This guide covers the creation and editing of record types in Netvisor. The guide goes through the basic data of record types, calculation rules by salary models, and the necessary access rights for managing settings.

CONTENT

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.

Add a new record type by selecting the Add new record type button.

Help: Creating a record type visible on the payslip

Record type information

Provide the necessary details and settings in the record type information.

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.

Note that used record types cannot be removed from the list view. Set extra record types with a name like "X" so that they fall to the end of the list or give the name as "NOT IN USE".

Number

Use the record type number in integrations, where it 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

Enter the record type name in Finnish, Swedish, and English. The 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

Define the nature of the record type, which indicates the type and affects the function.

Use record types with the nature "Other absence" and "Annual holiday" 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

Note that the nature of the annual holiday 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.

In cases where the annual holiday is consumed only five days a week, use the setting "Record absence period only on weekdays (Mon-Fri)". This way, the "Add holiday/absence" function automatically records only 5 holiday days per week.

Unit

Select the unit as day (d) or hour (h).

Record annual holidays always as whole annual holiday days. For annual holidays, the unit should always be day, not hour.

Affects holiday entitlement

Select this if you want the record type to affect whether it is included when comparing the fulfillment of the working condition (14 days or 35 hours) in the employee's basic data.

Use in flexitime calculation

Select whether the record type affects flexitime or not.

Help: Flexitime

Affects working hours

Select this to affect the total number of hours for one working day for the record type.

Example: If you record 12.5 hours of normal hourly work for one day (8 AM to 9 PM), which includes evening allowance from 6 PM to 9 PM, do not select "affects working hours" for the evening allowance record type to keep the total hours of the workday at 12.5 hours (instead of increasing to 15.5 hours).

Utilize similar settings in situations where basic and increased parts of overtime are recorded for overlapping periods. If you select "affects working hours", the record is included in the calculation basis for "Worked days" or "Worked hours".

Show record type information on payslip

Select whether the record type information (name and quantities) is brought to the payslip row description. If you want the information visible, create a target salary type 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

Define salary model specific formulas below the basic data.

Basis of pay

Select this if a transaction is made on the payslip based on the record type.

Basis of target calculation

Select this if calculation targets or cost centers are used, where hour recordings are to be marked.

Coefficient and salary type coefficient

Provide the coefficient of the a-price acting as the salary type coefficient as follows:

  1. If you want to pay the a-price as simple, give the coefficient as 1 (e.g., Normal hourly work).
  2. If you want to pay the a-price as double, give the coefficient as 2 (e.g., Sunday work 200%).
  3. If you want to pay the a-price as 50%, give the coefficient as 0.5 (e.g., Overtime increase part 50%).

Target salary type

Select the salary type from the salary model where you want the transaction to be visible on the payslip. Note that as of the update on 28.9.2017, you can only select a target salary type from a salary type whose group is: Salaries and allowances, Holidays and absences, or Tax-exempt allowances for expenses.

Saving

  1. Select the salary model where the record type is used.
  2. Define whether the record type is the basis of pay and the basis of target calculation.
  3. Save changes using the save button at the bottom of the page.

Access rights

Ensure you have the Payroll accountant (P) role for managing record types and edit rights in payroll function-specific rights for the following sections:

  • Record type management
  • Basic data
  • Salary models, types, and holiday calculation methods

Payroll profile with the necessary rights: All rights.

Frequently asked questions

Can a used record type be deleted?
Used record types cannot be removed from view. However, you can rename them (e.g., "X" or "NOT IN USE") to move them to the end of the list.

What unit should be used for recording annual holidays?
The unit for annual holidays should always be day (d), not hour.

How can a record type be made visible on the payslip?
Select the setting "Show record type information on payslip" and define a corresponding target salary type for the record type.

How do I set the coefficient for 50% overtime compensation?
Set the coefficient as 0.5 in salary model specific formulas.

Keywords: Record types, payroll settings, working hours registration, salary model, target salary type, annual holiday, flexitime, working condition, basis of pay.

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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