A payroll file your payroll system imports without rework

The problem is not the hours

Most time tracking systems can show how many hours somebody worked. That is the easy half. The hard half is turning those hours into something a Swedish payroll system imports without a person sitting down to work out which of them were unsocial hours, which were overtime, and which were additional hours rather than overtime because the employee is part-time.

That work is where the errors come from, and it is the work Timply does before the file is written.

How the hours are split

Every clock-in is compared against the shift differential categories you have set up, and the hours are divided between them at the minute the window opens.

A clock-in from 16:00 to 22:00 on a Tuesday, with a weekday evening window starting at 18:00, becomes six hours of ARB and four hours of OB1. The differential hours sit on top of the hours worked rather than replacing them, which is what the payroll system expects. Timply also checks that differential hours never exceed hours worked for the same day, because differential hours lie on top of working time and cannot be more numerous than it.

When an employee records overtime they choose between payment and time off in lieu at that moment. The choice becomes ÖT1 or ÖK1 in the file. For part-time employees Timply separates additional hours from overtime using your full-time measure, so MER is never mixed with ÖT1.

Absence gets its own entries

Absence is not a gap in the hours. It is its own row with its own code, at the extent that was approved, so a half day of care for a sick child is half a day rather than a missing afternoon.

Making the export

1. Pick the period. Any start and end date, so it follows your payroll run rather than the calendar.
2. Check the totals against the report in Timply.
3. Download the PAXml 2.0 file.
4. Import it into payroll and check the total against Timply's report before running the payroll.

Step four is not a formality. Read the total in both systems the first time you run a new period, because that is when an incorrect code setup on the payroll system's side shows up.

Timply calculates, you decide

Timply calculates from the rules you have entered, and is responsible for the calculation being correct and traceable back to a single clock-in. Which differential level applies to a given shift, and what it should be paid at, is decided by your collective agreement and by you.