If you are a caseworker for contracts you can read about how to process or create hourly contracts here.
Step 1 – Who
Step 1 is the same for all types of contracts. Read more about step 1.
Step 2 – Contract
In Step 2 you enter contract information, organisational affiliation, salary and information about the position. Additionally, you can change cost allocation and enter special conditions.
If you are processing a contract proposal from an orderer, the fields for "Contract type", "Organisational unit" and "Cost allocation" will be pre-filled with the information the orderer has entered in the corresponding fields. As a caseworker for contracts, you can modify the information in all fields, including those pre-filled by the orderer.
The field "Contract type" has a drop-down menu with several options and will decide the employee group (EG) and employee subgroup (ES). See DFØ Brukerdokumentasjon for an overview of the various combinations.
In the field "Legal basis for temporary employment" you will register the legal basis for the employment from a drop-down menu.
If the orderer has registered one or more tasks when creating an hourly contract, this information will be pre-filled in Step 3. If you change the value in the "Contract type" field, any tasks registered by the orderer will disappear from Step 3. This is because tasks are dependent on and linked to the type of contract and contract type. If the orderer has registered one or more tasks and you change the value in the "Contract type" field, you will receive a warning that the change you are about to make will result in the deletion of pre-filled information in Step 3.
Clicking "Continue" will change the value in the "Contract type" field and delete the pre-filled values in Step 3. Choosing "Cancel" will not change the value in the "Contract type" field, and the pre-filled values in Step 3 will remain.
The "Organisational unit" field shows all organisational units you have access to. This field is determined by your authorisation (A290). Click the arrows to navigate the organisational chart.
When you select an organisational unit, a list of all positions in the selected organisational unit that are active during the contract period will appear. In the "Employees" column, the number of people employed in the position is displayed.
You can also create a new position by clicking “Create new position”. Enter the position title, position fund source, position category, position group and job code. Click "Save" when the required fields are filled in.
The fields "Geographical work location", "Position" and "Occupational code" are updated with information from the position and organisational unit.
If the "Cost allocation" field is set to "Standard", the cost allocation from the position will be registered in the contract. This can be changed by checking "Other". The information entered in these fields will be posted in IT0027 Cost Distribution in the payroll system. Percentage cost distribution is not possible for hourly contracts.
If the contract was originally created by an orderer, and the orderer has registered a different cost allocation, the cost allocation field will be pre-filled with "Other". When you register or change the organisational unit and/or position, it will not change the cost allocation registered by the orderer. In cases where the contract is to follow the standard allocation for the selected organisational unit and/or position, you must revert the cost allocation back to standard.
However, please note that if the caseworker chooses to create a new position, the cost allocation will automatically revert to "Standard". The caseworker must manually revert to a different cost allocation if the contract is not to follow the standard cost allocation for the newly created position
To change the cost allocation, click on the relevant line, either salary or travel. Enter the desired distribution and click the "Save" button at the bottom right. You can also delete the distribution by clicking the "Remove distribution" button. This sets the cost allocation back to standard for the selected organisational unit. To go back, click the arrow to the top left.
The field "Service seniority and any eventual additional seniority" is automatically filled out with the 1st of the start month of the contract. The "Position seniority" field only appears if you have chosen a position that is salaried by pay ladder and is automatically filled out with the month corresponding to the contract's start date. These fields can be edited and affects the salary for the employee if you have selected a position which is salaried by ladder.
The "Salary table" field will always be filled out with 71, or 75 if the contract type “Old-age pensioner with pension terms” is selected. The employee can specify union affiliation when signing the contract. If the employee specifies union affiliation that requires placement on salary type 73, this will be posted in the payroll system. The "Pay ladder/range" field is automatically filled in based on the information for the selected position.
Since union affiliation cannot be registered when creating the contract, you enter information about the annual salary by "Pay grade" and "Salary supplement". "Total annual salary" shows the employee's annual and hourly salary, including any additional amount. If the employee specifies union affiliation that requires placement on salary type 73 when signing the contract, the total annual salary will be registered as individual annual salary in the payroll system. If the employee is to receive pensioner salary, these fields are automatically registered with 75 in the "Salary table" field, 90 in the "Area" field, and PENSJAVT in the “Pay ladder/range” field.
The fields for "Work schedule" and "Status for time management" are pre-filled with standardized values. You can change these by clicking the field and selecting a value from the menu. The "Status for time management" field determines whether the employee should register their time or not.
- No time evaluation: The employee does not register working hours.
