all mandatory data is entered, the employee is added as a draft and appears in italics in the list of employees. The employee is considered active only when all mandatory fields are filled in.

Here we describe how you add a new employee. You can also watch the movie Register employee (in Swedish) (in Swedish). If you want us to show you how it is done in the program, click Guide me. The guide is only available when this help topic is opened inside the program.

  1. Select Lön Smart.
  2. Select the Employment tab.
  3. Select New employee if you want to add an employee or select an employee, whose information you want to edit, from the list.

If you add a new employee, you can choose between the employment types Complete or Simplified. For employees with the employment type Simplified, you only need to enter the basic information that is required to create a payslip when you add the employee in the employee list.

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.

In the employee list, you can click the icon on the far right to copy an employee's details. If you have selected an employee in the list, you can click the Actions button and select Copy.

Read more about which information that is copied in the topic What information is filled in automatically if I copy an employee?

  1. Fill the employee information on each tab.

If information is missing from a mandatory field, a notification icon with a number indicating how many fields that need to be completed will appear on each tab.

  1. Select Save.

The employee type Complete can be used to manage employees with work schedules, agreements and holidays. Most calculations are then done automatically by the program.

It is not possible to change to the employment type Simplified when the employment type Complete has been selected.

The employee type 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. Read more about how to change the employment type in the topic Select or switch employee type.

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.

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 or their date of birth followed by an individual 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.

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).

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 and Postcode must also be filled in.

Employees without a Swedish personal identity number cannot use Min Lön/Kivra. 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 Visma Min Lön/Kivra is selected on the Pay tab.

If the employee is connected to any of Visma's digital services, it is not possible to change the name in Visma Lön Smart. Instead, the change must be made in Mina tjänster on vismaspcs.se.

For security reasons, only the employee can edit their name details on Mina tjänster. Read more in the topic How do I change name or email for employees in Visma Lön Anställd/Visma Min Lön/Visma Utlägg?

If the employee is connected to any of Visma's digital services, it is not possible to change the name in Visma Lön Smart. Instead, the change must be made in Mina tjänster on vismaspcs.se.

For security reasons, only the employee can edit their name details on Mina tjänster. Read more in the topic How do I change name or email for employees in Visma Lön Anställd/Visma Min Lön/Visma Utlägg?

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.

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.

The email entered here will be the employee's username when logging into Visma Lön Anställd, Visma Min Lön/Kivra or Visma Utlägg via Mina tjänster at vismaspcs.se.

If the employee already has login details for Mina tjänster at vismaspcs.se, you should enter the email used there.

If the employee has login details for Mina tjänster, you cannot change the email in Visma Lön Smart. This must instead be done at vismaspcs.se. Read more in the topic Byta e-postadress (in Swedish) in the Mina tjänster help texts.

Here you can enter any notes that concern the employee, for example the contact details of next of kin.

Some of the fields that are described here will not be shown if the employee type Simplified has been selected.

The employment start date is important for the calculation of holiday at the end of the holiday year and for the calculation of earned days on the holiday pay liability list.

The information added under Notice period only serves as information and does not affect anything in the program.

Enter the date for the employee's final day of employment. In order for the program to calculate the correct final pay, it is important to enter the right date here.

When you have entered a date in the field, a final pay will be automatically paid out. In most cases, the payment is included in the payslip in the ordinary pay run of the month following the employee's departure, allowing for adjustments and payment of any deviations or events related to the final pay. However, if a specific date is selected for the deviation period in the Settings - Payroll settings, Pay and payments tab, it is possible that the final pay will be paid out in the same month the employee leaves the company,

You cannot automatically pay out the final pay by making an extra payment; it can only be done in an ordinary pay run. If you want to pay out the final pay through an extra payment, you need to manually select the shortcut Final pay on the employee's payslip after you have created the pay run.

If the employee receives a monthly salary and the final work day falls in the middle of a month, the program will calculate a daily pay instead of a monthly on the pay run for the last month of employment.

Here you can select the reason for departure. If none of the options match, you can select Other reason. In the field that appears you can enter a more specific reason. The field is displayed when an end of employment date has been entered under Employment end date,

This box should not be ticked until you have made the final payment for the employee. In the topic Checklist for when an employee leaves the company (employee type Complete), you can read about how to pay the final pay.

Here you can enter which job position the employee has within the company.

You can choose the workforce category Administrative worker or Non-administrative worker.

Here you choose the employee's employment type. You cannot add your own employment types, instead you choose from the ones predefined in the list. The employment type does not affect your payroll work. It only serves as information about what type of employment that is specified in the employee's contract.

Since 1 October 2022, general fixed-term employment can no longer be offered to a new employee. This employment type has been replaced by special fixed-term employment.

A special fixed-term employment is a temporary employment that can usually last a maximum of 12 months, but there are some exceptions. Read more in LAS 1982:80 5a§ (in Swedish).

Probationary employment means that a new employee and the employer have a trial period to see if the employee is suitable for the job. If the employee does not resign or is not dismissed, the probationary employment automatically turns into a permanent employment after six months.

Seasonal work is temporary employment for jobs that can only be done for a certain part of the year. The employment ends when the season ends.

Permanent employment is the most common form of employment. This means that the employment continues until the employee decides to leave, is dismissed or retires.

A contractor is not an employee of the company, but an entrepreneur or freelancer who performs tasks for the company.

A substitution is a fixed-term employment that involves an employee substituting for someone who, for example, is on parental leave, is on sick leave, or on some other temporary assignment.

A fixed-term employment is converted to a permanent employment after 12 months within a five-year period. Additionally, an employee who has worked at least nine months within a three-year period also gets priority.

The agreement period is retrieved from the settings that have been selected under Payroll settings and the Pay and payments tab, and is used to calculate the hourly wages for employees with a fixed monthly salary, e.g. to calculate the hourly compensation for overtime work and hourly deductions during leave.

Select Own settings and enter the number of hours if the employee should have another agreement period than the one used for other employees. This could for example be useful if administrative and non-administrative workers have different agreement periods.

