Workplace number and place of service in Kleer

If the company has more than one office, the employer's return must show which office each employee belongs to.

What is a workplace number and where do I register it?

If the company has more than one office, the employer’s return must show which office each employee belongs to. This is reported through something called a workplace number in the employer’s return.

Even companies that do not have more than one office have been given workplace number 1, where the company’s address has been registered. This follows from the new rules introduced on 1 January 2023, which mean that for all employees in the company, the employer’s return at individual level must report which address each individual works at. All new employees therefore automatically get the company’s address as their place of service when their employment contract is added, unless you actively add a new workplace number or use one of the special numbers (read more about them below).

You can read more about what a workplace number is and how it is used at SCB. To register your different workplaces you need to log in to Verksamt.se.

The workplace number is registered at person level in the employment contract

In Kleer you note on each employee’s employment contract in the system which workplace number the employee belongs to, under Settings > Users.

This is how it works in Kleer:

2. If workplace number 99990 or 99994 is used on an employment contract, Kleer automatically fetches the employee’s home address as the place of service. The home address is entered in the employee’s employment contract in Kleer. The address fields are shown if you click Show more under the personal identity number you have entered.
3. If one of the special workplace numbers 99992, 99993 or 99999 is used on an employment contract, you get new address fields in the employment contract where the person’s place of service is entered, “Workplace street address” and “Workplace city”. This is an address that is neither the company’s office address nor the person’s home address.

According to the new requirements from the Swedish Tax Agency, there must always be an address for where each individual works. An address must therefore be given even if the person does not work on site at your usual office. Read more about place of service at the Swedish Tax Agency. Remember that it is you at the company who are responsible for making sure that each employee has the right workplace and place of service entered.

Administer your workplace numbers

You then set which workplace numbers you use at the company in Kleer under Settings > Workplaces. Here you can edit the workplaces you have and add more if needed. It is you at the company who are responsible for making sure that each employee has the right workplace and place of service entered on their employment contract.

With the New workplace information button you can enter your workplace numbers, for example numbers 1 to 6 if you have 6 offices. For the workplaces that belong to a specific office you also enter the street address and town, and this is picked up automatically for the employer’s return, where the place of service must now also be reported for each individual employee.

When you have added your workplaces, you go through each person’s employment contract under Settings > Users to add which workplace number they belong to, and they are then also assigned their place of service.

As you can read in the system, there are also a number of special numbers for workplaces, since it is not always the case that all employees work at one and the same office.

The special workplace numbers are to be used in different situations and consist of the numbers 99990 to 99999. You can read more about which numbers to use when at SCB.