Employees & groups
The Employees & groups section in Settings page contains the following pages:
- Employees
- Groups
Employees
A Visma.net Expense user must have an employee in order to get access and create claims. Employee information can be imported from a payroll system, by an import file (.csv) or registered manually.
To create a new employee manually, click the button Add employee and fill out the following under the tab General:
| Field | Description | Mandatory yes/no |
|---|---|---|
| Active checkbox | Activate/deactivate employees access. Not displayed for customers with Payroll – Expense integration. | |
| Active position | Activate/deactivate employees access. Active status for customers with Payroll – Expense integration is handled in the same way as filtering in Employees/Payroll. Active in Payroll the employee has an active position. Inactive in Payroll the employee has an end date on the position or is missing a position. | |
| Employee ID | The employee ID used in the payroll system | Yes |
| First name | The employee’s first name | Yes |
| Middle name | The employee’s middle name | No |
| Last name | The employee’s last name | Yes |
| E-mail address | The employee’s email address | Yes |
| Social security number | The employee’s security number | Yes |
| Group | Available when a company group or more have been created under menu Settings - Employees & Groups - Groups | No |
| Address 1 | Street address of the employee | No |
| Address 2 | Post box address of the employee | No |
| Zip code | Zip code of the employee | No |
| City | City/Town of the employee | No |
| Country | Country of the employee | |
| Allowed to register Regular day travel | When this field is enabled. Regular day travel is automatically set as the default for the employee when registering new trips and allowances. The system calculates the full taxable allowance in accordance with current regulations. The employee can still manually change to the standard allowance if the trip is not regular. | No |
There is also a second tab on the employee called Additional information where you can fill out the following:
| Field | Description | Mandatory yes/no |
|---|---|---|
| Bank account | Bank account for the employee, used only when paying via Bank or using AutoPay | Yes if workflow = Bank and bookkeeping or AutoPay is set up |
| IBAN account | The international bank account number. Automatically completed if the bank account is entered. | Yes if workflow = Bank and bookkeeping or AutoPay is set up |
| BIC | The bank identifier code of the entered bank account. | No |
| Default cost units | Select default cost unit(s) to which the employee belongs. The connection to a cost unit set up in the employee configuration will be used as default cost unit in claim registration, and may be used to decide who can approve the claim | No |
| Initial mileage | The employee’s initial mileage - this will the foundation for threshold calculations within the calendar year | No |
The tab Position is only available when employment message is used in integrations (eHRM and Visma.net Payroll). Will contain the following:
| Field | Description | Mandatory yes/no |
|---|---|---|
| Name/number of position | In Employee Management this is just a number, in the other integrations (eHRM) there is a name added | N/A |
| Employee ID | The employee ID | Read only field |
| Work time | The employee’s work time percentage | Read only field |
| Valid from | The employee’s position valid from date | Read only field |
| Valid to | The employee’s position valid to date | Read only field |
| Organization unit | The employee’s organization unit (only for eHRM integration) | Read only field |
| Description | Description of the position | Read only field |
| Employment type | Employment type | Read only field |
Click Save to save the employee.
The employees will receive an activation email as soon as they are transferred from a payroll system or after they are saved when creating manually. So it is recommended that all settings in Visma.net Expense are done before transferring or creating employees.
Import employee from file
Import of employees allows the company administrator to import employee data from a CSV-file. The file must contain mandatory data elements according to a specified format.
In order to import employee data, the following steps must be done:
- Press the File import button under the list of employees.
- Browse to locate the CSV file that shall be imported (or drag and drop it to the pop-up).
- After the file is selected the import will start, this is indicated by a progress bar displaying the percentage of the records completed.
- When the import is completed, the result is presented. It contains the number of records correctly imported. If some records could not be imported, the row id and reason is displayed.
- The employees are now available in the employee list.
File format of the CSV file
The column data must be separated by semicolon (;)
| Column name | Description | Data type/format | Mandatory (Y/N) |
|---|---|---|---|
| Code | The unique employee number | Alpha-numeric | Y |
| Active | Indicator if the employee is active or not | Boolean (TRUE/FALSE) | N/A |
| Visma.net email | The unique used ID in Visma.net. | Email address format | Y |
| First name | First name of employee | Alpha-numeric | Y |
| Middle name | Middle name of employee | Alpha-numeric | N |
| Last name | Last name of employee | Alpha-numeric | Y |
| SSN | Social security number | Alpha-numeric | Y |
| Address1 | Address field 1 | Alpha-numeric | N |
| Address2 | Address field 2 | Alpha-numeric | N |
| Zip code | Zip code fields | Alpha-numeric | N |
| City | City field | Alpha-numeric | N |
| Country | Country field | Alpha-numeric | N |
| Initial mileage | The initial mileage for the driven kilometer (only for DK companies, can be removed for NO companies) | Numeric | N |
| Bank account | Bank account number | Numeric | N |
| IBAN | IBAN number | Alpha-numeric | N |
| BIC | BIC number | Alpha-numeric | N |
| Payment Type | The employment type | Alpha-numeric | Y |
| Level of cost unit type | In the following rows the codes for cost units under the specified cost unit type are added. Header contain cost unit types (1;2) while rows contains cost unit numbers | Numeric/Alpha-numeric | N |
File example
Delete employee
It is possible to delete an employee even if the employee has claims registered. This is according to GDPR regulations. When selecting one of the employees from the list, a Delete button is available.
This also applies for companies with integration to other systems, but then the deletion has to be done from the integrated system.
Groups
The company administrator can create groups of employees where each group can have its own settings and rates. For example one group of employees shall have another rate for the type Car or that only one group of employees shall be allowed to get daily allowances when registering travels.
To add a new group
- Click the button Add group and fill out the following a. Name - The name of the group b. Code - The code/number of the group c. Active checkbox - To indicate if the group is active or inactive d. Click Save to save the new group
When the group is created, it can be added to the employees.
- Go to Settings - Employees & Groups - Employees and select one of the employees from the list.
- Under the tab General and the field Group, select the correct group.
- Click Save to save the changes.
When the group has been added to the employee(s), the specific settings for the group can be set.
Example 1 - Different rate on the mileage type Car for a specific group
To add a different rate for the specific group
- Go to Settings - Types - Mileages
- Click the filter for the specific group - presented above the list of types
- Select the type Car
- Add the rate in the column Company rate and save the row by clicking the green check mark symbol
- Save the type by clicking the Save button.
The employees connected to this group will now get the added company rate when registering mileages on this type in the claim.
Example 2 - Disallow daily allowance calculation for a specific group
To change the setting for allowing calculation of daily allowance
- Go to Settings - Company configuration - Claim registration settings
- Click the filter for the specific group at the top of the page
- The checkboxes for allowing daily allowance calculation can then be turned off
The employees connected to this group will as a result not get daily allowance calculated when registering travels in the claims.
Only for Finnish companies.
Volunteer Worker
How to mark employees as volunteer workers.
If the employee is a Volunteer worker, toggle this option on Volunteer worker.
This setting should only be used if the company is a non-profit organization and the person is working on a voluntary basis. When selected, income types 357 = Kilometers and 358 = Daily allowance will be used for tax reporting purposes.