Payroll settings

Under Settings - Payroll settings, you choose the settings that should apply to the company's payroll handling.

On the Pay and payments tab you choose settings for the payments of salaries and wages.

Pay and deviation period

Here you select for which period events from the calendar should be retrieved when you create pay runs.

If the employees make registrations in Visma Lön Anställd, you cannot have an "up until date" which is after the payment date.

The following combinations are the most common ones for employees with a fixed monthly salary:

Pay period Deviation period
Current month Previous month
Current month Until day of the month (own deviation period)
Previous month Previous month

In the column Pay period you select which period the pay relates to. In the column Deviation period you select in which period deviations such as overtime, holiday or sick leave should be regulated.

If the pay should be paid the same month as it was earned, the option Current month should be selected. For example, the pay for January would then be paid around January 25th, using this option.

If the pay should be paid the month after it has been earned, the option Previous month should be selected. For example, the pay for January would then be paid around February 25th, using this option.

The option Until day of the month means that you can choose your own pay period, e.g. from day 15 of a month up until day 14 of the next month. As an example, the pay for the period between January 15th to February 14th will be paid around February 25th using this set-up.

You cannot select Current month as the pay period for employees with hourly wages, since the employee is paid for hours worked during the pay period. For a payment that is planned for January 25th, you still do not know if an hourly employee will work or go on leave during the period between January 25th-31st, which makes it impossible to pay wages for the current pay period.

If the pay should be paid the month after it has been earned, the option Previous month should be selected. For example, the pay for January would then be paid around February 25th, using this option.

The option Until day of the month means that you can choose your own pay period, e.g. from day 15 of a month up until day 14 of the next month. As an example, the pay for the period between January 15th to February 14th will be paid around February 25th using this set-up.

Here you cannot select the current month since you cannot register deviations before they have taken place.

The option Previous month means that, for a pay that would be paid on February 25th, there are deviations registered from January.

The option Until day of the month means that you can select the period yourself. If you put day 14 as the day of the month, you can include deviations from for example January 15th up until February 14th in the pay that is paid around February 25th. The field Until day of the month will not be active until you have selected that deviation period. The day of the month that you select should not be after the payment date.

Since the deviation period always coincides with the pay period for employees with hourly wages, both for permanent employees and extra employees, you cannot enable any settings for this field. The selections made for Pay period - Hourly wages also apply to the deviation period and those settings are also shown here. Read more under Pay period.

Payment method

If you have selected Export payment file, the account number that is linked to your primary operating account under Settings - Cash and bank accounts will be automatically selected as the payment account on your accounting basis. If you have selected Manual payment, you can choose whether the payment should be carried out from the operating account or the cash account.

Select Export payment file in order for payment files to be created during payment. The choice of bank under Settings - Cash and bank accounts determines the file format. If you have selected SEB, Nordea, Handelsbanken or Danske Bank, a XML file is created and for the other banks an LB file is created. The file can then be uploaded.

The selection is only shown if you have an active bank integration to SEB, Nordea, Handelsbanken eller Danske bank. Read more in the topic Activate and make settings for bank integration.

Select Manual payment if you want to make the payment manually. We recommend that you print a bank list to use as the basis when you make payments manually.

Tick here if you use Nordea Business. The option is only displayed if you have Nordea as a bank under Settings - Cash and bank accounts.

Tick here if you use Corporate Access. You also need to fill in Signer-ID and CCM agreement number. You will receive this information from Nordea.

The option is only displayed if you have Nordea as a bank under Settings - Cash and bank accounts.

Registration method

Visma Min Lön is included in Visma Lön Smart, however an extra change is added per employee receiving a payslip during the month, regardless if the payslip is sent via Visma Min Lön or not. There is also an extra charge added if the employees register their times in Visma Lön Anställd. Read more at vismaspcs.se.

When the employees have registered their times and deviations in Visma Lön Anställd, you can import the registrations to the employees' payslips in Visma Lön Smart during pay run.