The agreement period is determined by the collective agreement and is the same each month, regardless of how many days the period consists of. The agreement period varies, depending on the agreement, from just over 150 hours to a maximum of 175 hours. If your company does not have a collective agreement, we recommend that you select 175 hours.

Select next to Agreement to see which agreement that is assigned to the employee.

If you want to change agreement, you can either do this by selecting Add new agreement or by selecting the Agreements tab under Payroll settings. The latter is good if you want to change or add agreements for several persons at the same time. Read more in the topic Assign employee to agreement.

Here you can also see when a change of agreement has been made for the employee. When a row is active you will see icons for editing and removing a change of agreement in the Actions column.

Select Non-regulated working hours if it applies. Read more about non-regulated working hours in the topic What does non-regulated working hours mean?

You can reach the company settings for agreements by selecting Go to agreement settings. Read more in the topic Create or edit agreement.

Select next to Work schedule to see which work schedule that is assigned to the employee.

If you want to change work schedule, you can either do this by selecting Add new work schedule or by selecting the Work schedules tab under Payroll settings. The latter is good if you want to change or add work schedules for several persons at the same time. Read more in the topic Assign employee to work schedule.

Here you can also see when a change of work schedule has been made for the employee. When a row is active, an icon to delete a change of work schedule is shown in the Actions column.

You can reach the company settings for work schedules by selecting Go to work schedule settings. Read more in the topic Create or edit work schedule.

Check the box if the employee should use Visma Lön Anställd. The service must first be activated for the company under Payroll settings and the Pay and payments tab.

When Visma Lön Anställd is activated, the program suggests a start date for when the employee should be able to start registering their times in the service. The date can be edited.

Please note that the employee will get access to the service the moment Uses Visma Lön Anställd as of is selected, regardless of which date you select, but the employee cannot enter any registrations until the selected date. This means that if, as an example, a date two months forward in time is selected, the employee will get access as soon as the box is ticked but the registrations cannot be added until two months later.

Check the box if the employee should register their expenses in Visma Utlägg.

The service must first be activated for the company under Payroll settings and the Pay and payments tab. Read more in the topic Getting started when the employees register their expenses.

The agreement factor is 12 by default, but if your agreement uses another agreement factor you can change this for the employee by selecting Own settings and entering another agreement factor, e.g. 12.2.

If all the employees in the company use the same agreement factor, you can enter the setting under Payroll settings and the Pay and payments tab.

The agreement factor is the description we in Visma Lön Smart use for the value that is used to calculate qualifying sick deduction, sick pay and sick leave deduction for salaried employee.

The agreement factor is thus not used in collective agreements, only in Visma Lön Smart. In order to find out which factor your collective agreement uses to calculate, you need to check which calculation formulas that are used for sick pay, sick deduction and qualifying sick deduction.

The calculation formula for sick pay looks like this:

0.8 * (((monthly salary after salary exchange + variable pay average month) * agreement factor) / (52 * weekly working hours))

If variable parts should be included when calculating sick pay and qualifying sick deduction, you add an average value per month corresponding to the variable parts here.

Please note that the amount will not be included in the calculation for employees with a schedule where average weekly working hours are not specified.

On the Pay tab, you prepare your pay run work by entering values for the pay variables. Here you also make changes when employees are given a new salary or wages or other permanent changes which affect the monthly pay run. Read more about changing salaries and wages in the topic Change an employee's pay.

Some of the fields that are described here will not be shown if the employee type Simplified has been selected.

If an employee has a fixed monthly salary you select Monthly salary and if an employee is paid per hour worked, you select Hourly wages. What you select has nothing to do with when or how often the salary or wages are paid, or how much the employee works.

This field is only shown when Monthly salary has been selected next to Pay type. The value is used in pay codes, i.e. to calculate amounts and unit prices when you work with pay runs to calculate accrued holiday.

For an employee who works full time and has a fixed monthly salary, you enter the full-time salary amount. If the employee works part time you should enter the salary that the employee would have if working full time. Visma Lön Smart will then calculate the part-time salary based on the current employment rate for the work schedule. For employees with the employment type Simplified, the part-time salary is instead calculated based on the current employment rate for the pay row.

In such cases where the employee does not have a monthly salary, and instead receive an amount such as a remuneration or commission, you then add 0 SEK in the Full-time pay field and enter the employment rate. You then delete the pay code. 1101 - Monthly salary under Recurring items on every payslip. If you want the remuneration/commission to be disbursed each month, you add the pay code for 1171 - Remuneration/1185 - Commission under Recurring items on every payslip.

Select the pen icon to change salary or wages and view an employee's pay history. Read more in the topic Change an employee's pay.

This field is only shown when Monthly salary has been selected next to Pay type. Here you will see the employee's monthly salary, calculated based on the current employment rate according to the work schedule.

Calculation formula: monthly salary * employment rate according to work schedule = calculated monthly salary

The monthly salary automatically uses the pay code 1101 - Monthly salary when you create a new pay run and is used for the calculation of leave, overtime, holiday, etc.

This field is only shown when Monthly salary has been selected next to Pay type. The program calculates the hourly wages by dividing the monthly salary with the company's agreement period. The employee's employment rate is also considered. An employee without a schedule does not have an employment rate, and therefore the hourly wages cannot be calculated.

(monthly salary / agreement period) * (100 / current employment rate)

This field is only shown when Hourly wages has been selected next to Pay type. Enter the price per hour for employees who receive wages per worked hour. The value is used in pay codes to calculate amounts and hourly rates in the pay runs.

In such cases where the employee does not have hourly wages, and instead receive an amount such as a remuneration or commission, you add 0 SEK in the Hourly wages field. You can then delete the pay code 1106 - Hourly wages on the payslip. If you want the remuneration/commission to be disbursed each month, you add the pay code for 1171 - Remuneration/1185 - Commission under Recurring items on every payslip.

