Users guide for the Agresso portal

Users guide
for
the Agresso portal
2012
2012-06-21
Table of contents
Log in to the Agresso portal .............................................................................................. 4
Change of password ......................................................................................................... 5
Report of hours at work .................................................................................................... 6
Daily register of hours you have worked ................................................................................... 7
How do you report time in Agresso? ......................................................................................... 8
Quick reference guide for counting of hours of work ................................................................. 8
Save the time sheet .................................................................................................................. 9
Copy a week........................................................................................................................... 10
Quick reference guide for time codes ...................................................................................... 11
Register absence .................................................................................................................... 12
Register holiday ..................................................................................................................... 12
Check total time ..................................................................................................................... 13
Balance of flexible working hours ........................................................................................... 14
My time sheets ...................................................................................................................... 15
Reporting of expenses ..................................................................................................... 16
1. General .............................................................................................................................. 16
3. Expenses ............................................................................................................................ 17
4. Summary ............................................................................................................................ 18
Register domestic travels ................................................................................................ 19
1. General .............................................................................................................................. 19
2. Travel ................................................................................................................................. 20
3. Expenses ............................................................................................................................ 21
4. Summary ............................................................................................................................ 22
Register travels abroad ................................................................................................... 23
1. General .............................................................................................................................. 23
2. Travel ................................................................................................................................. 23
3. Expenses ............................................................................................................................ 26
4. Summary ............................................................................................................................ 27
Search for travel/expense ............................................................................................... 28
Staff information ............................................................................................................ 29
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Change home address and register information about relative ................................................ 30
Specification of salary............................................................................................................. 31
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Log in to the Agresso portal
You log in to the Agresso portal by giving:
Anv.namn (User name): Write your acronym
Företag (Company): B1
Lösen (Password): Your personal password for Agresso
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Change of password
Agresso gives you a warning when it is time to change
password. The warning is a read area in the top of the
webpage that becomes visible when you have logged in.
To change password, you log in to the Agresso portal and
then click on:
1. Alternativ (Alternative)
2. Byt lösenord (Change password)
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Report of hours at work
When reporting how many hours you have worked, you do
the following:
1. Click on Tid och utlägg (Time and expenses) and then on
Tid (Time).
2. Three options open:
 Daglig tidregistrering (Daily register of hours worked)
 Mina tidrapporter (My time sheets)
 Fråga arbetsflöde tidrapporter (Question workflow
time sheets).
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Daily register of hours you have worked
The red stars mark which information that must be given
before you can move on.
1. Under Period you write the number of the week that you
want to report.
2. To see a week, you click on Lägg till (Add).
3. Click on Arbetstimmar (Work hours) to see your work
schedule.
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How do you report time in Agresso?
1. Hours of work are marked by writing the letter N in the
box marked Tidkod (Time code).
2. Specify activity in the box Projekt (Project).
3. Under Aktivitet (Activity) you write the number 1.
4. Under the days and dates, you write how many hours you
have worked (in centesimal).
Quick reference guide for counting of hours of
work
Normal working hours:
Wintertime = 8.17 (1 September – 30 April)
Summertime = 7.50 (1 May – 31 August)
How you count your time:
5 minutes =
0,08
10 min. =
0,17
15 min. =
0,25
20 min. =
0,33
25 min. =
0,42
30 min. =
0,50
35 min. =
0,58
40 min. =
0,67
45 min. =
0,75
50 min. =
0,83
55 min. =
0,92
1 hour
=
1,00
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Save the time sheet
Remember to save when you have registered your hours.
2.
Do you want to continue registering hours in current week
at a later point?
1. Choose status Utkast (Draft)
2. Click on Spara (Save)
1.
Have you finished registering the whole week and you want
to send the time sheet for attestation?
1. Change status to Klar (Finished)
2. Click on Spara (Save)
When you have marked the time sheet Klar and Spara, the
status Utkast will change to either of these:
- Spärra (Block) – Awaits attestation
- Överförd (Transferred) – Sent to salary
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Copy a week
If you want to, you can copy an old week.
You do this by clicking on Kopiera tidrapport (Copy time
sheet).
