Staff Register – Corrections in Detail

The staff register is required by the Swedish Tax Procedure Act (2011:1244) ch. 39 with Tax Agency regulation SKVFS 2015:6. Inspections are unannounced, and deficiencies can carry a control fee. The core of the requirement is tamper-proofing: a registration may never be changed or deleted afterwards – corrections are added in addition to the original, with traceability.

Vendion enforces this. You cannot delete a row, neither in the interface nor underneath it. This article describes exactly what you can do instead.

The main principles of the law

1. The register must be kept continuously and be presentable on the premises without delay.
2. Name and personal identity number or coordination number must exist for every person working – including probationers, trainees and family members.
3. The start and end time of each shift must be registered in direct connection with the start and end of the shift.
4. Records must be preserved for at least two years after the end of the calendar year they relate to.
5. Entries may not be deleted or altered – corrections are made in addition to the original, with clear traceability.

Judgement calls in individual cases belong with your accounting adviser. This is a description of what the product does.

Two actions, two different claims

The register is reached in two places in admin, and it is the same page: Staff Register in the OPERATIONS group of the menu (the address /admin/personalliggare), and – if you have the Staff module – as a sub-tab under Staff ▸ Time ▸ Staff Register. The actions below exist in both.

Every row has two buttons. The difference is not cosmetic:

• Correct means "it happened, but at a different time". The original stays with the wrong time, the correction states the right one.
• Annul means "it never happened". Used for the wrong person, the wrong code, or a shift that never took place. No time is invented.

Forcing the second into the first would have required you to make up a time for an event that never occurred. That is why they are separate.

How to correct or annul a registration

Correcting a time:

1. Open the staff register and pick the date.
2. Click Correct on the row. If the row is already a correction the button says Correct again.
3. Fill in:
   • Corrected date – its own field, pre-filled with the original day. This is not cosmetic: a clock-out at 00:05 that was really 23:30 the night before must land on the right day.
   • Corrected time
   • Reason – mandatory free text, for example "Forgot to clock out, work ended 22:15 according to colleagues".
4. Click Save correction.

The correction becomes a new row marked Correction of in or Correction of out. The original is shown struck through and the correction highlighted – on screen, in the printout and in the export file.

Annulling a registration:

1. Click Annul on the row.
2. Enter a reason, for example "Wrong person clocked in".
3. Click Annul.

The row is marked Annulled in or Annulled out. Both the event and the annulment remain in the register and travel with the export to the Tax Agency.

An annulled event cannot be corrected afterwards – if the time should count after all, register a new event instead.

A shift that was never punched

If a whole shift is missing – the clock was offline, or nobody punched in – you do not add it in the staff register directly. There is no such button there. You do it under Staff ▸ Time ▸ Reported time:

1. Find the employee row and the day in question.
2. Click Register.
3. Enter start time, end time and a reason in the Register manually dialog. The shift length is shown before you save, and unusually long shifts must be confirmed.

The shift is then written both as working time and as two rows in the staff register – a clock-in and a clock-out – in one and the same step, and the break rules run. The button does not appear for days that have not happened.

To remove a whole shift use Status ▸ Void in the same place. That also annuls the shift rows in the staff register, in the same step, so payroll and the register can never end up in conflict.

Guards you will meet

The system stops corrections that would make the register unreliable. All four arrive as a clear message:

• "This row has already been corrected – correct the latest correction instead." The chain is linear; you always work on its tip.
• "The new time is more than 7 days from the registration." The limit is measured against the original registration, not the previous correction – otherwise a chain of small steps could wander arbitrarily far from reality. Check the date.
• "The new time is in the future."
• "The row is already corrected or annulled."

An identity number that was missing when the person clocked in cannot be filled in afterwards – the row is written. Fill in the number on the staff card so future punches are correct.

Who may correct, what is logged and what you hand over

• Correct and annul require the Correct staff register permission.
• Voiding a shift requires both Edit schedule and Correct staff register – voiding a shift is correcting the register.
• CSV and SKV-XML export require Tax Agency exports.

Every correction carries who made it and when. Every export is logged with period and row count, so it can be traced afterwards who pulled out identity numbers and for which month. Revealing identity numbers in the register view is logged too.

Employees cannot flag or request corrections themselves in the staff portal – that function does not exist. They contact you, and you make the correction.

During an inspection, corrections appear automatically under their date together with the original and the reason. If something is to be handed over: Print gives the selected day, while CSV and SKV-XML always give the entire month the date falls in. There is no PDF export and no digital signing – the printout and the export files are what the product delivers. How the staff show the register mid-service is covered in the separate article on inspections.

Common mistakes

• Never correct "just to make it look tidy". Every correction requires a factual reason, and it becomes a permanent part of the register.
• Never add fictitious shifts. That is serious criminal fraud and shows up in cross-checks against payroll and sales records anyway.
• Do not wait. Correct as soon as the error is found – that is exactly why the 7-day guard exists, and a month-old discovery is hard to explain.
• Have a month-end routine: go through forgotten clock-outs in Time before the payroll period is locked. If the period is locked, the time cannot be corrected until you unlock it again.
• Train the staff to always clock out. Under Staff ▸ Settings ▸ Schedule and time you can set after how many minutes a forgotten clock-out is flagged in the notification bell – but no punch is ever closed automatically. The system does not know when the person went home, so an open entry is deliberately left open for you to correct.