This field is only shown when Hourly wages has been selected next to Pay type. In this field, 80 percent of the value entered under Hourly wages is automatically added according to the general rules that apply for sick pay. The value can be changed.

This field is only shown when Hourly wages has been selected next to Pay type. Enter the compensation per hour for weekend pay if the company follows an agreement which pays a weekend pay to hourly employees when bank holidays fall on a week day. When registering weekend pay, you use pay code 1110 - Weekend pay, hourly employees.

The employment rate is retrieved from the work schedule. When an employee changes work schedule, you must enter the date the change took place in order for the calculation of the average employment rate to be correct.

If an employee works 20 hours for a company where the working hours for a full-time position is 40 hours, the employment rate will be 50 percent.

Salary exchange plays a part in how additional pay, pay deductions, holiday, etc. should be calculated for employees with a gross salary deduction on their monthly salary. A common example of a gross salary deduction is the money deducted for pension. The deduction is made from the salary before taxes have been withheld, i.e. on the gross salary.Read more about salary exchange in the topic What is salary exchange?

Check the Salary exchange box and follow the instructions in the topic Salary exchange for employees to activate salary exchange.

You can easily retrieve the benefit value for employees' company cars directly from Skatteverket. Read more in the topic Retrieve car benefit value from Skatteverket.

Employers can request an adjustment of the car benefit value for the calculation of employer's contribution, tax deduction and VAT for cars that are mainly used for work, and which may be limited from private use (for example taxis, light trucks and service vehicles). If the company has requested and received an adjustment of the benefit value, you enter the total amount for the entire tax year here. The request for an adjustment of the car benefit value is done at Skatteverket and must be done each year. Read more and submit your request at skatteverket.se (in Swedish).

Select the payment method Bank or Cash.

Manually via bank can, for example, be used for employees who do not have a Swedish bank account number.

The default suggestion for new employees is the payment method you have entered for the company under Payroll settings and the Pay and payments tab.

Enter the clearing number linked to the employee's bank account. This information is important for the money to end up in the correct account and on time. It is extra important if you send the salary payment as a file.

For Nordea private accounts, the clearing number 3300 is used.

Enter the bank account number without using spaces or hyphens. This information is important for the money to end up in the correct account and on time.

Employment type Complete

There are ledger accounts specified on all pay code handling amounts or unit prices. If you want the employee's pay to be posted to an account other than the pay code's default account, you enter this account in the Personal ledger account field. All pay codes that are to retrieve this account must have a check mark in the box Retrieve a personal ledger account primarily under Settings - Payroll settings, the Pay codes tab and then the tab Own settings.

Employment type Simplified

If you want the employee's pay to be posted to an account other than the default account, you enter this account in the Personal ledger account field. When one of the following pay codes are used, the personal ledger account will be specified on the pay row.

  • Monthly salary
  • Hourly wages
  • Overtime compensation
  • Unsociable hours compensation
  • Bonus
  • Other compensation, gross
  • Other compensation, gross, non-recurring tax
  • Other deduction, gross
  • Deduction, sick leave
  • Holiday deduction
  • Holiday pay
  • Holiday pay, non-recurring tax
  • Holiday allowance
  • Parental leave deduction
  • Care of sick child

If you want to post the employee's salary to a cost centre (cost item, department), you add the cost centre here. The cost centre settings are selected under Lön Smart -  Accounting - Cost centres. Read more in the topic Cost centres.

You activate the cost centre feature under Settings - Payroll settings on the Accounting tab. When the feature has been activated, the option Cost centres is shown under Accounting in the menu to the left.

If you want to post the employee's salary to a project, you add the project here. The project settings are selected under Lön Smart - Accounting - Projects. Read more in the topic Projects.

You activate the project feature under Settings - Payroll settings on the Accounting tab. When the feature has been activated, the option Projects is shown under Accounting in the menu to the left.

When this option has been selected, a payslip will automatically be created each time you create a new pay run. The option is selected by default.

Uncheck the option if you do not want payslips to be automatically created for the employee. This could for example be useful for extra employees who only receive wages a few times a year.

Choose whether the payslip should be saved as a PDF and be sent by mail or via Visma Min Lön/Kivra.

Choose whether the payslip should be in Swedish or English.

Here you add the pay codes which are frequently used, for example monthly salary and hourly wages. You can also enter values that are the same for each pay period.

You should not enter pay codes for events which only occur a few times a year, such as holiday or sick leave.

Click New text row if you want to add a note to the registration. You can choose whether you want the note to show on the payslip or not by checking/unchecking the box in the Print column to the far right on the row.

Add and delete pay codes by using the plus and minus signs to the right of the row.

If you have created your own own pay codes by copying 1101 - Monthly salary or 1106 - Hourly wages, you can't add your own pay codes under Recurring items on every payslip if you at the same time want to use the default pay codes. When you create a pay run you can, however, use the default pay codes and your own pay codes on the payslip. In other words, it's only under Recurring items on every payslip where you can't use those in combination, and it is only when you have copied the pay codes 1101 and 1106. Pay codes that have been created from other default pay codes can be used in combination under Recurring items on every payslip.

On the Taxes tab you can enter any settings related to the calculation of your employees' taxes.

The information is important for many reasons, one being because it relates to the company's liabilities towards Skatteverket. The information you register here should be the ones found on bases such as the employee's preliminary tax slips and tax adjustment notices.

At Financial information (in Swedish), you will find current amounts for the employer's contribution, price base amounts, the cut-off point for state income tax, etc.

By making a tax deduction request, you can easily retrieve the employees' tax information from Skatteverket. Click the link Tax deduction request to send a request to Skatteverket. Read more in the topic Tax deduction request.

When an employee is added to the employee list, you do not need to do a Tax deduction request. The employee's information on tax reductions is automatically retrieved from Skatteverket when you enter the employee's personal identity number under Lön Smart - Employees on the Basic information tab. Information in the fields Calculation method and Tax table/Tax will be deducted by is filled in automatically.

Taxes

You can choose between the calculation methods Not taxed in Sweden, Table tax, Percentage tax, 30% and Adjustment, tax in %.