- Time evaluation of actual times: The employee registers working hours in the usual way.
- Time evaluation without payroll integration: The employee does not register time but has access to certain quotas.
- Time evaluation of planned times: Time registration is automatically filled with expected working hours, and only deviations are registered.
Hourly employees hired through this solution should have "No time evaluation". The reason is that they receive a separate form for registering hours, which is sent for approval before payment. If you choose "Time evaluation of actual times" the employees can register hours like regular employees and potentially receive double payment.
For all contract types except "Old-age pensioner with pension terms" it is possible to decide whether the employee should be exempt from group life insurance, the Norwegian Public Service Pension Fund (SPK) or employer’s tax (AGA). This affects the registration in IT0001, IT0008, and IT0014.
- If you check "Exempt from group life insurance" the group life insurance will not be registered in IT0014.
- If you check " Exempt from the Norwegian Public Service Pension Fund (SPK)" wage type 7000 will not be registered in IT0008. The contract will also go through a manual control for correction of the employee subgroup.
- If you check " Exempt from employer's tax (AGA)" other wage types will be registered in IT2010.
When all information has been registered, click the "Step 3" button to the bottom left to proceed.
Step 3 – Tasks
In this step you enter the financial framework of the contract. There is no limit to the number of tasks that can be entered, but you must register at least one. To create a task, click the "+ Add task" button.
If the orderer has registered tasks in their proposal, the table in Step 3 will be pre-filled with this information. As a caseworker for contracts, you can modify the information in all fields, including those pre-filled by the orderer.
After clicking “+ Add task”, click the "Task" field to bring up a list of relevant tasks. The options that appear in the list depend on the contract type selected in "Step 2 – Contract". The task you choose determines which wage types are registered.
In the "Amount of hours" field, you enter how many hours the task consist of. The hourly rate is retrieved from Step 2. The number of hours is recorded per task. The sum of all tasks constitutes the financial framework of the contract.
If you select the task "Teaching", two extra fields will appear, "Course code" and "Weight". The "Course code" field is a text field where you enter the course code. In the "Weight" field, you enter how the hours are weighted. It is not possible to have different weightings for different tasks. Once you have selected weighting for the first task, this applies to the rest of the tasks in the contract.
It is possible to override the cost allocation on specific tasks. This is only necessary if the task should have a different allocation than the rest of the contract. It is possible to register different cost allocations on all tasks, but it is not possible to change the cost centre. The cost centre selected under "Step 2 - Contract" determines the cost centre for the entire contract. The field for the cost centre will always be greyed out and non-editable.
It must also be determined in which country the work will be performed. This affects the registration in the payroll system, which in turn affects reporting. If you select "Abroad" a box will appear where you choose the country. For the person to be registered as a foreign worker in the payroll system, all tasks in the contract must be registered with the work country as "Abroad". If a task has the work country "Norway", the person will be registered as a Norwegian worker in the payroll system.
If an orderer has registered the task, the work country will be pre-filled with the choices the orderer has made in the corresponding fields.
When all information has been entered, click the "Ok" button. You can add more tasks by clicking the "+ Add task" button again. Once the financial framework has been finalized, click "Step 4" to proceed.
Step 4 – Attachments
In step 4 you can upload attachments by clicking the "+Add attachment" button. Additionally, there is a free text field for the contract. What you write here will be included in the actual contract that will be sent for signing.
Click the "Step 5" button to proceed.
Step 5 – Comments
In step 5 you can leave a comment for the next processor in the workflow, the manager with budget allocation authority.
If the orderer has included an internal note in their order, it will be shown under the free-text field.
See summary page and submit
Once you have entered the necessary information in the contract, click the "Go to summary page" button in the last step. A summary of what has been registered in the various steps will then appear. If anything needs to be changed, you can click "Edit" for each step. If you click "Edit" you must search for the employee again.
To the bottom of the summary there is a button called "Display contract". Clicking this brings up a draft of the contract that will be sent for signing after the manager approves the financial framework of the contract. It is important to review this before submitting the contract for approval.
To submit the contract, click the "Submit" button to the bottom right. A confirmation box will appear, where you must click "Submit". The form will be sent to a processor with budget allocation authority.
If you have created the contract without an order, you can save the draft and continue with the form later by clicking "Save". To cancel the registration, click "Cancel". You can also create a copy of the form by clicking "Create copy". It is recommended to submit the form before copying to ensure that data is not lost.
Contact
- Kundesenter på nett
- lonn [at] dfo.no (lonn[at]dfo[dot]no)
- 406 34 021