If you want to activate Visma Lön Anställd for the company, you click the Activate button next to Employees register time/deviations in Visma Lön Anställd. You then activate the service for each employee under Employees and the Employment tab. Read more in the topic Add or edit employee information.

When Visma Lön Anställd is activated for the company, and extra charged is added for all employees who have received a salary during that month. This also applies to the employees who do not have Visma Lön Anställd activated in the employee list. Read more at vismaspcs.se.

When the employees have registered their times and deviations in Visma Utlägg, you can import the registrations to the employees' payslips in Visma Lön Smart during pay run. Read more about Visma Utlägg at vismaspcs.se.

Check Employees register expenses in Visma Utlägg if you want to activate this service for the company. You then activate the service for each employee under Employees and the Employment tab. Read more in the topic Add or edit employee information.

Tick the box if you always want to import registrations from Visma Lön Anställd, Visma Tid Smart/Pro, Visma Utlägg or Visma Advisor when you create a new pay run.

If you instead want to choose whether the import should be done at each pay run or when you register payroll events, you can read about how to do this in the topic Pay runs.

Other company regulations

The agreement period is the average working hours per month, determined by the collective agreement and used for the calculation of hourly deductions and allowances for employees with a fixed monthly salary. Under Lön Smart - Employees and the Pay tab the hourly wages, which are automatically calculated by dividing the monthly salary with the agreement period, are shown.

The agreement period usually varies between about 150 hours to 175 hours. The agreement period is the same each month all year, regardless of how many working hours there are in each month. If your company does not have an agreement and do not follow any type of industry agreement, we recommend that you choose 175 hours as your agreement period.

If the agreement period differs from employee to employee, you can enter your own agreement period on the Employment tab under Lön Smart - Employees.

Payslip

Enter which rounding rules to use for the net amount on payslips. In payroll, it is common to round the amount to the employee's advantage. If your agreement does not state otherwise, we recommend you to use Round to whole SEK.

Mark the box if you want pay codes that you have used several times when registering pay to be combined on the printed payslip. Pay codes with unit prices can only be combined if they have the same pay code number and same unit price. For pay codes with amounts, it is sufficient that the pay code number is the same. Pay codes concerning leave can't be combined for the employee type Complete in Visma Lön Smart.

Sick leave

Agreement factor 12 is the default factor. In the field you can specify whether your agreement calculates using another agreement factor, e.g. 12.2.

You can also select agreement factor per employee under Lön Smart - Employees and the Employment tab, by selecting Own settings next to the Agreement factor sick day 1-14, salaried employees.

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))

Check this box if the company should pay 10 percent of the sick pay day 15-90 for administrative workers.

Reporting

Here you enter the seven-digit agreement number for Fora annual reporting (reporting of salaries for administrative workers). You can find the agreement number in your insurance agreement.

By default, the program's reports are sorted based on employee number. If you would rather sort the reports based on first or last name, you can choose the sort order here. Read more about the reports in the topic Reports.

On the Holiday tab, you choose the holiday settings.

When taking out holiday, holiday pay should be paid instead of ordinary pay. According to the Annual Leave Act, the holiday pay can be calculated in two ways; through the same salary rule or the percentage rule. In Visma Lön Smart, these calculations are made using different holiday terms. Depending on which holiday term that has been selected, the calculations will be made based on either the same salary rule or the percentage rule.

Holiday term 10 is used for both administrative and non-administrative workers who get holiday pay based on holiday accruing pay and holiday accruing leave during the qualifying year. This may apply to both employees with a fixed monthly salary as well as employees with hourly wages. At the holiday year-end closing, the calculated holiday pay per day will be added to the employee list and will be used when the employee takes out holiday. The holiday pay per day for any saved days is also calculated.

