News from payroll

Secure transfer of GDPR-sensitive documents to the Payroll Unit

There is now a new feature in Primula that makes it possible to send GDPR-sensitive documents directly to the Payroll Unit in a secure and correct manner. The feature can be used by employees, those working in HR roles and managers.

What can be sent?

The function is intended for documents that contain sensitive personal data and therefore cannot be sent by email. These may include medical certificates, for example, but also other documents required for payroll and absence management.

In the drop-down list, you can select certificates for medical certificates, payroll deductions, meal allowances, adjustments and A-tax certificates. If you need to send a document that does not fit into any of the categories, select one of them.

How does it work for you as an employee?

Under the ‘Attachment to the payroll unit’ form, you can choose from the following attachments: salary deductions, meal allowances, tax adjustments and A-tax certificates.

There is also a note box where additional information can be entered.

If you, as an employee, choose to send a medical certificate, a copy of the case will be sent to both your manager and the Payroll Unit. If you choose ‘Attachment to the Payroll Unit’ instead, the document will only be sent to the Payroll Unit.

Starting 1 January 2025, a new procedure for reporting absences to the Swedish Social Insurance Agency (Försäkringskassan) will take effect. As of this date, employers are required to report days of absence. This applies to absences for parental leave, caring for a sick child and the 10 days leave at the birth of a child. In other words, absences that qualify for parental benefits from Försäkringskassan.

To ensure that we comply with the new regulations and avoid incorrect reporting, it is crucial that all absences are reported promptly.

Why is this important? 

The dates and information we report must match the information you provide to Försäkringskassan. This is crucial to ensure you receive the correct compensation and to avoid rejections or repayments.

Important to remember:

• Report absences promptly in Primula or in BeSched.
• It is crucial that you report your absence on time to receive compensation from Försäkringskassan.
• Ensure that the dates you report in Primula or in BeSched match your application to Försäkringskassan.
• If your absence is not reported on time or is incorrectly reported, Försäkringskassan may ask you to verify your absence with a certificate from SLU. Contact the Payroll Unit at loner@slu.se and we will assist you.

SLU now processes electronic receipts and documents in the travel expenses function in Primula. Submitting physical receipts is no longer necessary; instead, you can upload scanned or electronic receipts with your expenses claim. The uploaded receipts/documents must meet certain requirements. You can find the compleate information here.

If you work part-time and your working hours are less than 5 days a week, a part-time schedule must be submitted.

This is now of greater importance when SLU reports absences to Försäkringskassan. The form for part-time schedule must be sent to the administrator at your department or equivalent.