CONTENT
- Record type information
- Number
- Name
- Nature
- Unit
- Affects holiday entitlement
- Use in flexitime calculation
- Affects working hours
- Show record type information on payslip
- Salary model specific formulas
- Access rights
This guide explains the function where a new record type can be created or an existing record type can be edited.
Salaries > Settings > Payroll settings > Record types
Record types can be used to define the hour information to be recorded in working hours registration. The calculation rules for record types are salary model specific. For example, a record type named "Overtime" may have different calculation rules for hourly paid employees and monthly salaried employees. However, in working hours registration, the type appears with the same name in both salary models according to the header information.
You can add a new record type using the Add new record type button.
Help: Creating a record type visible on the payslip
Record type information
In the record type information, the necessary details and settings for the record type are provided.
Record types are visible to the employee in the "Working hours registration" view in alphabetical and numerical order based on the record type name. Also consider the alphabetical and numerical order of language translations if the employee uses Netvisor in English or Swedish.
Used record types cannot be removed from the list view. Extra record types can be set with a name like "X" so that they fall to the end of the list or the record type name can be given as "NOT IN USE".
Number
The record type number is used in integrations, where the record type number corresponds to the number of a similar record type in another system. In integration, hour information can be imported from another system to Netvisor either via smart Excel or through the interface.
Name
The name of the record type (in Finnish, Swedish, and English). The record type name is displayed according to the selected user interface language, if the translation is provided. Record types are listed in the working hours registration view and Netvisor mobile application in numerical and alphabetical order.
Nature
The nature of the record type indicates the type of record and affects the function of the record type.
Record types with the nature "Other absence" and "Annual holiday" can be used with the "Add holiday/absence" function in the Working hours section, which allows longer absences to be recorded at once.
Hour recording
Hour recording is a normal record type for recording hours.
Annual holiday
The nature of the annual holiday also affects payslips. If there are records with the nature of Annual holiday in the pay period, the value of the records is brought to the payslip as a suggestion for the held and payable holiday days, as shown in the image below.
In cases where the annual holiday is consumed only five days a week, you can use the setting "Record absence period only on weekdays (Mon-Fri)" with the annual holiday record type. After this, when annual holidays are added using the Add holiday/absence function, the program automatically records only 5 holiday days per week.
Unit
The unit can be day (d) or hour (h).
Annual holidays are always recorded as whole annual holiday days in Netvisor's working hours registration. For annual holidays, the unit should always be day, not hour.
Affects holiday entitlement
The selection affects whether the record type is included when comparing the fulfillment of the working condition (14 days or 35 hours) in the employee's basic data. Only record types with this selection are included in the comparison.
Use in flexitime calculation
The selection can be used to choose whether the record type affects flexitime or not.
Help: Flexitime
Affects working hours
This selection affects the total number of hours for one working day for the record type.
Example: If a total of 12.5 hours of normal hourly work is recorded for one day from 8 AM to 9 PM, which includes evening allowance from 6 PM to 9 PM that does not affect the total hours of the workday, the evening allowance record type is not selected to affect working hours.
If the evening allowance affected working hours, the workday would be a total of 15.5 hours instead of 12.5 hours.
Similar settings can also be utilized in situations where basic and increased parts of overtime are recorded for overlapping periods. If the record type has the setting "affects working hours", the record is included in the calculation basis for "Worked days" or "Worked hours".
Show record type information on payslip
The selection affects whether the record type information (name and quantities) is brought to the payslip row description.
If the record type is to be visible on the payslip, a target salary type must be created for the record type. The working hours recorded for the record type are visible on the payslip under the name of the target salary type. Read more: Creating a record type visible on the payslip.
Salary model specific formulas
Salary model specific formulas are listed below the basic data.
Basis of pay
Selected if a transaction is made on the payslip based on the record type.
Basis of target calculation
Selected if calculation targets / cost centers are used, where hour recordings are to be marked.
Coefficient and salary type coefficient
The coefficient of the a-price acting as the salary type coefficient.
Example: If the a-price selected as the salary type coefficient is to be paid as simple from recorded transactions, the coefficient is given as 1. (for example, Normal hourly work)
Example: If the a-price selected as the salary type coefficient is to be paid as double from recorded transactions, the coefficient is given as 2. (for example, Sunday work 200%)
Example: If the a-price selected as the salary type coefficient is to be paid as 50% from recorded transactions, the coefficient is given as 0.5. (for example, Overtime increase part 50%)
Target salary type
The salary type found in the salary model where the transaction is to be shown on the payslip.
Weekly update made on 28.9.2017, where the management of record types has been changed so that in the future, the target salary type for the record type formula can only be selected from a salary type whose group is one of the following: Salaries and allowances, Holidays and absences, or Tax-exempt allowances for expenses.
Saving
Remember to save changes. This is done using the save button at the bottom of the page.
Select the salary model where the record type is used, and define whether the record type is the basis of pay and the basis of target calculation.
Access rights
To manage record types (Salaries > Settings > Payroll settings > Record types), the Payroll accountant (P) role is required, as well as edit rights in payroll function-specific rights for: Record type management, Basic data, and Salary models, types, and holiday calculation methods. Payroll profiles with the necessary rights: All rights.
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