By default, the holiday period is suggested to follow the same holiday year as in the Annual Leave Act (April 1st to March 31st). Another common holiday year option is to follow the calendar year, but you can also choose for the holiday year to start whichever month you would like. All holiday periods will automatically be set to one year.

Ongoing periods are automatically updated if you change the period for the holiday year. For holiday term 10, the qualifying year is before the holiday year since it is not possible to calculate holiday pay per day until all holiday accruing pay and holiday accruing leave have been registered.

You should check this box if the company wants the holiday accruing leave to be valuated with the average hourly wages according to the formula Holiday accruing pay / Holiday accruing work hours, hours.

If the company wants the holiday accruing leave to be calculated with the employee's calculated hourly wages, the box should not be checked. For hourly employees, the employee's hourly wages are used, and for salaried employees the employee's calculated hourly wages are used.

In the Holiday pay field you enter the percentage that the program should use in the calculation. You must use the same percentage for all employees with the same holiday term. The default percentage is the 12 percent the Annual Leave Act suggests. The percentage can be increased through negotiations in agreements, but it can never be lower than 12 percent.

This holiday term is used for both administrative and non-administrative workers with a fixed monthly salary. The holiday term calculates holiday pay per day and holiday compensation with a percentage on the current monthly salary and also calculates the holiday pay liability for any variable holiday allowance. At the holiday year-end closing, the calculated variable holiday allowance is added in the employee list and paid as a lump sum, often in connection with the main holiday.

By default, the holiday period is suggested to follow the same holiday year as in the Annual Leave Act (April 1st to March 31st). Another common holiday year option is to follow the calendar year, but you can also choose for the holiday year to start whichever month you would like. All holiday periods will automatically be set to one year.

Ongoing periods are automatically updated if you change the period for the holiday year.

You can choose whether the qualifying year should be the year before the holiday year or the same as the holiday year. This setting is used for calculating how many paid days of holiday an employee has accrued at the end of the qualifying year.

The holiday allowance is calculated as a percentage of the Monthly salary. The default setting for the holiday allowance is 0.43 percent in accordance with the Annual Leave Act. The percentage may vary if the company applies different rules.

This box should be checked if the holiday allowance is to be paid when holiday is taken out. If all holiday allowance is paid in connection with the main holiday (including to those employees who do not have holiday), the box should not be checked.

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.

If you check the Calculated with a percentage per day of holiday accruing variable pay taking holiday accruing leave into account box, 0.50 percent per day is suggested in the field Holiday pay, variable, but the percentage may be changed if your company applies different rules.

If you check the Calculated with a percentage on holiday accruing variable pay box, 12 percent is suggested in the field Holiday pay, variable, but the percentage may be changed if your company applies different rules.

According to the Annual Leave Act, the employee's employment rate at the time the holiday was earned should not be taken into account. If you do not check the box, the saved holiday will always be the same as the paid holiday.

If the company wants the employment rate to be taken into account for the year that the holiday was earned, the box should be checked.

Read more in the topic What does taking the employment rate for the qualifying year of the saved days into account mean?.

This holiday term is used for seasonal and extra employees who do not have holiday with holiday pay, but instead receive a holiday compensation. The holiday compensation can either be paid at each pay run, or one or several times per year when for example the employment ends for the season. In the employee list on the Holiday tab, you can enter that the holiday compensation should be paid out automatically during each pay run.

The default suggestion 12 percent is the percentage that the Annual Leave Act states is the minimum holiday compensation that employers need to pay. You can change to a higher percentage if your company applies other rules, but the percentage can never be lower.

You should check this box if the company wants the holiday accruing leave to be valuated with the average hourly wages according to the formula Holiday accruing pay / Holiday accruing work hours, hours.

If the company wants the holiday accruing leave to be calculated with the employee's calculated hourly wages, the box should not be checked. For hourly employees, the employee's hourly wages are used, and for salaried employees the employee's calculated hourly wages are used.

On the Accounting tab you choose the company's accounting settings.