Then you choose a week that you want to copy and tick the
box for Rensa tiden (Clear the time). This gives you an empty
week to fill and you do not have to delete rows.
Click OK.
And your new week is available.
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Quick reference guide for time codes
By clicking the blue button you get a list of absence
alternatives, overtime and so called qualified overtime.
EA
EAML
ENKELP
ENKELT
EXAMEN
F
FL
FLYTT
KOMPP
KOMPT
KVALP
KVALT
MERP
MERT
N
OFF
SEM
SJUK
VAB
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= Personal matter
= Personal matter with salary
= Single overtime paid in money
= Single overtime paid in time
= Examination
= Balance of flexible working hours
= Parental leave
= Move, one day with pay
= Compensatory leave in money
= Compensatory leave in time
= Qualified overtime in money
= Qualified overtime in time
= Added time in money
= Added time in time
= Normal time
= Public function
= Holiday
= Sick
= Care for children
Register absence
All absence is registered in the same way as when registering
hours you have worked, except for Holiday.
1. Under Tidkod (Time code) you write the kind of absence
you have had (see quick reference guide on preceding page),
or click on the blue button directly to the right
. By
clicking the blue button you get a list of absence alternatives.
2. Then you register the time, in centesimal, you have been
absent, under the day in question.
Register holiday
1. Under Tidkod (Time code) you write SEM.
2. Please note that the unit here is day (not hours).
Therefore, give the number 1,00 when you have been on
holiday and not number of hours as for other time codes.
N.B.
Remember that absence and working hours must be
registered on different lines. Therefore, you shall add an
extra line when you register a week with both working hours
and absence. Click on Lägg till (Add).
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Check total time
1. After you have registered your holiday you click on
the blue button to the far right. The registered time is
summed up.
2. Summation
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Balance of flexible working hours
1. Click on Saldolista (List of balance).
2. Then click on Uppdatera to see your balance of flexible
working hours. The balance will be updated when the time
report is marked Klar (Finished) and Spara (Save).
Plus-flex
Flexible hours to use. According to BTH’s policy, you may not
have a plus balance of more than 30 hours.
Minus-flex
Flexible hours to work. According to BTH’s policy, you may
not have a minus balance of more than 10 hours.
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My time sheets
Under Mina tidrapporter (My time sheets) you can see all
the time you have registered.
Click on Mina tidrapporter (My time sheets)
And then on the button Sök (Search).
With the button Alla nivåer (All levels) you can choose to
gather the working days to show week numbers.
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Reporting of expenses
To report an expense you click on:
1. Tid och utlägg(Time and expense)
2. Resa och utlägg (Travel and expense)
 Reseräkning (Travelling expenses account)
1. General
1. Specify Restyp (Kind of travel) Utlägg, Ersättningar m.m.
(Expense, reimbursement, etcetera)
2. Fill in all data in areas marked with red stars, they are
mandatory. Order numbers or other notes are specified in
the area for comments.
Then click on
(Next step)
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3. Expenses
1. Click on Lägg till (Add)
2. Specify kind of expense by pulling down the “curtain”.
Example
Expense keep-fit activity, value SEK 1000 including sales tax
(i.e. the sum you have paid).




Specify expense type Friskvård (Keep-fit activity)
Specify amount
Specify account. If you are uncertain about vsh or vgr,
ask manager or economist. Or write BYT (Change).
Tax code – specify the tax rate written on the receipt.
The following tax rates are applicable:
o L1 = 25 % tax
o L2 = 12 % tax
o L3 = 6 % tax
o 0 = 0 % tax
3. If you have more expenses, click on Lägg till (Add), or
Nästa steg (Next step).
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4. Summary
Now you get a summary of your expenses.
1. Does everything look OK?
a) No? Then you can go back and change. You may also save
the expense as a draft if you wish to continue at a later time.
b) Yes? Change status to Klar (Finished). Then click on Spara
(Save). Note that you cannot change an expense after having
changed the status till Klar (Finished) and clicked on Spara
(Save).
2. After you have saved, your expense gets a verification
number.
3. Click on Förhandsgranska utskrift (Preview printout) and
print the document. This document, together with receipts if
any (always original), shall be sent to the
economist/personnel administrator.
