Changing payroll system
If you change your payroll system, all the information concerning the employment relationships must be transferred to the new system.
Make sure that
When you change your payroll system, you must transfer the information from one system to another. If you change your accountant, you will probably also have to change your payroll system.
You must then make sure that:
- There is coherence in the employment relationships of your employees. In other words, you must report an active employment relationship every month right up until the employment relationship is terminated.
- The employees have the same number of employment relationships after you have switched to the new system.
- Employment relationships are linked to the same enterprise in the old and the new system.
NB!
You can check how the employment relationships are specified in the last month from the old payroll system/A01. Order a reconciliation report with employee information for a month. Do this while you still have access to the old system, in case you have to make any changes from the old system.
You can specify employment relationships in one of three ways when you switch system
Important information
- If you use a payroll system, check with your system supplier if you are not sure how to make changes.
- If you are switching from A01 to a payroll system, you must choose either alternative 2 or 3
Alternative 1
Continue employment relationship from old system to new system.
Use the same organisation number for the sub-entity, employment type, employment ID and start date as are registered in the old system, in the new system. For employees who are on leave or laid off, use the same description, ID and start date for the leave or layoff as in the old system.
Note!
You cannot do it this way if you have previously submitted an a-melding directly in Altinn (A01) and intend to switch to a payroll system.
Example
Emma began working for sub-entity A on 10 October. She is registered with employment ID: 10. They replace their payroll system on 20 May.
| A-melding for May Old payroll system |
|
| Sub-entity | A |
| Income recipient | Emma |
| Employment ID | 10 |
| Employment type | Ordinary |
| Employment start date | 10 October |
| Employment end date | |
They also enter the other mandatory information.
| New payroll system | |
| Sub-entity | A |
| Income recipient | Emma |
| Employment ID | 10 |
| Employment type | Ordinary |
| Employment start date | 10 October |
| Employment end date | |
They also enter the other mandatory information.
Alternative 2
End employment relationships in old payroll system/A01 and specify new employment relationships in new system (payroll system/A01).
Specify end dates and cause of end date changed payroll system or accountant for employment relationships in the old system. Create new employment relationships with new employment IDs in the new system. Make sure you set the start date to the day after the end date which is specified in the old system. For employees who are on leave or laid off, state the end date of the leave or layoff in the old system and create a new ID and start date for the leave or layoff. Make sure you set the start date to the day after the end date which is specified in the old system.
Use the same organisation number for the sub-entity in both the new and the old systems.
Example
Ola started work for sub-entity A on 10 October. He is registered with employment ID 1. You replace your payroll system on 20 May.
| A-melding for May Old payroll system/A01 |
|
| Sub-entity | A |
| Income recipient | Ola |
| Employment ID | 1 |
| Employment type | Ordinary |
| Employment start date | 10 October |
| Employment end date | 19 May |
| Cause of end date | Changed payroll system or accountant |
They also enter the other mandatory information.
| New payroll system | |
| Sub-entity | A |
| Income recipient | Ola |
| Employment ID | 2 |
| Employment type | Ordinary |
| Employment start date | 20 May |
| Employment end date | |
They also enter the other mandatory information.
Alternative 3
Specify new employment ID in the new system (payroll system/A01), and retain the same employment type and start date as in the old system (payroll system/A01).
In the new system, you specify a new employment ID and the same employment type and start date as in the old system. You should not specify an end date in the old system. For employees who are on leave or laid off, state the end date of the leave or layoff in the old system and create a new leave or layoff in the new system. Make sure you set the start date to the day after the end date which is specified in the old system.
Use the same organisation number for the sub-entity in both the new and the old systems. You can only use this option if you switch system at the end of a month; see the example.
Note!
Retrospective changes to employment relationships are only possible for alternative 1. In the case of alternatives 2 and 3, you can only make changes for periods for which you have reported via the new system.
Example
Fatima started work for sub-entity A on 10 October. She is registered with employment ID: 1. They replace their payroll system on 20 May.
| A-melding for May Old payroll system/A01 |
|
| Sub-entity | A |
| Income recipient | Fatima |
| Employment ID | 1 |
| Employment type | Ordinary |
| Employment start date | 10 October |
| Employment end date | |
They also enter the other mandatory information.
|
A-melding for June |
|
| Sub-entity | A |
| Income recipient | Fatima |
| Employment ID | 2 |
| Employment type | Ordinary |
| Employment start date | 10 October |
| Employment end date | |
They also enter the other mandatory information.