Check the Specify input VAT for expenses box if you want to distribute the total amount for employees' expenses on costs and input VAT. The column Of which VAT is then added to the shortcut Travel, food and expenses. Input VAT is posted to the account 2641 - Ingående moms via the pay code 1235 - Input VAT.

The Use cost centres box is activated when you start working with the program. This means that you can add cost centres and cost units in the menu under Accounting - Cost centres. Read more about how to work with cost centres in the topic Cost centres.

By unchecking the Use cost centres box, all settings for cost centres will be deactivated and the menu option Accounting - Cost centres will no longer be shown. All the information added under cost centres will be saved, in case you ever want to activate the feature again.

If you have previously worked with cost centres, these will still be shown on already initiated pay runs.

When you check the Use projects box the option is shown in the menu under Accounting - Projects.

By unchecking the Use projects box, all settings for projects will be deactivated and the menu option Accounting - Projects will no longer be shown. All the information added under projects will be saved, in case you ever want to activate the feature again.

If you have previously worked with projects, these will still be shown on already initiated pay runs.

Read more in the topic Projects and at vismaspcs.se (in Swedish).

Tick the box if you, at each pay run, want to bookkeep a holiday pay liability and calculate employer contribution on the amount. When you pay holiday to the employee, the bookkept liability and cost is reduced. Read more in the topic Bookkeep holiday pay liability.

Outgoing payments

Here you see general accounts grouped according to area of use.

Taxes

All taxes are posted to this account regardless of whether they concern table tax, non-recurring tax or voluntary tax.

Other

The account for posting rounding is used on the pay run accounting basis.

The account selected here is used to counter post the rounding which may appear when calculating the employer's contribution on the pay run accounting basis.

Employer's contribution

Calculated amounts for employer's contribution, special payroll taxes and old-age pension fees are posted to the ledger accounts in this field.

Calculated employer's contribution on paid gross salary and benefits are posted to the ledger accounts in this field.

The account is used to post employer's contribution for persons born 1938-1956.

The account is used to post special payroll taxes for persons born 1937 or earlier.

There are companies in certain trades which are entitled to a regional support.

There are companies that are entitled to make deductions for work related to research and development.

A company with Growth support pays a lower employer's contribution (10.21 percent) during a 24 month period for the first employee. According to a new temporary rule, this also includes the second person employed in the company during the period between July 1st, 2021 to December 31st, 2022. Read more in the topic Growth support for the first employee.

Holiday

All accounts under Holiday concern the cost of the holiday liability that the program can bookkeep on the pay run's accounting bases.

The holiday pay liability for administrative and non-administrative workers is offset against the account in Accrued holiday pay.

Employer's contribution for holiday pay liability is offset against the account in Calculate accrued Employer's contribution.

The account is used for booking holiday costs for administrative workers.

The account is used for booking holiday costs for non-administrative workers.

The account is used for booking employer's contribution on the calculated holiday pay liability.

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.

On the Work schedules tab you see all the work schedules that have been added in the company and choose the company's work schedule settings. In the Employee column you can see how many employees, as well as which employees, who are assigned to each work schedule. You can also assign work schedules to one or several employees from here. Read more in the topic Assign employee to work schedule.

Click Create new to create a new work schedule. Read more in the topic Create or edit work schedule.

Under Holiday schedules, you can choose which working hours that should apply for holiday, other work-free days and days with shorter working hours. Read more in the topic Create or edit holiday schedule.

All working employees must have an agreement, since the agreement controls the rules regarding how to calculate unsociable hours and overtime. Here we describe how to choose settings for agreements. You can also watch the video Avtal i Visma Lön Smart (in Swedish).

For employees who are connected to Visma Lön Anställd, the collective agreement selected in Visma Lön Smart determines which type of collective agreement the employee will get in Visma Lön Anställd. Read more about this in the topic Create or edit agreement.

