Registering Extra Work During Absence
Frånvaro och ledighet · Steg-för-steg-guide
Modul: Timeplan Bas
Tillvalsmodul: Schemamodul Bas för frånvaro och arbetspass
För personal- och löneansvariga administratörer
Uppdaterad 2026-11-12 10:50
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Short Answer
First, check which absence is already recorded and the hours the employee is actually meant to work. Enter the work as a separate shift or the relevant part of the day, and adjust the absence so that the same time is not counted both as work and leave. If the work is to follow different contractual terms, the payroll manager must confirm which agreement is to be applied to the shift.
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Before You Start
Ask the personnel or payroll manager to confirm how the extra work should be compensated. In some arrangements, a specific hourly wage agreement is used on the shift, for example, during parental leave. This is not a general rule for every absence or employment; verify that your specific agreement and payroll handling follow that approach.
You need Schedule Module Basic to modify absence and work shifts here. A special collective agreement choice on the shift also requires the permission Change collective agreement on a work shift. Check that the day is within an open payroll period and that a valid employment contract applies on the date before you begin.
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Do not change the collective agreement on a shift without a decision on the payroll consequence
A manual agreement choice can alter how time and compensation are calculated for the shift. Confirm with the payroll manager and verify the results in the payroll report before the period is locked.
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Be particularly attentive if the day has multiple agreements
The calculation of overtime may use the agreement from the day’s first shift even for work related to another agreement. Thus, check both the full-time measure and which account the overtime is posted to. A special agreement on the shift alone does not prove that the entire payroll calculation follows that agreement.
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Separate the Work from the Absence
1Review the Absence and Work ShiftOpen the employee’s Clockings and Balances for the relevant day. Check the absence code, shifts, and any clocking entries. #### Further Details - Base your actions on what actually happened and how it must be reported in accordance with your agreement. Working hours need to be distinguished from absence, but an uninterrupted leave period should not be broken unnecessarily. Confirm the implications for sick leave or leave calculations before removing a full-day code. - Check if work and absence are already recorded as separate parts of the day. If they overlap, Timeplan may show a balance that looks reasonable overall but is posted to the wrong account or payroll code. - If the day is in a locked payroll period, coordinate the correction with the payroll manager. A change in Timeplan does not automatically update a payroll file already imported. - Also verify which employment contract applies on the day. If the employee has multiple contracts, the same working time can produce different results depending on which contract the shift and calculation use.
2Adjust the Absence for the Worked TimeSelect Absence... on the page and check both Full Day Absence and Partial Day Absence. Change the code or extent according to the confirmed arrangement. Set both dates of the period to the current day if only that day is to be changed and then select OK. #### Further Details - Only remove the absence code for the entire working day if the whole day’s registered absence is truly to be replaced. If the employee is still absent for part of the day, reduce the coverage so the remaining absence remains. - To remove a full-day selection, choose - under Full Day Absence. Simultaneously check if any part-time codes remain. The selections are separate and both may be applied when you select OK. - For longer leave, changing a single day can affect how the period is reported. Compare the days before and after in the calendar to avoid creating unintended gaps. - Use the absence code and coverage that correspond to the actual reason. An incorrect choice can affect both deductions and the ability to follow up on leave. - For part-time absence, specify a length of time. If the code has a fixed extent, the field instead shows the set percentage and cannot be freely changed. You do not enter your own start and end times for the absence in this dialogue. - With a time account and a work shift, the calculated part-time absence is placed before the day’s first shift. It does not shorten the shift for you. Therefore, adjust the shift’s hours so the shift and absence together correspond to your agreed setup. - When an absence code requires Child, the child must be selected even if you are only changing one day. Also check both dates of the period: a longer interval affects every date included, not just the day from which you opened the dialogue. - OK applies the changes to the page but does not save the day finally. Continue with the shift and then select the page’s Save. If you want to exit without applying the new selections, use Cancel.
3Register the Shift with the Correct TermsChoose Add work shift or open the existing shift on the timeline. Verify Company, Task, and Time in the Work Shift dialog. Select a specific Collective Agreement only if it has been confirmed for your situation, then select Save in the dialog. #### Further Details - The task must be allowed according to the employee’s employment contract. If it cannot be selected, verify the connection before scheduling the shift elsewhere. - Company affects which tasks and collective agreements can be chosen. Check both lists again if you change the company. An old selection displayed on an existing shift is not by itself confirmation that the same choice can be used for a new shift. - The permission to change the collective agreement on a work shift comes from the administrator profile. If the field cannot be changed, do not attempt to bypass the restriction by changing the employee’s employment contract. - A manual collective agreement choice on the shift is used to deviate from the employee’s normal conditions for just that specific work. Verify what account and compensation the chosen agreement provides; do not change the employee’s entire employment contract for a single day if only the shift should deviate. - The option - in Collective Agreement means the shift does not have a special agreement choice. The agreement normally used for calculations then applies. It is thus neither a special hourly wage agreement nor a way to switch off agreement calculations. - Also check Type, Break, and possibly Meal Deduction to ensure previous exceptions do not carry over inadvertently. No break explicitly means zero break time, while - leaves the shift without a manually set break length. - If the end time is earlier than the start time, the shift continues to the next day. Pay special attention to the date boundary when the work lies adjacent to a leave period. - The dialog’s Save applies the change to the current day but is not the final save. You must also save the page as described in the next step.
4Save the Day and Verify the OutcomeSelect Save on the Clockings and Balances page. Reopen the day after the calculation has updated and check the saved shift, absence, clockings, and balances. #### Further Details - Verify that both changes remain: the absence code and extent, as well as the shift times and any collective agreement. Closing the dialog window alone does not confirm that the entire day has been saved. - Italic text on the shift may indicate a special agreement choice, but also other properties, such as a different shift type, manually selected break, or comment. Hover over the shift and read the information to see what actually deviates. - The shift shows the scheduling. Adding or changing a shift does not automatically create clockings for the worked time. Verify the actual time recording according to your organisation’s reporting method before assessing payroll results. - Read both accounts and calculation messages. If an overtime account is missing, the entire day’s overtime calculation may be stopped with an error, not just the overtime line. Therefore, a missing balance does not necessarily mean that the work lacks compensation. - If the day contains work under multiple agreements, the payroll manager should especially check overtime measures and overtime account. The actual result may be governed by the first partial shift’s agreement, even if a later shift shows a different collective agreement. - If an error occurs when saving, review the day before making the same change again. Do not assume all partial changes have been restored together. Follow up with the payroll manager if the result is uncertain.
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Verify the Result
Open the day’s Clockings and Balances again. Check that worked time and remaining absence do not overlap and that balances are posted to the intended accounts. Reconcile with a time and account report and have the payroll manager confirm the outcome before payroll export.
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Frequently Asked Questions
1Should I Always Change the Agreement on the Shift When Someone Works During Absence?No. This is a special procedure for certain payroll and agreement arrangements. First check with the payroll manager whether the work should follow a different agreement or if the regular agreement and correct deviation code provide the intended outcome.