The most common tax calculation method is Table tax, which also is the default value for new employees.

When an employee is added to the employee list, the employee's information is automatically retrieved from Skatteverket when a personal identity number is entered on the Basic information tab.

Not taxed in Sweden

Select Not taxed in Sweden when the employee's income should not be taxed in Sweden due to work abroad, for example if the employee works for a Swedish employer in another Nordic company.

The employee will then be marked in box 276 - Decision not to make tax deduction because the income is not taxable in Sweden in the payroll tax report.
Table tax

When Table tax is selected, you need to choose which tax table that applies to the employee. The tax tables are also used to calculate taxes for employees who have been allowed an adjustment.

Column 1 or 3 is selected based on the employee's year of birth. If the Pension as main income box has been checked, column 6 is selected.
Percentage tax, 30%

Select Percentage tax, 30% for persons whom you are not the main employer for, for example if you pay remuneration a few times a year. At the Non-recurring tax field, you select Own setting and enter 30. If you want to withdraw more taxes than 30 percent, you instead select the calculation method Adjustment, tax in %. You can then select your own percentages.

Adjustment, tax in %

You must always have documentation from Skatteverket to be permitted to adjust taxes. Skatteverket issues a tax adjustment of the salary as either a percentage or an amount. When making this selection, enter a percentage in the Tax will be deducted by field.
SINK, 25%

This option applies to an employee who resides abroad but works in Sweden for less than six months. The employee then only pays a special income tax on their work income. When SINK, 25% is selected, you should also choose Country code, citizenship (081). Read more about SINK at skatteverket.se.

Choose between Tax table 29-40. The tax table is entered on the preliminary tax information. The calculation of taxes is based on each table respectively for the calculation method Table tax.

When an employee is added to the employee list, the employee's information is automatically retrieved from Skatteverket when a personal identity number is entered on the Basic information tab.

The column is only shown when Table tax has been selected under Calculation method and is entered based on the employee's birth year. The settings for pension also affects the choice of column. Read more at skatteverket.se.

Check the box for employees who receive their main income in the shape of pension. Next to Column, 2 or 6 (pension) is then automatically selected depending on the birth year of the employee. The Pension as main income box is only shown when Table tax under Calculation method has been selected.

Here you enter the percentage if an employee's salary is adjusted by a percentage. The field is only shown if you have selected Adjustment, tax in % as the calculation method.

When an employee is added to the employee list, the employee's information is automatically retrieved from Skatteverket when a personal identity number is entered on the Basic information tab.

You can choose settings for the tax deduction lower limit when Table tax or Adjustment, tax in % has been selected as the calculation method.

The default setting means no tax will be withheld for amounts below 1000 SEK. On payslips where the employee's salary exceeds 1000 SEK, taxes according to the selected calculation method will be withheld based on the current payslip.

If you select Normal, taxes are withheld according to the selected calculation method. Since the tax tables do not withhold taxes until the salary exceeds a certain amount, no tax deductions are made up to that amount if you have selected Table tax under Calculation method.

School-age youth and students can, for example through seasonal work, earn up to the amount which corresponds to the price base amount * 42.3 percent without paying taxes. If you select the setting School-age youth and students, the program will not deduct taxes until the accumulated salary has reached this amount. Taxes will be withheld from any amount exceeding the amount.

A school-age youth works a part-time job and receives a salary every month from January to April. No tax is calculated for these months.

In May, the price base amount * 42.3 is exceeded and tax should be calculated from then on. Visma Lön Smart will then check every payment and calculate how much tax that should have been withheld for each salary.

  Salary, SEK Taxes, SEK
January 2 456 186
February 4 485 349
March 5 635 503
April 4 387 340
May 4 174 321
Total taxes   1 699

1 699 SEK in taxes are withheld from the May salary.

Non-profit sports associations may pay coaches up to half a price base amount without paying employer's contribution.

If the lower tax limit should follow the lower employer's contribution limit for athletes, you select Athletes in non-profit sports associations as the lower limit for tax deductions. This means that the program will not withhold any taxes until the accumulated salary reaches that amount. If the accumulated salary reaches half a price base amount, taxes will be withheld from that point onwards.

The athlete must declare taxes for the income. Since many athletes have other sources of income, the option Normal as the lower limit is more commonly used.

The Non-recurring tax field is only shown if you have selected Table tax as the calculation method. If you have selected Percentage tax, 30% or Adjustment, tax in %, the tax deduction is made according to the selected percentage regardless of the table settings on the pay code or non-recurring tax.

One-off amounts which are added on top of the ordinary pay every now and then should be taxed with a non-recurring tax. If you are using a pay code which is set to calculate non-recurring tax instead of table tax, the program will withhold taxes according to Skatteverket's tables with one-off amounts (in Swedish).

There are two types of non-recurring taxes:

If you select Own settings, you need to calculate a preliminary annual salary and select the correct percentage from Skatteverket's tables with one-off amounts yourself. Please note that you may have to change the percentage if the employee is given a higher or lower salary.

If you select Calculated, the program will make a calculation based on the salary paid thus far during the tax year, according to the formula:

Average pay based on the thus far earned amount which contributes to taxes + benefits / number of months for which salary has been paid = average pay

Multiply the average pay by 12 (which corresponds to the months of the year).

During the first pay run of the year, with a payment date in January, an employee has received a gross pay of 31 000 SEK. The program will then calculate the annual salary as (31 000 / 1) * 12 = 372 000 SEK and choose non-recurring tax for this interval. After each new pay run, a new calculation of the preliminary annual salary will be carried out.

If the employee is included in any extra pay runs during the year, these will also be included in the calculation.

The employee has during January received a gross salary of 31 000 SEK during the regular pay run, and in February the employee received 28 000 SEK. In February, a gross salary of 5 000 SEK in an extra pay run was also paid. The program will then calculate the annual salary as ((31 000 + 28 000 + 5 000) / 2) * 12 = 384 000 SEK. After each new pay run, a new calculation of the preliminary annual salary will be carried out.

