What do the annual routines for ATF look like?

1. Start a new earning period

The first step in the cycle is to start a new earning period.

This should be done when the last payroll runin the old earning period is settled, and before the first payroll run in the new earning period is created. If, according to the collective agreement, the qualifying period starts on 1 January, you should be completely finished with the payroll run for December, but before you start the payroll run for January.

To start a new earning period, go to the overview under Administration –
Actions processed – Annual routines – ATK / ATF change. Here, the employees you wish to start a new
qualifying period for in the overview should have an ongoing earning period (the one to be completed),
and a withdrawal period. It might look like this.

At the top of the button bar, click on Start a new earning period. The selection view will open for starting a new earning period.

At the top, enter the start date for the new earning year. The system will use this
date to find All employees with an ATF agreement with the same start date and start a
new earning period for them.

The checkbox to Calculate number of hours for paid free time applies only to employees with ATK
and has no effect on those with ATF.

You can also select a specific ATK / ATF agreement as well as a selection of employees if you wish
to start a new earning period for a group at a time.

Once you have made your selections, start the routine by clicking on Create. When the calculation is completed,
the list updates and you see the result.

In the blue column, you see the new earning period, which is empty since the employees have not yet
earned anything. Values will be added here as soon as a payroll run is created for the new
period. The completed earning period is now found in the yellow columns for
the selected period. These are the earned hours that the Employee, depending on the agreement, must decide
what to do with. If you have an agreement where no choice can be made, the withdrawal type is displayed directly
as shown in the picture below.
The green columns furthest to the right remain unchanged.

2. Employee's choice

If the Employee, according to the agreement, can choose what to do with their earned hours,
this happens as the next step.

For Employees who need to make a choice, you enter a deadline in the ATK / ATF agreement when the Employee
must no later than have made their choice. If you wish, you can also set reminders for the
Employee and/or managers that it is time to log in and make a choice, or remind them that the
deadline is approaching. Reminders can be received via email, notes in HRM Mobile
or via the front page of Flex HRM.

The Employee makes the choice on the front page in Flex HRM in the ATK / ATF panel. Please note that the
Employee must be given authorisation to this panel. Below you see an example of how it looks
for an Employee who has not yet made a choice.

When the Employee has made a choice and submitted a response, it looks like the picture below. The
Employee can easily change their response afterwards if desired.

As an Administrator, you Always have the option to enter the Employee's choice directly in the employee register, on the
ATK / ATF tab.

3. Apply choice and start a new withdrawal period
When All employees have made their choice/or if no choice is to be made, the shift should be applied and a new withdrawal period started for those who receive paid free time. This routine also generates transactions in payroll preparation for those Employees who have chosen paid compensation, pension premium (passive pay code) as well as those with remaining time from the previous withdrawal period to be paid out.
Because of this, there must be a preliminary payroll run for All employees that should be
applied before the routine is run. This should be the first ordinary payroll run in the new
withdrawal period.

Example:
If the withdrawal period, according to the agreement, begins on 1 January, you should first start the ordinary payroll run with payment in January.

Please note that the routine for applying should be run as the last step in the payroll run, i.e. after
retrieving discrepancies (absence) from the Previous month. This is to decrease the balance
for the withdrawal of ATF leave at the end of the old withdrawal period before starting the new withdrawal period
and paying out remaining leave from the Previous period.

Before you apply the Employee's choice and start a new earning period, you should be
in the position as shown in the picture below. In the yellow columns for the Current selected period, they should see that the
Employees have made their choice if applicable according to the agreement. If you use a standard option for those
who have not made a choice, it's fine if not All have made a choice, otherwise you need to ensure All
have made a choice.
You can also take a look at the green columns for the old withdrawal period. There
shouldn't be many remaining hours.

If everything looks good, you can now run the actual routine to Apply choice and start a new withdrawal period.

In the dialog box, enter the start date for the new withdrawal period. This date is used to
find All employees with an agreement where the withdrawal period matches this date. You can
also select ATK / ATF agreement or a group of Employees if you don't want to run for All employees at once. It may be wise to test it on a single Employee first to ensure All
pay codes work correctly.
When you click Apply, the routine starts. Please note that this routine cannot be reversed. When
the calculation is complete, you will see in the overview that the selected period has disappeared and is now the new
withdrawal period.

When you click Apply the routine starts. Please note that this routine cannot be reversed. When
the calculation is complete, you will see in the overview that the selected period has disappeared and is now the new
withdrawal period.

In payroll preparation, on the ATF tab, you can now see two withdrawal periods in the payroll run where
application of the new withdrawal period was carried out. Firstly, the now completed withdrawal period where
any remaining balance was paid out, secondly, the new withdrawal year where the Employee has recently
chosen how they wish to take it.

Example

Below we show examples of how it may look for Employees in different scenarios.

Example 1:
An Employee has, during the Previous withdrawal period, chosen paid free time, but has not taken out All
hours. The Employee has also chosen paid free time in the new withdrawal period. The system
will then pay out Remaining hours from the completed year. For the new withdrawal year you will
see the new balance.

Example 2:
An Employee had 4 hours paid leave Remaining from the Previous withdrawal period when the
payroll run started. The Employee took 3 of these as paid free time at the end of the
withdrawal period (pay code 352). These have been collected from the time report as usual withdrawal of
ATF leave. Afterwards, the routine was run to apply the Employee's choice and start a
new withdrawal period. As the Employee still has 1 hour Remaining in the completed
withdrawal period, this is paid out (pay code 353).

4. Payment of extra pension provision

If you have an agreement that allows it and Employees have chosen allocation as extra
pension provision, this must be handled manually (for reporting to Fora, see “Create file
for extra pension premium to Fora). You can easily compile the amounts to be allocated
per Employee by running the report Allocation of number and sum. Choose to sum the
pay code/pay codes you use for pension provision, and group by Employee to get
a useful list.
Once you've produced the list, you then need to carry out the extra pension provision for the
Employees according to your collective agreement and the pension insurance you use.