Users guide for the Agresso portal

Users guide
for
the Agresso portal
2013-04-11
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
5. Attachments....................................................................................................................... 19
Example; compensation for driving your own car in service ..................................................... 20
Register domestic travels ................................................................................................ 21
1. General .............................................................................................................................. 21
2. Travel ................................................................................................................................. 22
3. Expenses ............................................................................................................................ 23
4. Summary ............................................................................................................................ 24
5. Attachments....................................................................................................................... 25
Register travels abroad ................................................................................................... 26
1. General .............................................................................................................................. 26
2. Travel ................................................................................................................................. 27
3. Expenses ............................................................................................................................ 30
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4. Summary ............................................................................................................................ 31
5. Attachments....................................................................................................................... 32
Search for travel/expense ............................................................................................... 33
Example – forgot to attach receipts, program etc. ................................................................... 34
Personnel Info................................................................................................................. 36
Change home address and register information about relative ................................................ 37
Specification of salary............................................................................................................. 38
Reports ........................................................................................................................... 39
Mina saldon ........................................................................................................................... 39
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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 (Client): B1
Lösen (Password): Your personal password for Agresso
2013-04-11
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. Options
2. 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 Time and expenses and then on Time.
2. Three options opens:
 Timesheets - standard
 My Timesheet details
 Workflow enquiry - Timesheets
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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 (YYYYWW).
2. To see a week, you click on Add.
3. Click on Working 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 Time code.
2. Specify activity (vsh) in the box Project.
3. Under 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.
Do you want to continue registering hours in current week
at a later point?
1. Choose status Draft.
2. Click on Save.
Have you finished registering the whole week and you want
to send the time sheet for attestation?
1. Change status to Ready.
2. Click on Save.
When you have marked the time sheet Ready and Save, the
status Draft will change to either of these:
- Ready – Awaits attestation
- Closed – 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 Copy timesheet.
Then you choose a week that you want to copy and tick the
box for Clear 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
FRISKV
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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
= A free Walk during workinghours, 0,5 h/week
Register absence
All absence is registered in the same way as when registering
hours you have worked, except for Holiday.
1. Under 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 (hours), in centesimal, you have
been absent, under the day in question.
Register holiday
1. Under 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 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 Refresh to see your balance of flexible
working hours. The balance will be updated when the time
report is marked Ready and 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 My timesheet detail you can see all the time you have
registered.
Click on My timesheet details
And then on the button Search.
With the button 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. Time and expenses
2. Expenses
3. Travel expenses
1. General
1. Specify Traveltype ”Utlägg, Ersättningar m.m.”
(Expense, reimbursement, etcetera)
2. Fill in all data in areas marked with red stars, they are
mandatory. “Beställningsunderlag” or other notes are
specified in the area for comments.
Then click on
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.
3. Expenses
1. Click on Add
2. Specify expense type 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 Add. If not, click on
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 Ready. Then click on Save. Note that
you cannot change an expense after having changed the
status till Ready and clicked on Save.
2. After you have saved, your expense gets a verification
number.
3. Click on Print Preview and print the document. This
document, together with receipts if any (always original),
shall be sent to the economist/personnel administrator.
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5. Attachments
1. Scan your receipts, progam etc. to your computer.
2. When your “reseräkning” is marked as “Ready, click on
“Documents”.
3. Mark “Övriga document”
4. Click on “New document”.
5. Click on “Browse” and find your documents.
6. Click on “OK”.
7. The attachments are now attached.
Your travel expenses account will be attested electronically
by your manager before the sum is paid together with your
salary.
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Example; compensation for driving your own
car in service
Carl have been driving 40 km with his own car.
1. Specify travel type “Utlägg, ersättningar m.m.” and write a
comment about your travel, then click on”Next step”.
2. Specify expense type”Bilersättning”.
3. Fill in the number of kilometer in “No/Base”.
4. Specify account and click in “Next step”.
5. Here you have the summery. Change status to Ready. Then
click on Save. Note that you cannot change an expense after
having changed the status till Ready and clicked on Save.
6. Click on Print Preview and print the document.
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Register domestic travels
1. Click on Time and expenses
2. Expenses
3. Travel expenses
1. General