Here you add an amount if the employee wants you to withhold additional taxes, for example during care of sick children or if they are on parental leave and receive an income from the Swedish Social Insurance Agency. During pay run, the pay code 2201 - Extra tax is automatically used on the employee's payslip.

If additional taxes should be deducted from certain months, it is better to add the amount with pay code 2201 - Extra taxes on the specific pay runs.

Please note that the employee's approval is required in order for additional taxes to be deducted.

Taxes and employer's contribution

Deductions for work expenses are a type of adjustment/tax relief using a percentage, which Skatteverket grants certain occupations. Musicians who are employed but pay for their own instruments are an example where this type of adjustment/tax relief may be granted.

Employer's contribution

Type of employer's contribution is based on the employee's birth year.

The lower limit is only shown if Normal has been selected next to Employer's contribution.

If you select Normal next to Lower limit, no employer's contribution is withheld from amounts below 1000 SEK. When the employee's income exceeds 1000 SEK, employer's contribution is withheld from all accumulated gross salary for the year.

Select Athlete in non-profit sports association if the employment fits the description for this calculation. Non-profit sports associations may be exempt from employer's contribution for paid salary and compensation up to half a price base amount during one and the same taxation year. When the employee's income exceeds half a price base amount, employer's contribution will be withheld for all accumulated gross salary for that year (from the first SEK).

Visma Lön Smart can only withhold as much taxes as there is gross salary on the payslip where half a price base amount has been exceeded. No additional taxes will be withheld automatically on the upcoming pay runs.

This option affects the basis for research and development on the payroll tax report. Check the box for employees if the company is entitled to deductions. In order for an employee to be entitled to a deduction, they must have been working with research and development during at least half of their actual working hours, and a minimum of 15 hours per month.

The deduction varies depending on if the company has a permanent establishment in Sweden or not. Visma Lön Smart only supports companies with a permanent establishment in Sweden. At skatteverket.se you can read more about what is defined as a permanent establishment and about research deduction in the payroll tax report (in Swedish).

Check the box if the company is entitled to regional support. The regional support, which applies to companies in certain support areas, is 10 percent. The maximum amount is 7 100 SEK per month. The selection affects the regional support on the the payroll tax report.

Check this box for employees who are entitled to Growth support. The employer's contribution will then be reduced for the employee for the first 24 months. Read more in the topic Growth support for the first employee.

On the payroll tax report, box 062 will be ticked on the individual statement and the employer's contribution for box 487 in the main statement should therefore be decreased.

Payroll tax report

If the company has more than one workplace, you must enter the workplace number for every employee. The information, that is retrieved from SCB, shall be

If an employee doesn't have a personal identity number or coordination number, enter the employee's place of birth here. This information is reported in the payroll tax report.

The field is only displayed if you have entered a date of birth followed by a serial number (time of birth) in the Personal identity number field on the Basic information tab.

If an employee doesn't have a personal identity number or coordination number, enter the country code for the employee's place of birth here. This information is reported in the payroll tax report. A list of country codes is available on skatteverket.se.

The field is only displayed if you have entered a date of birth followed by a serial number (time of birth) in the Personal identity number field on the Basic information tab.

The field is only displayed if you have entered a date of birth followed by a serial number (time of birth) in the Personal identity number field on the Basic information tab.

If you have paid compensation to an employee who is liable to limited tax in Sweden, indicate the employee's citizenship by selecting a country code.

Do as follows if the employee has multiple citizenships:

  • If one of the citizenships is Swedish, specify Sweden.
  • If none of the citizenships is Swedish but one of them is Danish, Finnish, Icelandic, or Norwegian, specify that.
  • In other cases, it is optional to specify which citizenship that should be specified.

A list of country codes is available on skatteverket.se.

Workplace is the site to which the employee goes to do their work. A company can have several workplaces, however, an employee can only have one workplace for the same employer. If the employee performs their work at several places, it is the employer's responsibility to assess where the employee's workplace is. Please note that the workplace is not the same as the workplace number, which also needs to be reported in the payroll tax report.

Information about the workplace address must be entered in the payroll tax report. The company's information is entered under Lön Smart - Payroll tax report and employees that have selected According to company settings follow the company's settings. If the company has several workplaces, you can specify settings per employee by checking Own settings by Workplace and enter the address details.

Here you choose the settings for your employees' holiday. In the topic Payroll settings, you can read more about how to choose holiday settings for the company.

If the employment type Simplified is selected then the Holiday tab is not shown in the program.

Choose holiday terms for the employee. Different fields are shown depending on which holiday term you have selected.

Term 00 - No holiday term is selected for employees who should not be included in the holiday calculations, on the holiday pay liability list and who are not entitled to paid holiday. This could for example be people who receive board remunerations once or a few times per year. It could also apply to project employees who either get paid with a lump sum for a completed task, or who get paid by the hour with an hourly amount in which the holiday compensation is included. It also applies to remunerated persons. No additional settings are required for this term.

Holiday term 10 - Annual Leave Act, employed with holiday pay per day is selected for employees who mainly receive their holiday pay based on how much they have earned during the qualifying year. The term manages both holiday and holiday pay.

In some fields you can fill in or edit values. Other fields show accumulated values and can therefore not be edited.

The current holiday period is retrieved from the settings you have chosen under Payroll settings and the Holiday tab. Read more in the topic Payroll settings.

The program automatically suggests 25 days, but this can be edited if the employee is entitled to more holiday. According to the Annual Leave Act, 25 days is the lowest possible holiday entitlement.

Holiday leave

Paid holiday is automatically calculated when closing the holiday year. The number of days can always be edited. If you have selected that the qualifying year for the holiday is the same as the holiday year, you must calculate and keep track of paid days for newly hired employees yourself.

Used days are updated when you register holiday in a pay run.

The remaining days show the difference between paid and used days of holiday.

