Claims Against Employees – Loans, Advances and Overpaid Salary

If the company has lent money, paid an advance or paid out too much salary, Vendion Payroll can deduct it from coming pay. The deduction always requires the employee's consent. Without valid consent nothing is deducted, and expenses are always paid out.

Claims are under Personal ▸ Löner ▸ Vendion Lön ▸ Fordringar (claims). You need the permission to edit payroll to set up and change them.

Example: Anna Andersson borrows SEK 5,000 and signs a promissory note consenting to SEK 1,000 being deducted from her net pay every month. You set up a loan of SEK 5,000 with SEK 1,000 per month and register the consent. The next five pays deduct SEK 1,000 each.

Set up a claim

Fill in the Lägg upp en fordran (set up a claim) form below the table:

• Person – people who have left are shown with (slutat). The person must have a valid personal identity number.
• Gäller (concerns) – Lån (loan), Förskott som betalas av (advance being repaid) or För mycket utbetald lön (salary paid out by mistake).
• Belopp (amount) – the whole claim in SEK.
• Avbetalning per månad (instalment per month) – cannot be larger than the claim.
• Första utbetalningsmånad (first payment month) – at the earliest the current payment month and at most a year ahead.
• Anteckning (note) – what the claim is about and where the agreement is kept, 3–500 characters.

Press Lägg upp…. The dialog shows type, amount, instalment, start month and roughly how many months it takes. Press Lägg upp (set up). The claim now shows Dras inte: medgivande saknas (not deducted: consent missing) until the consent is registered.

Register the consent

Press Medgivande… (consent) on the row. Fill in:

• Medgivandet gavs (consent given) – the date, not in the future.
• Hur (how) – Skriftligt (undertecknat) (in writing, signed) or Digitalt (t.ex. e-post eller e-signatur) (digital, e.g. email or e-signature).
• Var det förvaras (where it is kept) – for example Signed promissory note in the Staff binder.

Press Registrera (register). The instalment is deducted from the next pay paid out. The document itself is not uploaded to Vendion; keep it where you said it is kept.

The employee withdraws consent

The employee has the right to withdraw consent at any time. Press Återkalla… (withdraw), enter the date and how the withdrawal came in, and press Återkalla. Nothing is deducted from pay paid out on that day or later.

If the pay has already been approved with the deduction and the pay day has not passed, the bank file warns for the person. Change the pay with Ändra lönen (change the pay), and the deduction is paid out (see Change the Pay in Vendion Payroll).

Close a claim

Press Avsluta… (close) when the rest has been paid another way or written off. Choose from which payment month nothing more is deducted, and write a reason. If nothing has been deducted yet, you can instead tick that the claim was set up by mistake; it is then undone completely. A closed claim cannot be reopened.

A claim does not close by itself when it is paid. It then shows Betald (avsluta den) (paid, close it), and the payroll run reminds you to close it.

What the table shows

How it is deducted from pay

• The deduction is made from net pay after tax and after any wage garnishment, which always comes first (see Wage Garnishment – Kronofogden Decisions in Payroll).
• Expenses and other reimbursements are always paid out and are never used for the deduction.
• Each month the instalment is deducted, or what remains if that is less. If net pay is not enough, what fits is deducted and the payroll run warns. The rest is not carried over to the next month.
• If the person has several claims, the oldest is deducted first.
• The deduction appears on the payslip as for example Avbetalning på lån (loan instalment) or Återbetalning av för mycket utbetald lön (repayment of overpaid salary), in the payroll journal and in the payroll voucher.
• Also on the final pay, only the month's instalment is deducted. If the rest is to be settled another way, close the claim when it is paid.

Overpaid salary in corrections

If a change of pay after the pay day has lowered someone's net pay, the card Överbetald lön i rättelser (overpaid salary in corrections) is shown below the claims. Vendion does not pay back what has already gone out; the next correction's bank file only pays what is still owed.

Press Registrera… and choose Hur regleras det? (how is it settled?):

• Betald tillbaka av den anställde (paid back by the employee)
• Upplagd som fordran (dras med medgivande) (set up as a claim, deducted with consent) – first set up the claim with Gäller: För mycket utbetald lön in the form above, then choose it here.
• Lönen betalades utanför bankfilen (the pay was paid outside the bank file) – when Vendion does not know how the corrected pay was paid.

Enter amount, date and a note, and press the button that saves. An incorrect settlement is removed with Makulera (void) on the row. It stays in the history but does not count.