Your expense will be attested electronically by your manager
before the sum is paid together with your salary.
To register a new expense/a new travelling expenses
account, you click on Rensa (Clear) and start from the
beginning.
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Register domestic travels
1. Click on Tid och utlägg (Time and expense)
2. Resa och utlägg (Travel and expense)
3. Reseräkning (Travel expenses account).
1. General
1. Specify Restyp (Kind of travel) Inrikes resa (Domestic
travel) and specify also Syfte (Purpose) before you click on
Nästa steg (Next step).
2. Fill in all data in areas marked with red stars, which are
mandatory. Order numbers, if any, are specified in the area
for comments.
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2. Travel
1. Fill in;
 Startdatum (Start date) and Starttid (Start time)
 Slutdatum (End date) and Sluttid (End time)
2. Antal nätter i eget boende (Number of nights in private
home) shall only be specified if you have stayed with a
relative or such, but leave it empty if BTH has paid the
housing cost.
3. Specify Kostavdrag (Deduction for meal) for relevant day,
i.e. the meals you have been given during the travel. If you
have not been given any meals, you leave it empty. You
specify deduction for meals by ticking and/or write number
of days. Första dag (First day), Mellandagar (Days between),
Sista dag (Last day), depending on how many days you are
away.
4. All meals shall be summarized in Kostförmån (Meals that
will be taxed).
Example
Been travelling for three days, received lunch and dinner the
first day, breakfast, lunch and dinner the second day and
breakfast and lunch the third day.
In Kostförmån you then write that you have received a total
of 3 lunches and 2 dinners.
5. Click on Nästa steg (Next step) and then OK in the box that
appears.
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3. Expenses
If you have had expenses in connection with your travel you
can add them here by clicking on Lägg till (Add). (See earlier
instructions for Expenses.)
If not, check that everything looks alright and click on Nästa
steg (Next step).
Account coding
1. Account coding is specified here. Are you unsure about
which vsh/vgr you shall use? Contact closest manager or
economist. Or write BYT (Change).
2. Click on Uppdatera alla poster (Update all entries), then
you do not have to specify account code for each row.
3. Click on Nästa steg (Next step).
Quick reference guide ”Orgar”(“Orgs”, Organizations)
MAM=202*
DSN=203*
HAL=204*
ING=205*
COM=206*
BIB=221*
FOR=224*
Reception=233
HLE=241*
GUN=242*
FAK=243*
* = Final number. Contact your economist if you are unsure.
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4. Summary
1. Does everything look OK?
a) No? Then you can go back and change. You may also save
the travel expenses account as a draft if you wish to continue
at a later time.
b) Yes? Change status to Klar (Finished). Then click on Spara
(Save). Note that you cannot change your travel after having
changed the status to Klar (Finished) and clicked on Spara
(Save).
2. After you have saved, your travel gets a verification
number.
3. Click on Förhandsgranska utskrift (Preview printout) and
print the document. This document, together with receipts if
any (always original), shall be sent to the
economist/personnel administrator.
Your travel expenses account will be attested electronically
by your manager before the sum is paid together with your
salary.
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Register travels abroad
1. General
Change Restyp (Kind of travel) to Utrikes resa (Travel
abroad). Fill in Syfte (Purpose) and click on Nästa steg (Next
step).
2. Travel
Begin with specifying travelling time in Sweden;
1. Startdatum (Start date), when you leave home.
2. Starttid (Start time), when you leave home.
3. Slutdatum (End date), when you leave Sweden.
4. Sluttid, when you leave Sweden.
Specify Kostavdrag (Deduction for meal) if any. (See example
in Domestic travels.)
Click on Lägg till (Add).
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Now add remaining countries for this travel in the same way.
1. Specify Destination
2. Startdatum and Starttid (when you arrived to the country)
3. Slutdatum and Sluttid (when you left the country)
Finish the travel by adding destination ”Sverige” to show
when the travel was finished. Click on Nästa steg (Next step).
See example of travelling expenses account on next page!
Antal nätter i eget boende (Number of nights in private
home) shall only be specified if you have stayed with a
relative or such, but leave it empty if BTH has paid the
housing cost.