Unpaid holiday is automatically calculated when closing the holiday year. The number of days can always be edited. If you have selected that the qualifying year for the holiday is the same as the holiday year, you must calculate and keep track of unpaid days for newly hired employees yourself. Newly hired employees have the right to 25 days of holiday without qualifying for them. An employee who starts after August 31st only has the right to 5 days of holiday.

Only employees with a fixed monthly salary and the employee type Complete can take advance holiday in Visma Lön Smart.

Enter the number of days that the employee is entitled to in the field Total.

When the employee has taken advance holiday, the number of days is shown in the field Used. The Remaining field shows the difference between the total number of advance days and used days.

Use the Holiday shortcut when the employee is taking advance holiday. If the employee does not use all their advance days, the days will be removed at the holiday year-end closing and the number will change to 0 in the Total field.

Read more in the topic Advance holiday.

In the Used field, the total number of saved days that have been taken out is shown.

In the Remaining field, the total number of saved days is shown.

Here you will see the total number of the employee's remaining holiday, both paid, saved and unpaid.

Here you will see the average employment rate calculated based on the work schedule for the current holiday year. Select Own settings and enter the percentage if you want to specify the employment rate that should be used for calculation. Read more in the topic Average employment rate.

Holiday pay

The holiday pay per day is automatically calculated when you do the holiday year-end closing for this agreement. The field is only shown for employees with holiday term 10 and can be edited. The value is retrieved when you use pay code 3220 - Holiday pay per day paid for employees with a fixed monthly salary or 3221 - Holiday pay per day paid, hourly employees for employees with hourly wages.

The holiday pay is usually calculated according to the company's settings for holiday terms under Settings - Payroll settings and the Holiday tab.

If you want to specify a personal percentage for the employee, you select Own settings and enter the percentage.

Advance holiday pay liability

When employees on a fixed monthly salary take advance holiday, the liability is calculated as follows:

4.6% * monthly salary * number of used days

The remaining debt shows how much the employee owes the company for the advance holiday paid.

You only need to enter this information manually when you start using Visma Lön Smart.

Here you select the holiday period. You can add a holiday period by clicking Add new. If you want to delete holiday periods you just click on the minus sign to the far right.

You cannot delete holiday periods which contain used holiday.

Here you can enter the holiday pay per day for the saved days each year. The field is only shown for employees with holiday term 10.

The employment rate is used when calculating holiday per day for saved days. It is not enough to only enter the employment rate for the holiday period in which the days were saved. In order for the calculation to be correct, the employment rate for the saved days' qualifying year must also be entered.

Basis for holiday calculated up until

Here you see the values and number of days calculated as of today's date, which have been registered on the payslips during the qualifying year. The values cannot be changed.

Holiday term 20 - Monthly salary with holiday allowance + variable parts is selected for employees with a fixed monthly salary who mainly receive their holiday pay based on a percentage of the current salary. The term manages both holiday and holiday pay.

In some fields you can fill in or edit values. Other fields show accumulated values and can therefore not be edited.

The current holiday period is retrieved from the settings you have chosen under Payroll settings and the Holiday tab. Read more in the topic Payroll settings.

The program automatically suggests 25 days, but this can be edited if the employee is entitled to more holiday. According to the Annual Leave Act, 25 days is the lowest possible holiday entitlement.

Holiday leave

Paid holiday is automatically calculated when closing the holiday year. The number of days can be edited, but not to a number which exceeds the holiday entitlement. In such cases, the holiday entitlement must be increased. If you have selected that the qualifying year for the holiday is the same as the holiday year, you must calculate and keep track of paid days for newly hired employees yourself.

Paid holiday is automatically calculated when closing the holiday year. The number of days can always be edited. If you have selected that the qualifying year for the holiday is the same as the holiday year, you must calculate and keep track of paid days for newly hired employees yourself.

Used days are updated when you register holiday in a pay run.

The remaining days show the difference between paid and used days of holiday.

Unpaid holiday is automatically calculated when closing the holiday year. The number of days can always be edited. If you have selected that the qualifying year for the holiday is the same as the holiday year, you must calculate and keep track of unpaid days for newly hired employees yourself. Newly hired employees have the right to 25 days of holiday without qualifying for them. An employee who starts after August 31st only has the right to 5 days of holiday.

Only employees with a fixed monthly salary and the employee type Complete can take advance holiday in Visma Lön Smart.

Enter the number of days that the employee is entitled to in the field Total.

When the employee has taken advance holiday, the number of days is shown in the field Used. The Remaining field shows the difference between the total number of advance days and used days.

Use the Holiday shortcut when the employee is taking advance holiday. If the employee does not use all their advance days, the days will be removed at the holiday year-end closing and the number will change to 0 in the Total field.

Read more in the topic Advance holiday.

In the Used field, the total number of saved days that have been taken out is shown.

In the Remaining field, the total number of saved days is shown.

Here you will see the total number of the employee's remaining holiday, both paid, saved and unpaid.

Here you will see the average employment rate calculated based on the work schedule for the current holiday year. Select Own settings and enter the percentage if you want to specify the employment rate that should be used for calculation.

Holiday pay

The variable holiday pay is automatically calculated during the holiday year-end closing. It is important to pay the variable holiday pay each year, since it will otherwise disappear and be replaced by a new calculated variable holiday pay at the holiday year-end closing. Examples of holiday accruing variable pay are bonuses and commission for administrative workers and overtime compensation for non-administrative workers.

The total variable holiday pay is shown here even when you have paid a part of it.

In the field you will see how much variable holiday pay that is left to pay. The amount is automatically retrieved when using pay code 3231 - Holiday variable parts. You can choose to pay parts of the amount.

Advance holiday pay liability

When employees on a fixed monthly salary take advance holiday, the liability is calculated as follows:

4.6% * monthly salary * number of used days

The remaining debt shows how much the employee owes the company for the advance holiday paid.

Here you can see when the advance holiday pay liability is deducted from a final pay or automatically written-off after the employee has been employed for five years.

