Staffing settings

In this article, you can read about the staffing settings you have available in RecMan.

The foundation of the staffing feature and every salary calculation in RecMan relies on a well-thought-out setup of the staffing settings. To begin, it is essential to add the appropriate articles that are relevant to your employees and make them available through a collective agreement that outlines when and what they can log for their hours. As such, the first step in creating a collective agreement is adding articles in the staffing settings, which serves as the basis for the agreement. Additionally, some other noteworthy features available here are:

• Default values: set values for working hours, vacation and holiday salary rate. These values will be added automatically when creating jobs.
• Validation: set up warnings or errors for missing data, such as checking if the candidate has added information regarding their bank account or social security ID.
• Guarantee rule: Keep track of any deviations in logged hours versus what has been promised according to the position percentage.
• Work to approval reminder: Set up a monthly email reminder for your customers' work approver - reminding them to log into the customer portal and approve.

Articles

Creating articles makes it easy to differentiate between the different rates and types of salary. For instance, you can have an article called Hourly salary, and one called Overtime 50%. When you create a collective agreement, you can choose the articles for the different rules and calculations, making it clear which rule does what and with what article.

Articles also have a lot of different purposes. For instance, they can be extremely useful when exporting salaries to external systems. Here the articles are important as they can be connected to an article in the external system, matching them and making the payment of salary a simple job.

We will go through the different article types and describe the fields you may define when creating the articles.

Salary articles

Salary articles are the "regular" articles related to work registration. Examples include Regular hours, Overtime, Month pay, and Piecework.

Name	This field is required. Use a short but descriptive name. Depending on your external salary system, this name may need to match an article in the external system.
Product	All articles must be connected to a product. If there are no suitable existing products, one needs to be created. You can read about the products in this article.
Corporation	Enables you to limit your article to a single corporation. It will be available for All by default.
Salary article	This is a number either filled out automatically or defined. In order to match an article to one in an external salary system, this field may be important.
Alternative salary article	Used if you are currently using an external salary system where this field is required.
Year limit	Only relevant if you use a salary matrix. Defines how many hours a year this salary article should be used.
Include in CM	Decide whether to include the article in contribution margin calculations.
Social cost	Decide whether the salary article should include social costs.
Social cost (reports)	If specified, social cost calculations in RecMan BI will be overridden for this article according to the specified percentage. If empty, calculations will be according to the social cost set on job.
Paycheck export	Decide whether the article should be included in or excluded from paycheck exports and integrations.
Notes	Lets you add your own notes on the salary article.

Absence articles

Absence articles let you create articles to log when an employee is not working. Typical absence article names are Sick leave or Long term sick leave.

Name	This field is required. Use a short but descriptive name. Depending on your external salary system, this name may need to match an article in the external system.
Type	Decide if the article should be default Absence or Self-managed absence.
Social cost	Decide whether the salary article should include social costs.
Product no.	All articles must be connected to a product. If there are no suitable existing products, one needs to be created. You can read about the products in this article.
Corporation	It enables you to limit your article to a single corporation. It will be available for All by default.
Salary article	This is a number either filled out automatically or defined. To match an article to one in an external salary system, this field may be necessary.
Alternative salary article	Used if you currently use an external salary system where this field is required.
Include in CM	Decide whether to include the article in contribution margin calculations.
Social cost	Decide whether the article should include social costs.
Social cost (reports)	If specified, social cost calculations in RecMan BI will be overridden for this article according to the specified percentage. If empty, calculations will be according to the social cost set on the job.
Paycheck export	Decide whether the article should be included in or excluded from paycheck exports and integrations.
Guarantee salary	Decide whether the absence article should be included in Guarantee salary calculations or not.
Performance salary	Decide whether the absence article should be included in Performance salary calculations or not.
Include in absence rule	Decide whether the absence article should be included in the Absence rule calculations or not.
Notes	Lets you add your notes on the article.

Addition and deduction articles

Addition and deduction articles are used for something extra to the regular logged work. For instance, an addition may be a Night shift addition, Expense with or without a receipt, or Day pay. In contrast, a deduction can be Cafeteria or Diet, and a general Salary deduction. Additions and deductions may be added per unit, per hour, week or month.

Name	This field is required. Use a short but descriptive name. Depending on your external salary system, this name may need to match an article in the external system.
Type	Decide whether the article should be an addition or a deduction article.
Salary	Define the salary per article record. What you define here will appear as a default when using the article and is not required. These values are often defined in the collective agreement.
Invoice	Define the invoice price per article record. What you define here will appear as a default when using the article and is not required. These values are often defined in the collective agreement.
VAT	Define the VAT. Any values added here will default when added to a collective agreement.
Product	All articles must be connected to a product. If no existing products are fitting, one needs to be created. You can read about the products in this article.
Corporation	It enables you to limit your article to a single corporation. It will be available for All by default.
Salary article	This is a number either filled out automatically or defined. This field may be necessary to match an article to one in an external salary system.
Alternative salary article	Used if you currently use an external salary system where this field is required.
Include in CM	Decide whether to include the article in contribution margin calculations.
Social cost	Decide whether the article should include social costs.
Paycheck export	Decide whether the article should be included in or excluded from paycheck exports and integrations.
Note	Lets you add your notes on the article.

