Staff Register – Corrections in Detail

The staff register (personalliggare) is required by §39 ch. 12 of the Swedish Tax Procedure Act (SFL) for restaurants in Sweden – the Tax Agency (Skatteverket) can make unannounced inspections and impose a fee of SEK 12,500 on deficiencies (SEK 50,000 for repeat offenses within a year). The law has been in force since 2007 and was tightened in 2016 to combat undeclared work. Here is how to correct entries properly, without breaking the tamper-proof requirement.

Key principles of the law (Swedish Tax Procedure Act ch. 39 & Swedish Tax Agency regulation SKVFS 2015:6):

1. The register must be maintained continuously and kept on the restaurant premises – it must be available to inspectors without delay
2. Name and personal identity number (or coordination number) must be recorded for every person working (including probationary staff, trainees and own family members)
3. The start and end time of each work 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 to which they pertain
5. Entries may not be deleted or altered after the fact – corrections must be made in addition to the original entry with clear traceability (the principle is called "tamper-proofing" and is central to Swedish accounting tradition)
6. A staff register is required in restaurants, hairdressing, laundries, car repair, construction and the beauty industry

Vendion enforces this automatically. You can never delete an entry – you can only add a correction entry that references the original. Both on screen and in the underlying storage it is impossible to modify or remove an existing entry.

When is correction needed?

Common scenarios:

• Forgotten clock-out – someone left work without clocking out (the most common, roughly 70% of all corrections)
• Forgotten clock-in – the employee worked but never clocked in
• Wrong person clocked – a colleague typed the wrong PIN
• Technical error – the time clock was offline during the shift
• Incorrect time – the system clock was wrong or the punch was duplicated
• Someone who helped out without being scheduled – e.g. a partner who stepped in during an emergency

Correct step by step:

1. Go to Staff → Staff Register
2. Select the date with the error
3. Click the row with the incorrect entry
4. Click Correct
5. Fill in the form:
   • Type of correction – Fix time / Add missing clock-in / Add missing clock-out / Invalidate entry
   • New time (if time correction)
   • Reason (required free-text – e.g. "Forgot to clock out, work ended 22:15 according to colleagues")
6. Save

What gets saved with a correction:

• The original entry is never touched – it remains exactly as it was recorded
• A new correction entry is created that references the original
• The reason you entered is stored in plain text
• Both who made the correction and when are logged
• IP address is also logged if available
• On print, both entries appear – the original and the correction together with a clear link between them

Add a completely missing entry (no clock-in happened):

1. In the staff register, click Add manual entry
2. Select employee, date, clock-in and clock-out times
3. Enter a reason ("Time clock offline, verified by kitchen supervisor Johan")
4. Save – the entry is marked as manually added and counts as a correction

Invalidate an incorrect entry:

You cannot delete – but you can create a "void correction":

1. Click the incorrect entry
2. Choose Correction → Invalidate
3. Enter a reason ("Wrong PIN typed, the person did not work that day – verified against schedule and booking")
4. Both the original entry and the invalidation appear in the report, with a clear marker that the original does not count in the time calculation

Difference correction vs invalidation:

• Correction (time fix): The original remains with the wrong time, the correction indicates the right time. Payroll is calculated on the new time.
• Invalidation: The original remains but does not count at all. Used when the entire entry is wrong, e.g. wrong person.
• Manual addition: No original entry exists. New entry marked as manually added with reason.

Who is allowed to correct?

Only users with the Manage staff register permission (default: Boss and managers with the Admin permission group) can create corrections. Staff members can flag errors in their staff portal but it must be approved by a manager. Audit logging always shows who made the correction.

Reporting to the Tax Agency:

• During a Tax Agency inspection (can happen at any time without warning), you show the staff register on screen or print it out
• All corrections appear automatically under the respective date with a link to the original
• If an inspector asks about a discrepancy, showing the correction with reason and traceability is sufficient
• The inspector wants to see everyone on the premises right now – active (clocked in but not clocked out) appears at the top of the day's view
• If the Tax Agency requests history you must be able to show at least 2 years back

Export for audit:

1. Staff → Staff Register → Export
2. Choose date range (max 2 years back in production, longer for archive)
3. Choose format: PDF (print-friendly, color-coded with corrections marked) or CSV (for accounting/auditor)
4. The file contains all originals + all corrections with reason text
5. The file is digitally signed by Vendion – the Tax Agency accepts this as a valid digital log

Common mistakes to avoid:

• ❌ Correcting "just to look tidy" – all corrections require a factual reason
• ❌ Backdating an entry (typing in yesterday) without flagging it as a correction
• ❌ Adding fictitious shifts to mask undeclared work – this is serious criminal fraud and can lead to tax surcharges + criminal liability
• ❌ Fixing a month-old entry without first documenting why it was discovered so late
• ✅ Correct as soon as the error is discovered – same day if possible, always within 5 days
• ✅ Have a routine at month-end: review clock-out errors before locking the payroll period
• ✅ Document agreements with employees in writing (SMS or email) before you correct

Tips to minimize corrections:

• Train the staff: "always clock out before you leave, even if you think it happened automatically"
• Put a reminder sign at the exit: "Did you clock out?"
• AI Boss can ask you every morning "Yesterday has 3 forgotten clock-outs – want me to send a reminder to those concerned?"
• The time clock can automatically log out inactive users after 18h – enable in Settings → Time Clock

Related: Staff Register (overview), Time Tracking, Clock In/Out, Payroll period closing.