1. Specify Travel type “Inrikes resa” (Domestic travel) and
specify also Purpose.
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. Click on Next step.
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2. Travel
1. Fill in;
 Start date and Start time.
 End date and End time.
2. Nights 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 Free meals 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. First day, days
between, last day, depending on how many days you are
away.
4. All meals shall be summarized in Tax.
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 “Tax” you then write that you have received a total of 3
lunches and 2 dinners.
5. Click on 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 Add. (See earlier
instructions for Expenses.)
If not, check that everything looks alright and click on 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 Update all items, then you do not have to specify
account code for each row.
3. Click on 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*
INO=236*
Confusius=237
HOS=238*
* = 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 Ready. Then click on Save. Note that
you cannot change your travel after having changed the
status to Ready and clicked on Save.
2. After you have saved, your travel gets a transaction
number.
3. Click on Print preview and print the document. This
document, together with receipts if any (always original),
shall be sent to the economist/personnel administrator.
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5. Attachments
1. Scan your receipts, progam etc. to your computer.
2. When your “reseräkning” is marked as “Ready, click on
“Documents”.
3. Mark “Övriga document”
4. Click on “New document”.
5. Click on “Browse” and find your documents.
6. Click on “OK”.
7. The attachments are now attached.
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. Click on Time and expenses
2. Expenses
3. Travel expenses
1. General
1. Specify Travel type “Utrikes resa” (Domestic travel) and
specify also Purpose.
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. Click on Next step.
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2. Travel
Begin with specifying travelling time in Sweden;
1. Start date - when you leave home.
2. Start time - when you leave home.
3. End date - when you leave Sweden.
4. End time - when you leave Sweden.
Specify Free meals, if any, during this time. (See example in
Domestic travels.)
Click on Add.
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Now add remaining countries for this travel in the same way.
1. Specify Destination
2. Start date and Start time (when you arrived to the
country)
3. End date and End time (when you left the country)
Nights 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 Free Meals 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. First day, Days
between and Last day depending on how many days you are
away.
5. All meals shall be summarized in Tax.
Example Free meals and Tax
Been travelling for three days, received lunch and dinner the
first day, breakfast, lunch and dinner the second day and
lunch the third day.
In Tax you then write that you have received a total of 3
lunches and 2 dinners.
Finish the travel by adding destination ”Sweden” to show
when the travel was finished. Click on Next step.
See example of travelling expenses account on next page!
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Example travel to Germany
Step 1
Destination: Sweden
Left home 2012-03-27 at 07:00
The airplane to Germany left 2012-03-27 at 09:00
No meals
Click on Add.
Step 2
Destination: Germany
Landed in Germany 2012-03-27 at 11:00
Left Germany 2012-03-28 at 15:00
Had dinner the first day and lunch and breakfast the second.
Click on Add
Step 3
Destination: Sweden
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 Next step.
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3. Expenses
Any expenses?
 Yes? You have had expenses while travelling, such as
tickets, you click on 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.
 No? Click on 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 Update all items then you do not have to specify
account code for each row.
3. Click on 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*
INO=236*
Confusius=237
HOS=238*
* = 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 Ready. Then click on Save. Note that
you cannot change your travel after having changed the
status to Ready and clicked on Save.
2. After you have saved, your travel gets a verification
number.
3. Click on Print Preview and print the document. This
document, together with receipts if any (always original),
shall be sent to the economist/personnel administrator.
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5. Attachments
1. Scan your receipts, program etc. to your computer.
2. When your “reseräkning” is marked as “Ready, click on
“Documents”.
3. Mark “Övriga document”
4. Click on “New document”.
5. Click on “Browse” and find your documents.
6. Click on “OK”.
7. The attachments are now attached.
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 Tme and
expenses, Expenses and Travel expenses.
1. Click on Open.
2. Write the transaction number (verification number) and
then use the tabulator key.
If you for instance have forgotten to change the status of
your travel expenses account to Ready you can do this here,
or forgot to attach your recipe.
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Example – forgot to attach receipts, program
etc.
1. You have marked your travel expense-report as
“Ready” and now you want to attach receipts,
program etc.
a. Click on “Open”.
b. Write the transaction number (verification
number, Ankomstnr) and then use the
tabulator key.
2. Now you can attach your document. Click on
“Documents”.
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3. Mark “Övriga Dokument”.
4. Click on “New Document”.
5. Click on “Browse” and find your documents.
6. Click on “OK”.
7. The attachments are now attached.
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Personnel Info
Under Personnel Info, you find the address that is recorded
in Agresso as well as your specification of salary (payslip).
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Change home address and register
information about relative
Have you moved and want to change address?
1. Click on Personnel Information
2. Contact Information
3. Then change Street adress
4. Click on Save
Register information about relative
Register relative that you want BTH to contact in case of a
crisis situation.
1. Click on Personnel Information
2. Next of kin
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 Save
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Specification of salary
Under Payslip you can see your latest specification of salary.
But also search back in time by starting the month you are
interested in.
Holidays this year (Employee balanace)
You can see how many days of holiday you have (“original
amount”) as well as remaining days of holiday (“rest
amount”).
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Reports
Mina saldon
Under “Mina saldon” you can find useful reports;
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
Mitt friskvårdsaldo (my keep-fit activity) – shows how
much you have been paid (page 17). Maximum 2000
SEK/year.

Mina utbetalda ersättningar – travel expenses that
you have been paid for.

Mina reseräkningar som ska utbetalas – your travel
expenses in the system, not yet paid for.