Collective agreements

A Collective Agreement (CA) is a set of rules that define how hours are recorded, what is paid in salary and what is invoiced based on logged work. The CA is a template used when creating a job, making predefined rules for specifying several jobs quickly. Having at least one CA is required to create a job, and tailoring several agreements for different situations and positions is an excellent way of using the system efficiently.

The more customers you have, the more CA you usually have. You may have hundreds of salary articles and CA. It is advised to have some standard agreements containing some standard rules and settings if you need to quickly hire an employee and have not had the time to create a specific agreement yet. If you have a customer with specific work hours, articles and rules, and you will hire many people for the customer, it is suggested to make a good basic agreement and make more minor adjustments when creating the jobs.

Before creating a CA, you must have at least one article; before the article creation, you must have a product. If you start creating a CA and see that you are missing an article, you may create it and add it to the agreement at any time.

For setting up a collective agreement, see: Collective agreements explained or Practical use of collective agreements.

Child projects database

Here you may create a simple registry for child projects that may be applied when you use child project invoicing for some customers. This is not a necessity as one usually creates the child project directly for the company card before adding them to the appropriate jobs.

Export

Here, you may enable or disable the available salary exports in RecMan (for invoice exports, go to the Economy settings). This is set for each department; however, you may also set the same export for all departments.

See the Payroll integrations section for more articles about the various salary exports.

Default values

When creating a job for an employee, you can define the default values that will apply. These values can be set per corporation and include:

• Value-added tax (VAT): e.g. 25%
• The permission to 'Log work outside calendar' - yes/no
• Holiday salary percentage
• Salary type

Working hours

You may define different working hours for each of your corporations. Selecting these will limit the hours an employee may work and how much rest they must have. For more information, see Working hours.

Validation

Here, you can set up validations to check if the information has been added correctly or if it is missing. When validation is triggered, it can be set up either as a warning or an error. A warning will notify you about the missing/incorrect information, but you can still proceed without taking any action. An error, on the other hand, will block the user from proceeding until the validation is addressed.

Read more about Validation.

Guarantee salary

A feature to create an automated generation of guarantee and performance salary. This feature is primarily applied in Sweden.

For more information, see the Garantilön article in Swedish.

Guarantee rule

Here, you can create a guarantee rule that allows you to track an employee's logged hours against what has been promised based on their position percentage. You can define a guarantee rule and add it to an existing employee's employment tab, which will provide a overview of their position percent when expanded:

For more information, see the Guarantee rule article.

Employee group

A simple feature to add employee groups. These groups may be applied to employment where you generate reports in RecMan BI with such groups. Some also apply this data object as an element in integration with salary systems.

Article group

A feature to build article groups. These groups are mainly applied to build more complexity regarding Piecework in collective agreements.

Cost center

A feature to build cost centers for extending the basis of data - providing more insightful reports and possibilities in integrations with salary and accounting systems. You select and connect a cost center to a project in RecMan.

Field	Description
Name	The name is displayed for users when selecting the cost center.
External ID	An alternative ID is usually applied for integrations with external systems.
Can change after invoice creation	A setting that specifies if this cost center may be changed to another on a given project as soon as an invoice on that project is created. This is to prevent that cost/income is "moved between" cost centers.
Access	A feature to specify what users may select this cost center on a project. Here you may choose a corporation (share with all users in the selected corporation), department (share with all users in the selected department), or co-worker (share with specific users).

Vacation

A simple feature to auto-fill the "number of vacation days" when creating employment on a candidate.

Social cost

Here you may create social cost types. This is a feature to override the social cost specified in a collective agreement. If you have social cost types in your RecMan, you can select it when creating or editing a job.

Automation

Enable or disable the option to automatically update the project end date to match the job end date if the job end date is later than the project end date.

Equipment type

With this function, you can register your work equipment and connect it to your employees. Create equipment types here and add them to your employees through the jobs module or employee calendar.

Work to approval reminder

A feature to set up automatic email reminders for work approvers. Here you may add as many reminders as you want, where you may see an example as illustrated in the picture below.

Salary matrix

A salary matrix is applied to generate different salary values for an employee using the variables seniority and matrix category.

See Salary matrix for more information.

Shift schedule

Here you may create pre-defined shift schedules and rotation plans that may be applied when creating shifts in the staffing calendar.

See Setting up a shift schedule for how one is created and used in practice.

Holiday calendar

In RecMan, you can create one or more holiday calendars to define days as holidays. A created holiday calendar can then be linked to a collective agreement, enabling specific rules to apply for days that are national holidays.

When selecting a day on the calendar, you will be prompted to select the type and duration of the holiday. Normally, you would select 'Holiday' as the type, but you can also add other types such as 'X', 'Y', and 'Z' days for more complexity if necessary. The duration of the holiday is usually set for the entire day (00:00-24:00), but it can also be specified for each day. Note that holidays lasting the whole day will be shown in red, while a half-day is shown in yellow.