The employment contract: General
What do I set up for the employee to get paid?
Set up what is needed for the employee to get paid!
Under General there are several of the basic settings for payroll. See below for what you need to fill in and what the fields mean.
Is there a lot you need to set up manually? Ask your Kleer consultant whether there is something you can adjust in the default settings for the employment contract, as these are what a new contract is based on.
The settings below are a must for the salary to be paid out:
1. Swedish ID number
Fill in the personal identity number. This is needed for the employee to be able to get salary from the system. If you want to fill in an address, you can click Show more. An address is not needed for the salary to be paid out, though. The address will be shown on the payslip.
2. Employment
Employment date and departure date
Here you fill in the employment date when a colleague starts, and later also the departure date if someone leaves.
Workplace number
Do you have offices in different cities? Then you have several workplaces. These are to be registered at verksamt.se.
If you only have one workplace, you do not need to fill in anything in the box.
3. Tax
The system will suggest the tax table and one-off tax that you have set in the default settings, but these probably need to be adjusted to match what applies to the employee. Ask the employee about the tax table at the start. The information can be found at skatteverket.se.
Kleer updates the tax table in January every year based on information from the Swedish Tax Agency. Updates concerning tax are handled automatically in January for the users who are active in Kleer at the time. For the income year 2024, for example, the tax table you were registered for on 1 November the year before applies, so the tax table does not need to be updated more often than once a year.
Press Show more to add whether the employee has an adjusted tax rate and therefore has another tax rate, or whether extra tax is to be deducted from the salary. An adjustment requires a decision from the Swedish Tax Agency.
4. Payment
Here you fill in the account number. Be careful to enter the digits correctly when you set this up, so that the employee gets salary and expenses paid out. The employee can, and should, check this when they approve their salary in Kleer under the salary reports tab.
Do you use per diem allowances or drive a car for work?
Then you need to fill in the information under the heading Per diem allowances and other expense allowances. This is so that benefits and reporting are correct. If the employee is to be able to register mileage allowance for a private car, create a driving log and register per diem allowance, tick these boxes.
Mileage allowance
If the employee is to be able to report mileage allowance (private car), tick the box. The person will then be able to handle this in the same module in Kleer where expenses are handled. If it concerns mileage allowance for a company car, the information is filled in under the Company car and benefits tab of the employment contract, as different amounts are tax-free.
Also fill in the total reimbursement for mileage allowance in the reimbursement box. If the reimbursement is higher than the tax-free amount, which the Swedish Tax Agency decides and which you can find at the Swedish Tax Agency, the part above it automatically becomes taxable on the salary when the mileage allowance is reported in Kleer.
Fuel benefit
A fuel benefit means that you are to be taxed on a benefit if you drive private miles with fuel that your employer has paid for.
If the employee needs to report a fuel benefit, tick this box. It generates a row on the salary report that the person fills in themselves.
Per diem allowance
If the employee is to report per diem allowance, tick this box. The person then gets the option, when handling expenses, to use the per diem module. This module is based on the Swedish Tax Agencyâs rules on per diem allowance and is meant to be user-friendly. The employee follows the steps the system asks them to fill in, and then gets the correct reimbursement paid out on the salary.
Per diem allowance is reported if the employee travels a lot in their work and is therefore forced to have more expenses than they would have had if they had worked from the office, and the employee can thereby get additional reimbursement.
How should the employee handle their salary in Kleer?
The monthly report
Is the employee only to get reimbursement for expenses (no salary in the company)? Or are they to approve and preview the salary? Or perhaps only see the payslip when it has been authorised and is done?
The salary report is in principle a preview of the payslip. Here absence and time can be filled in and manual adjustments made. In the employment contract you control whether employees submit, and can thereby approve, their salary report themselves, or whether the manager or administrator is to handle this. You can also set whether the employee is only to get reimbursement for expenses and then does not need a salary report created every month.
Should the line manager approve expenses and salaries?
Then you can use the fields under the heading User > Organisation.
Here you can control whether the employee has a line manager and what that manager should see of the personâs salary, expenses and time reporting. If the person is the manager of other employees and needs to see their salaries, expenses or time reporting for approval, this is handled here as well.