Client settings - Payroll
Closing date hours
Closing date hours means that time registrations on or before the selected closing date cannot be edited.
This is used to lock hours that have already been processed, for example after payroll export.
Closing date absence
Closing date absence means that absence on or before the selected closing date cannot be edited.
This prevents changes to absence that has already been processed or exported.
Payroll integration
Payroll integration shows which export format for variable pay has been configured for your organization.
The export format is configured and changed by Capitech. Please contact us at support@capitech.no if your organization needs to change the payroll format.
Absence integration
Absence integration shows which absence export format has been configured for your organization.
The export format is configured and changed by Capitech. Please contact us at support@capitech.no if your organization needs to change the format.
File export
Under File export, you specify the file name for the export file generated during payroll export.
For exports from Capitech Flow, you normally only specify the file name, for example:
Lonnseksport.csv
For exports from Classic Tid, you specify both the path and file name, for example:
F:\Mappenavn\Mappenavn\Lonnseksport.csv
Max days fromdate past period
Max days fromdate past period is only used for extended payroll export.
This setting controls the maximum number of days you can go back from the start date of a payroll period.
Payroll export grouping
Payroll export grouping controls how hours are grouped in the export file sent to the payroll system.
You can choose between:
- Grouping by period
- Grouping by month
- Grouping by date
Payroll period grouped by period
This is the standard payroll export, where identical values are combined into one line in the export file.
Examples of values that can be combined include:
- employee number
- department
- wage type
- quantity
This is the most common grouping level for importing variable pay.
Payroll period grouped by calendar month
This can be used when a payroll period spans two calendar months.
Example: If an employee has 85 hours in May and 75 hours in June, the payroll cost can be allocated to the correct period in the payroll system.
Important: To use grouping by calendar month, the payroll system must support it. The export format must also be adapted by Capitech.
Payroll period grouped by date
This creates one line in the export file for each date.
This can be used if the payroll system needs to process rate changes during a payroll period, for example a rate change based on seniority or another date-dependent rate change.
Important: To use grouping by date, the payroll system must support it. The export format must also be adapted by Capitech.
Export
Under Export, you specify what can be included when exporting variable pay.
Enabling an option here is not enough. It must also be included in the export format adapted for the relevant payroll system. Please contact us at support@capitech.no if your organization needs to change the format.
Approval
Under Approval, you control how hours must be approved before payroll export.
Use time approval
When Use time approval is enabled, hours, compensation, and overtime must be approved before they can be exported to payroll.
This is normally recommended because it ensures that the payroll basis has been checked before export.
Permit managers to self-approve hours
The Permit managers to self-approve hours setting controls whether managers can approve their own hours.
When this setting is disabled, managers cannot approve their own hours.
This requires the system to identify the relationship between an employee and their manager. It is therefore only available if at least one of these options is in use:
- Simployer login
- Microsoft login / Azure login
- managers are linked to employees through employee linking in Flow under Admin → Security → Users
Salary export concept - Hours
Under Salary export concept - Hours, you select whether to use ordinary or extended payroll export.
This option is normally configured when the Capitech solution is set up and should not be changed without consulting Capitech.
Ordinary payroll export
With ordinary payroll export, approved time registrations within the dates specified for the payroll groups in the payroll period are exported.
Time registrations outside the period are not included.
The final day of the payroll period is automatically set as the closing date for hours, which locks the exported hours.
Extended payroll export
With extended payroll export, the following are exported:
- approved time registrations within the payroll period
- approved but unexported hours from a previous period, starting from your specified start date
Records are locked by date and employee. This means that registration and corrections can remain available for employees whose payroll has not yet been processed.
You can also add missing registrations on days without hours for employees whose payroll has already been processed. For example, this can apply to late registrations that should be paid in the next payroll run.
Read more in a separate article about extended payroll export.
Salary export concept - Absence
Under Salary export concept - Absence, you select whether to use ordinary or extended absence export.
This option is normally configured when the absence solution is set up and should not be changed without consulting Capitech.
Ordinary absence export
With ordinary absence export, absence is calculated using one time category for absence that can be transferred to the payroll system through the export of variable pay.
The sick pay rate in the payroll system should normally be based on the employee’s average for the previous three months. Some payroll systems can calculate this rate automatically.
Extended absence export
With extended absence export, absence can be calculated using several time categories for relevant compensation.
Absence hours and compensation can be exported to the payroll system through the export of variable pay.
For this to work, mappings must be added in Payroll integration for every combination of absence codes and time categories that can be exported.
Extended absence export is an alternative method for calculating and exporting absence with compensation. It goes beyond the ordinary statutory average calculation of sick pay in Norway.
As a general rule, NAV must receive an income report in which the average monthly income is used as the basis for sick pay. This is based on the three calendar months before the sick leave begins.
This means that extended absence export may be relevant during the employer period, but normally not after the employer period when NAV pays the sick pay.
Permissions
The salary export concept and max days fromdate past period options are permission-controlled.
These options only appear if the logged-in user has permission to view them.
Important to know
The settings in the Payroll tab can affect payroll export, absence export, the locking of hours, and payroll integration.
You should not change these settings unless you understand the consequences. Contact Capitech at support@capitech.no if you are unsure.
Frequently asked questions
What is the Payroll tab used for?
The Payroll tab contains settings for payroll export, absence export, closing dates, approval, and payroll integration.
Can we change the export format ourselves?
No. Payroll and absence export formats are configured and changed by Capitech.
Must hours be approved before payroll export?
Yes. If approval of hours is enabled, hours, compensation, and overtime must be approved before they can be exported to payroll.
What is the difference between ordinary and extended payroll export?
Ordinary payroll export includes approved hours within the payroll period. Extended payroll export can also include approved, unexported hours from a previous period.
Why can’t we see all the options in the Payroll tab?
Some options are permission-controlled and only appear to users who have access to them.