Additionally, you can perform one or more manual write-offs if you wish to write-off all or part of the advance holiday pay liability earlier than after five years. Click on the plus sign on the row Advance holiday pay liability. This action will add a new row where you can enter a manual write-off.

Holiday values for saved days

You only need to enter this information manually when you start using Visma Lön Smart.

Here you select the holiday period. You can add a holiday period by clicking Add new. If you want to delete holiday periods you just click on the minus sign to the far right.

You cannot delete holiday periods which contain used holiday.

Check this box if the employee has already been paid holiday allowance for the holiday. This box is only shown for employees with holiday term 20.

If the box is selected, the days will be valued at 4.6 percent. If the box is not selected, each saved day will be valued at the holiday allowance percentage + 4.6 percent of the employee's monthly salary.

The employment rate is used when calculating holiday per day for saved days. It is not enough to only enter the employment rate for the holiday period in which the days were saved. In order for the calculation to be correct, the employment rate for the saved days' qualifying year must also be entered.

Basis for holiday calculated up until

Here you see the values and number of days calculated as of today's date, which have been registered on the payslips during the qualifying year. The values cannot be changed.

Term 30 - Seasonal/Extra employment with holiday compensation is used for employees who receive their holiday compensation each time they get their salary, or as an annual lump sum, for example at the end of the season. In both cases, the term applies to employees who do not have paid holiday, but instead receive holiday in money.

Here you see the holiday values that are the basis of the holiday compensation. You can also see how big the holiday pay liability is and from what point in time it is calculated.

Select Holiday compensation is automatically paid at the next pay run if you want to pay the holiday compensation each time you pay your employees.

If the box is checked for a salaried employee for the current pay period, the holiday compensation is calculated on salaries and compensations up until the deviation period. This is due to it not being possible to foresee what might happen during the current month or the period that the monthly salary relates to. The holiday pay liability will therefore not show 0 on the holiday pay liability list.

The holiday compensation is usually calculated according the company's holiday term settings under Settings - Payroll settings, the Holiday tab.

If you want to specify a personal percentage for the employee, you select Own settings and enter the percentage.

Fora monthly reporting

Every month, information on non-administrative workers' salaries should be reported to Fora. Read more in the topic Fora monthly reporting (non-administrative worker) and on Fora's website under Monthly payroll reporting.

Select the date from which the employee will be connected to Fora.

If the employee should no longer be connected to Fora, select an end date in the box to the right instead.

The employee's marking is displayed here. To add or remove marking, click on the Settings button.

Before you can report salaries to Fora on a monthly basis, all employees must have a marking. This is used to ensure that employees are covered by the right insurance policies and have the right premiums paid into their occupational pension.

Once the marking is done in Visma Lön Smart, you only need to make changes if a new non-administrative worker is hired, if an administrative worker changes workforce category to non-administrative worker, if an employee leaves the company or if changes are made to the company's collective agreement. Read more about the marking at fora.se (in Swedish).

Here you make settings for marking.

Click the Change marking button to add a new row where you can select the start date and new marking.

A non-administrative worker who has reached the age of 65 is no longer covered by the SAF-LO contractual pension, but the employee can agree with the employer on continued accrual, as long as the worker was employed by the company before his or her 65th birthday. When the box is ticked, the information is included in the file to Fora from the month the employee turns 65. The choice is only displayed for employees aged 64 or older.

Previously, non-administrative workers who had reached the age of 65 would only be included in the report to Fora if there was an agreement on continued accrual of occupational pension, but from the transition to monthly reporting, all workers regardless of age should be included in the reporting. Learn more at fora.se.

An employee who is over 65 years of age must therefore remain connected to Fora on the Reporting tab in the employee list, even if there is no agreement on continued accrual of contractual pension or supplementary pension contribution.

A non-administrative worker who has reached the age of 65 is no longer covered by the supplementary pension contributions, but the employee can agree with the employer on continued accrual, as long as the worker was employed by the company before his or her 65th birthday. Tick the box to extend the accrual of supplementary pension contributions. When the box is ticked, the information is included in the file to Fora from the month the employee turns 65. The choice is only displayed for employees aged 64 or older.

Previously, non-administrative workers who had reached the age of 65 would only be included in the report to Fora if there was an agreement on continued accrual of occupational pension, but from the transition to monthly reporting, all workers regardless of age should be included in the reporting. Learn more at fora.se.

An employee who is over 65 years of age must therefore remain connected to Fora on the Reporting tab in the employee list, even if there is no agreement on continued accrual of contractual pension or supplementary pension contribution.

Click on History to see the employee's history of connection to Fora. Click on the pencil to view the history or make settings for marking.

Fora yearly reporting

In January each year, data on the final pay of administrative workers for the previous year must be reported to Fora.

Click on the pencil next to the field Fora yearly reporting. Then click Add new and enter the date from which the employee is connected to Fora in the new row.

If the employee no longer should be connected, you add a date under End date.

Click on the bin under Actions to delete the history.

Select the pencil icon, the Add new button and enter the start date for an employed CEO whose salary should not be included in the amount which is reported to Trygghetsrådet in the final report to Fora.

Check your insurance papers to see if you should select a specific collective agreement or if the default setting Ej specificerad is sufficient.

Here you get an overview of the accumulated values for the selected income year. Under Payslip overview, you can see which payslips the employee is included in. Click on the document icon to the far right on the row to open the payslip.

On the Input values tab, you add information about your employees if you have moved your company to Visma Lön Smart during the year. If you have previously used another payroll program, you will find a lot of the information there, such as from the employee's most recent payslip. In the film Input values in Visma Lön Smart, you can see how it's done.

If you have a newly started company without payroll history you do not need to add any information here.

Some of the fields that are described here will not be shown if the employee type Simplified has been selected.

Enter the payment date for the last payslip that the employee received before the transfer to Visma Lön Smart. If the last salary was paid in the previously used payroll program on January 25, the input value date in Visma Lön Smart is then 20XX-01-25.