4. Specify Kostavdrag (Deduction for meal) for relevant day,
i.e. the meals you have been given during the travel. If you
have not been given any meals, you leave it empty. You
specify deduction for meals by ticking and/or write number
of days. Första dag (First day), Mellandagar (Days between),
Sista dag (Last day) depending on how many days you are
away.
5. Alla måltider skall sedan summeras i kostförmån
Example Kostavdrag (Deduction for meal) and Kostförmån
(Meal that will be taxed)
Been travelling for three days, received lunch and dinner the
first day, breakfast, lunch and dinner the second day and
breakfast and lunch the third day.
In Kostförmån you then write that you have received a total
of 3 lunches and 2 dinners.
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Example travel to Germany
Step 1
Destination: Sweden (Sverige)
Left home 2012-03-27 at 07:00
The airplane to Germany left 2012-03-27 at 09:00
Click on Lägg till (Add)
Step 2
Destination: Germany (Tyskland)
Landed in Germany 2012-03-27 at 11:00
Left Germany 2012-03-28 at 15:00
Click on Lägg till (Add)
Step 3
Destination: Sweden (Sverige)
Landed in Sweden 2012-03-28 at 17:00
At home 2012-03-28 at 19:00
Now your travel is finished and you can click on Nästa steg
(Next step).
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3. Expenses
If you have had expenses while travelling, such as tickets, you
click on Lägg till (Add). (See instructions for expenses.)
N.B.
All expenses shall be specified in SEK. Have you had expenses
in other currencies? Use the currency converter here:
http://www.oanda.com/lang/sv/currency/converter/
The date shall be equal to the date of transaction.
Make a print out and attach as basis for the expense.
If not, click on Nästa steg (Add).
Account coding
1. Account coding is specified here. Are you unsure about
which vsh/vgr you shall use? Contact closest manager or
economist. Or write BYT (Change).
2. Click on Uppdatera alla poster (Update all enries), then
you do not have to specify account code for each row.
3. Click on Nästa steg (Next step).
Quick reference guide ”Orgar” (“Orgs”, Organizations)
MAM=202*
DSN=203*
HAL=204*
ING=205*
COM=206*
BIB=221*
FOR=224*
Reception=233
HLE=241*
GUN=242*
FAK=243*
* = Final number. Contact your economist if you are unsure.
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4. Summary
1. Does everything look OK?
a) No? Then you can go back and change. You may also save
the expense as a draft if you wish to continue at a later time.
b) Yes? Change status to Klar (Finished). Then click on Spara
(Save). Note that you cannot change your travel after having
changed the status to Klar (Finished) and clicked on Spara
(Save).
2. After you have saved, your travel gets a verification
number.
3. Click on Förhandsgranska utskrift (Preview printout) and
print the document. This document, together with receipts if
any (always original), shall be sent to the
economist/personnel administrator.
Your travel expenses account will be attested electronically
by your manager before the sum is paid together with your
salary.
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Search for travel/expense
You search for a travel/expense by opening Resa och utlägg
(Travel and expense), Reseräkning (Travel expenses account).
1. Click on Öppna (Open).
2. Write the verification number and then use the tabulator
key.
If you for instance have forgotten to change the status of
your travel expenses account to Klar (Finished) you can do
this here.
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Staff information
Under Personalinfo (Staff information), you find the address
that is recorded in Agresso as well as your specification of
salary.
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Change home address and register
information about relative
Have you moved and want to change address?
1. Click on Personalinformation (Staff information)
2. Kontaktinformation (Contact information)
3. Then change Gatuadress (Street address)
4. Click on Spara (Save)
Register information about relative
Register relative that you want BTH to contact in case of a
crisis situation.
1. Click on Personalinformation (Staff information)
2. Anhöriga (Relatives)
3. Add name, relation, telephone number to relative.
4. You may register more than one relative, then prioritize
who should be contacted in first hand.
5. Click on Spara (Save)
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Specification of salary
Under Lönespecifikation (Specification of salary) you can see
your latest specification of salary.
But also search back in time by stating the month you are
interested in.
Holidays this year (“Semester årets”)
You can see how many days of holiday you have
(“Ursprungligt belopp”) as well as remaining days of holiday
(“Restbelopp”).
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