How do I correct reporting already submitted to Fora in HRM Payroll?

Extra payment in the reported period

Incorrect setting on pay codes for pensionable salary

Debt that cannot be settled against a later salary (repayment)

Correction of an incorrect marking

Correction of incorrect end dates

Situations that require manual processing at Fora

Correction of errors in earlier reporting to Fora

The fundamental principle for monthly reporting to Fora is that everything relating to the reporting month is included:

• pensionable salary paid out during the month
• marking codes relating to employment periods ongoing during the month

If you discover inaccuracies in submitted reporting to Fora, you must correct the incorrect data. Depending on the type of error, you may need to make a correction in an already submitted reporting month instead of amending the error in a future period. It is not permitted to report negative amounts in any field, which means you cannot make certain corrections in a later period.

Below are some examples of different situations that may arise and how you resolve these.

Extra payment in the reported period

If you have completed the ordinary payroll, submitted the reporting to Fora, and then realise that something else needs to be paid out in the same month as an extra payment, proceed as follows:

1. Create an extra payroll run to handle the necessary payments.
2. Settle the extra payroll run.
3. Remove the tick on the Fora specification for the current reporting period.
4. Recalculate the Fora specification for all or affected employees by using the function to complete the specification.
5. When the specification appears correct, finalise it and generate a new file with the corrected data to send to Fora. The new file will replace the previously reported information.

Incorrect setting on pay codes for pensionable salary

If, after reporting, you discover that the wrong pensionable salary has been reported due to incorrect settings on the pay codes, do as follows:

1. Amend the settings on the pay codes so they are correct.
2. Find out which months have been incorrectly reported. You may need to contact Fora if the correction concerns earlier periods.
3. For each affected month: remove the tick on the Fora specification, complete the specification, and tick it again when everything is correct. Then create a new file and report to Fora.
   
   

Debt that cannot be settled against a later salary (repayment)

If a payroll debt arises which an employee must repay, and which cannot be settled by a deduction from a future salary, you may need to correct the previously reported salary to Fora.

Example:

An employee receives their monthly salary in September, and both AGI reporting to Skatteverket and pensionable salary to Fora have been submitted. It then turns out that the employee has resigned without the payroll office being informed, and the full monthly salary must be repaid.

Proceed as follows:

1. Follow the AGI instruction to create an extra payroll run where the repayment is corrected and the AGI is amended.
2. Then remove the tick for the Fora specification, complete the specification, and tick it again when everything is correct. Then create a new file and report to Fora.
   
   

Correction of an incorrect marking

The basic principle is that the last reported marking for an employee applies. We will go through some examples of situations and how you can make a correction.

• An employee lacked a marking
  If you want to add a missing marking for an employee in an already reported period, start by entering the correct marking for the employee. Then remove the tick on the Fora specification, complete the employee so that the correct marking is included, and tick the specification again. Then generate a new file and submit to Fora.

• Change of previously reported marking
  If you have reported an incorrect marking code, follow the same procedure as above. Note that the start date for the marking sent to Fora will apply from that date, even if it is a date earlier in time.
• A new employment starts earlier than planned
  If you have reported a marking from, for example, 25 January but the employment actually starts on 20 January, change the start date for the marking. Then complete the specification and generate a new file to send to Fora.
• A new employment starts later than planned
  If you have reported a marking from, for example, 25 January but the employment actually starts on 30 January, it is not sufficient to only change the start date in the payroll system and send a new file. This is because you cannot remove already reported markings from a certain date by file, only add or change. You must therefore log in to Fora’s Mina sidor and change the start date there. To avoid mistakes in future month’s files, you also need to update the marking start date in the payroll system.
• An employee was supposed to start but changed their mind
  If you have reported a marking for a person who then never started their employment, you must manually remove the employee on Fora’s Mina sidor.

Correction of incorrect end dates

When reporting an end date by file, the basic principle at Fora is that an end date for an employment that is in the future can be replaced by submitting a file with a new end date. However, you cannot change an end date that is already in the past via file reporting. As the payroll system only reports end dates that occur within the reporting month, this means it is very rarely possible to correct an end date via file.

Below are some examples if you have reported an end date for an employee that you then need to correct.

• End date for the employee is moved forward within the same month
  If, at the end of January, you reported an end date for an employee, for example 15 January, and later get information that the employee will continue working until 20 January. Since the end date is in the past, the correction must be done manually in Fora.
• End date for the employee is brought forward
  If, at the end of January, you reported an end date, for example 15 January, and then receive information that the employee will end already on 10 January. Since the end date is in the past, the correction must be done manually in Fora.
• End date for the employee needs to be removed
  If, at the end of January, you reported an end date, for example 15 January, but then get information that the employee will continue to work. In this case you must contact Fora to remove the reported end date.

Situations that require manual processing at Fora

Some situations cannot be resolved via file from the payroll system and instead require manual processing on Fora’s Mina sidor. Here are the most common ones.

Employees without a national ID number or coordination number

To report data to Fora for an employee, a national ID number or coordination number is required. If you have employees lacking both, you need to contact Fora for guidance on how to handle these cases.

Resetting a previously reported salary

If you have reported a pensionable salary for an employee, but it later turns out that the salary should be zero kronor, you must change this manually on Fora’s Mina sidor. A file with salary set to zero kronor is interpreted as no specification being submitted and will therefore not replace the previous value. This applies to both pensionable salary and transferable salary.

Removing a previously submitted marking

If you have reported a marking for a period and it later turns out that the employee did not have an employment during the entire period, you need to manually adjust the dates on Fora’s Mina sidor. Markings reported via file can only be used to add or amend a marking. It is therefore not possible to remove a marking for a period via file.

Some examples of situations when this occurs:

• An employee was supposed to start, e.g. on 25 January, but after the marking was reported the employment start was moved forward to 10 February. Here, you need to manually amend the marking start date on Fora’s Mina sidor.
• An employee was supposed to start, e.g. on 25 January, but after the marking was reported, you are informed that the employee will not start the employment. In this case, you need to manually remove the employee on Fora’s Mina sidor.

Several short employments with breaks during the same month

There is currently a limitation in file reporting to Fora meaning you can only report one end date per employee and file. This means that if, for example, you have an employment between 1–10 January and then another between 20–25 January, only the last end date, 25 January, will be included in the file.

However, it is possible to report several start dates for markings in the file, which allows you to report both 1 January and 20 January as start dates for markings. The effect is that Fora does not receive information that you had no employment between 11–19 January, which means insurance will apply even for that period. If you want to avoid this, you need to manually report the correct end dates on Fora’s Mina sidor.

Change or remove a previously submitted end date

When you report an end date via file to Fora, a future end date can be replaced by submitting a new file with the updated date. However, you cannot change an end date that has already passed via file reporting. Since the payroll system only reports end dates within the current reporting month, it is unusual to be able to correct an end date via file.

If you have supplied an incorrect end date and discover it afterwards, or if the employee continues their employment, the change must instead be made manually on Fora’s Mina sidor.

Related articles:

How do I report pension to Fora monthly in HRM Payroll?