Salary paid for the income year

Enter the gross salary which has been paid during the calendar year up until the payment date that is specified as the input value date. The value is used in order for the accumulated gross salary and the calculation of taxes and employer's contribution to be correct.

In order for the year's accumulated taxes to be correct on the employee's payslip, you enter any withheld taxes during the income year up until the payment date that is specified as the input value date here.

Enter the benefit amount that was disbursed during the year up until the input value date.

Please note that if, as an example, the input value date is the 25th of April and the pay period lasts until the 30th of April, any and all benefits for the period should be included in the amount you enter under Benefits.

Sick leave

If an employee has an ongoing sick leave period when you start using Visma Lön Smart, you enter the period when the ongoing sickness is registered. You will then get suggestions for the right pay codes to use when registering any continued sick leave.

Example

The last pay before transferring to Visma Lön Smart was on 20XX-05-25.

If the pay period concerns 20XX-05-01 -- 20XX-05-31 and the deviation period concerns 20XX-04-01 -- 20XX-04-30, you should register the ongoing sick leave up until 20XX-04-30.

Time bank

Enter the number of actual hours worked (net) from the start of the calendar year.

Enter worked overtime hours from the start of the calendar year (accumulated up until the payslip which has the same payment date as the input value date). This information is used on the Overtime list report.

Enter worked overtime hours for part-time employees from the start of the calendar year and accumulated up until the payslip which has the same payment date as the Input value date. This information is used on the Overtime list report.

In the Compensatory time field you enter remaining compensatory time so that the employee will see the correct balance on their payslip.

Click Clear input values if you want to delete all input values.

Fora

Check the box if a change of workforce category has been made during the year.

Enter how much was paid during the period the employee was a non-administrative worker. The field is only shown if A change of workforce category to non-administrative worker has been made during the year is selected.

Enter how much was paid during the period the employee was an administrative worker. The field is only shown if A change of workforce category to non-administrative worker has been made during the year is selected.

Here you enter the total amount of salary that has been paid thus far and that should serve as the basis for the Fora report.

This field is only shown to the workforce category Administrative worker. Enter the same amount as in the field Fora amount, administrative worker.

The pay for an administrative worker's who is employed as a CEO should not be reported to Trygghetsrådet. In such a case you enter 0 in the field.

Holiday leave

These fields are not shown unless holiday term 30 has been selected.

The information in the Total field is retrieved from Lön Smart - Employees and the Holiday tab, and is the number of paid days of holiday that the employee was given at the start of the holiday year. Under Used, you enter how many days that have been used by the date entered in the Input value date field. In the Remaining field, you can see the difference between the total number of days and the number of used days.

For employees with holiday term 20, the Holiday allowance paid box is shown. If the holiday term is set to pay the holiday allowance at the same time as holiday is being taken out, the box is automatically checked and also applies to used holiday which has been entered as input values. If the holiday term does not have that setting, and the holiday allowance has not been disbursed for all paid days, you check the box manually. If the allowance has not been disbursed yet, the Holiday allowance paid box should not be ticked.

The information in the Total field is retrieved from Lön Smart - Employees and the Holiday tab, and is the number of unpaid days of holiday that the employee was given at the start of the holiday year.

Under Used, you enter how many days that have been used by the date entered in the Input value date field. In the Remaining field, you can see the difference between the total number of days and the number of used days.

The Total field shows how many advance days are entered in the Holiday tab. Under Used, you enter how many days that have been used by the date entered in the Input value date field. The Remaining field shows the difference between the total number of days and the days used. This field is only active for employees with a monthly salary.

The field is only active for employees with monthly salary with the employee type Complete.

The information in the Holiday pay per day field is retrieved from Lön Smart - Employees and the Holiday tab, and is the holiday pay per day for the days of the year which the employee is yet to take out holiday for. The value is used when you register that an employee with holiday term 10 takes out any remaining paid holiday.

The information in the Variable holiday pay per day field is retrieved from Lön Smart - Employees and the Holiday tab, and is the total amount for variable holiday pay has not been paid yet (not variable holiday pay per day of holiday). The field is only shown for employees with holiday term 20.

Example

If an employee has earned 50 SEK variable holiday pay per paid day of holiday and has 10 days left, you enter 500 in the Variable holiday pay per day field.

Basis for holiday calculation

Enter the total remaining advance holiday pay liability that is not written-off at the input value date. The value is the basis for future repayment or write-off.

The field is active for both salaried and hourly employees. It is possible to write-off and make repayment via final pay even for an hourly employee if an advance holiday pay liability has been entered under Input values. However, Visma Lön Smart does not support registering new advance days for hourly employees.

Enter holiday accruing work hours from the start of the qualifying year up until the payment date that was entered in the Input value date field. The field is only shown for employees with holiday term 10.

Here you enter holiday accruing leave from the start of the qualifying year up until the payment date that was entered in the Input value date field. In the hours field, you enter holiday accruing leave.

Please note that it is the number of work days that should be entered, not calendar days.

Here you enter non-holiday accruing leave from the start of the qualifying year up until the payment date that was entered in the Input value date field. In the hours field, you enter non-holiday accruing leave, and in the whole cal. days field you enter the number of non-holiday accruing days of leave (calendar days).

Enter holiday accruing leave from the start of the qualifying year up until the date that was entered in the Input value date field.

It is not the gross salary that should be entered here, since for example sick pay is not included in holiday accruing pay.

Enter the total pay that has been paid, which is the basis for variable holiday pay, from the start of the qualifying year up until the payment date that was entered as the input value date. An example of pay that may be the basis for variable holiday pay is commission and overtime for non-administrative workers.

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.

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?

Via the Go to the calendar button, you can easily view the employee's calendar.

Related topics

Register employee (in Swedish)

Input values in Visma Lön Smart

Create or edit agreement

Create or edit work schedule

Payroll settings

Change an employee's pay

What does non-regulated working hours mean?

Tax deduction request

Select or switch employee type

Growth support for the first employee

Getting started when employees register their own times and deviations

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Payroll school - a free course in payroll administration

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Input values in Visma Lön Smart

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