On the Agreements tab, you see all agreements that have been added in the program as well as choose settings for the agreement. Agreements that are inactive are shown in italics in the list when the box Include inactive is checked. To activate an agreement, select the agreement from the list and check the Active agreement box.

In the Employee column you can see how many as well as which employees who are assigned to each agreement. You can also assign agreements to one or several employees from here. Read more in the topic Assign employee to agreement.

You can edit agreements by selecting the current agreement. Read more in the topic Create or edit agreement. If you want to delete an agreement, you choose it from the list and then select the Delete button at the bottom of the screen.

An agreement can be edited or deleted as long as it is not used by an employee or is within a period that is locked or submitted.

Pay codes are used to register pay, benefits, reimbursements of expenses, leave, etc. You can register different payroll events with the help of pay codes straight on the pay run. For employees with the employment type Complete, is it however easiest to register payroll events via the shortcuts in the calendar. When shortcuts are used, the correct pay code is selected based on the settings for each employee in the employee list, e.g. if the employee has a monthly salary or hourly wages, or if they are an administrative or non-administrative worker. Type of collective agreement can also affect. Every pay code has also settings for grounds to the employer report.

In Visma Lön Smart there is a number of default pay codes. To minimise the risk of producing errors, only certain information can be altered on these pay codes. It is not possible to delete these pay codes.

Click on the icon to the far right of the pay code that you want to copy and adjust it after the company In the topic Adjust pay codes, we have put together a list with the most commonly used types of pay codes that you can easily adjust. The copied pay codes are transferred to Visma Utlägg.

It is not possible to use all pay codes for employees with the employee type Simplified. It is not possible to copy pay codes. Read more in the topic Explanation of pay codes for the employee type Simplified.

Here all pay codes for employees with the employment type Complete are shown. Read more in the topic Add or edit employee information.

You will find descriptions of the different pay codes by selecting a pay code under Settings - Payroll settings and the  Pay codes tab. You then select the Own settings tab.

The number linked to all default pay codes consists of four digits and cannot be edited.

The name of the pay code can be edited.

Here you can see which category the pay code belongs to. The pay codes are numbered according to type.

What units you can select depends on which type of pay code you are working with.

For most default pay codes, you cannot change the selection in the Tax field, however, there are some exceptions. An example is the pay code Bonus.

This field is used for employees who should be included in the individual statement of the payroll tax report. The amount that is entered when the pay code is used in a payslip is then reported in that field code when the the payroll tax report is retrieved.

The pay codes that should be reported in the the payroll tax report are determined by predefined field codes according to Skatteverket's rules. Some of the options are combined, which means that several fields may be affected.

A forward slash between the fields means "or". Example: 011/131 means 011 or 131 will be used. The field code that is shown after the forward slash indicates that the compensation will not be the basis for the calculation of the employer's contribution. This partly applies when a pay code has a check mark for Employer's contribution under Affects the basis for and partly if the employee has the setting No employer's contribution under Employer's contribution under Employees on the Taxes tab.

A comma between the fields means  "and". Example: 013/133, 048 means that 013 or 133 and 048 will be used.

The field is used for an employee who live abroad but works in Sweden for less than six months and should be reported on the individual statement in the payroll tax report. The employee must have the setting SINK, 25% under Calculation method under Lön Smart - Employees, Taxes tab.

Read more about SINK at skatteverket.se.

The pay codes that should be reported in the the payroll tax report are determined by predefined field codes according to Skatteverket's rules. Some of the options are combined, which means that several fields may be affected.

A forward slash between the fields means "or". Example: 011/131 means 011 or 131 will be used. The field code that is shown after the forward slash indicates that the compensation will not be the basis for the calculation of the employer's contribution. This partly applies when a pay code has a check mark for Employer's contribution under Affects the basis for and partly if the employee has the setting No employer's contribution under Employer's contribution under Employees on the Taxes tab.

A comma between the fields means  "and". Example: 013/133, 048 means that 013 or 133 and 048 will be used.

The result of a calculation formula can either be shown as a unit price or an amount on the payslip.

Here you see whether the pay code should be used for administrative and/or non-administrative workers. When you register pay for an employee and look for pay codes, only the pay codes which are marked with the employee's workforce category and pay type are shown.

Here you can also see if the pay code is to be used for employees with a fixed monthly salary and/or for employees with hourly wages. When you register pay for an employee and look for pay codes, only the pay codes which are marked with the employee's workforce category and pay type are shown.

The pay code settings affect the settings for the accumulators and may be affected so that amounts or numbers increase or decrease. The values in the accumulators are used for reporting, either on printouts or by file. The payroll tax report, leave list, tax calculations etc. retrieve data from the employees' accumulators.

Work hours Accumulators for Work time in hours, Leave time, hours, Leave time, work days, and Leave time, calendar days are affected if Hours worked is marked. The value in the accumulators is displayed on the payslip and used in reports.
Employer's contribution

The accumulator Employer's contribution basis increases or decreases by the pay code amount.
Reporting to Fora The accumulator Fora, amount increases or decreases by the pay code amount. The value in the accumulator is used for reporting to Fora AB.
Deduction for work expenses

The accumulator Basis for table taxable deductions for work expenses increases or decreases with the amount of the pay code. The value in the accumulator is used for calculation of employees' adjusted taxes for work expenses.
Holiday accruing pay The accumulator Holiday accruing pay increases or decreases by the pay code amount. The value in the accumulator is used for calculating holiday pay and holiday compensation.
Holiday accruing variable pay The accumulator Holiday accruing variable pay increases or decreases by the pay code amount. The value in the accumulator is used for calculating variable holiday pay.
Holiday accruing time The accumulator Holiday accruing time increases or decreases by the pay code quantity. The value in the accumulator is used for calculating holiday and holiday pay.
Holiday accruing leave The accumulators Holiday accruing leave, hours, Holiday accruing leave, whole work days and Holiday accruing leave, whole calendar days increase or decrease by the pay code quantity. The values in the accumulators are used for calculating holiday and holiday pay.

Here you can choose settings for the default pay codes and your own pay codes.

Here you can choose whether the pay code should be printed on the payslip or not. The box is checked by default, but if you do not want the pay code to be shown on the payslip you simply uncheck it.

An example of when not to print the pay code on the payslip is when holiday deduction and holiday pay cancel each other out. In such cases you may only want to print the pay code used for holiday allowance.

Accounting

All pay codes have a default account for accounting which is retrieved from the chart of accounts you selected when creating your company.

If you want to choose which ledger account the employees' salaries should be posted to per employee, you enter an account in the Personal ledger account field under Employees and the Pay tab. When you then check the Retrieve a personal ledger account primarily box here, the employees' personal ledger accounts will be used instead of the pay code's default account.

If you do not check the box, the pay code's default account will be used.

Here you select ledger account if Retrieve a personal ledger account primarily has not been checked and there is no personal ledger account indicated for the employee. If the pay code should not be used for both administrative and non-administrative workers, you only need to select an account for the workforce category that the pay code should be used for.

Here you can add your own notes on the default pay codes and your own pay codes. It can for example be a good idea to note the date for when you created anew or changed a pay code.

Here all pay codes for employees with the employment type Simplified are shown. Read more in the topic Add or edit employee information.

Here you see whether the pay code should be used for administrative and/or non-administrative workers. When you register pay for an employee and look for pay codes, only the pay codes which are marked with the employee's workforce are shown.

When you work with shortcuts in the calendar and during payroll, you will get suggestions of what pay codes to use. The shortcuts cover most of your company's needs and therefore the settings rarely need to be edited, however, if you have created new pay codes you might have to change the shortcut settings. Select the Shortcuts tabs and choose the shortcuts on the left to change the settings. If you are using your own pay code, change the settings in the column Auto to Manual.

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