Hourly contract

Step 1 – Who

Step 1 is the same for all types of contracts. Read more about step 1.

Step 2 – Contract

In step 2 you add contract information, organisational affiliation, salary and information about position. In addition you can change cost allocation and add special conditions.

The field "Contract type" has a drop-down menu with several options that will decide the employee group (EG) and employee subgroup (ES) of the employee.
See SAP user documentation for an overview of the connection between contract type and EG/ES. In the field "Legal basis for temporary employment" you will register the legal basis for the employment from a drop-down menu.

The field "Organisational unit" displays an overview of all organisational units you have access to. The field is controlled by your authorisation (A290).

A list of all available positions active in the contract period will appear when you select an organisational unit. The “Employees” column will show the number of employees hired in this position.

You can create a new position by clicking “Create new position”. Enter the position description, position category, and occupational code. Click “Save” when the obligatory information is entered.

The fields “Geographical workplace”, “Position” and “Occupational code” will be automatically updated with information from the position and organisational unit. 

It is the cost allocation from the organisational unit that will be registered if the “Cost allocation” is marked with “Standard”. This can be changed by ticking “Other”, and this information will be posted in IT0027 in SAP. It is not possible to allocate costs by percentage in IT0027 for hourly contracts.

Click the applicable line (either salary or travel expense) and enter the correct allocation before clicking “Save” in the bottom right corner. You can also delete a line by clicking “Remove cost allocation”. Click the arrow in the top left corner "<" to go back.

The field "Service- and any additional seniority" is automatically filled in with the 1st of the start month for the contract. The field "Position seniority academic" will only appear if you have selected a position which is salaried by table, and it is automatically filled in with the month corresponding to the start date for the contract. This fields can be edited and affects the salary for the employee if you have selected a position which is salaried by table.

The field "Salary table" will always be filled in with 71, or 75 if contract type "Old-age pensioner on pensioner terms" is selected. The employee can state their trade union affiliation when signing the contract. If the employee states trade union affiliation with The Federation of Norwegian Professional Associations (Akademikerne), this will be posted in SAP with salary table 73. The field "Table/range" is automatically filled in on the basis of the information of the selected position. This cannot be changed.

Because trade union affiliation cannot be registered when creating a contract, you add information to the fields "Alternative" and "Pay grade" based on salary table 71 if this is not an employee salaried on pensioner terms. In addition you must always register pay grade in the field "Pay grade". If the employee is to receive a salary supplement you register this in the filed "Salary supplement". "Total annual salary" will display what the annual salary and hourly wage of the employee will be, including any salary supplement. If the employee states trade union affiliation with Akademikerne when signing the contract, the total annual salary will be registered as individual annual salary in SAP, with salary table 73. If the employee is to receive pensioner salary these fields are registered automatically with 75 in the field "Salary table" and 90 in the field "Table/range". The field "Alternative" will contain PENSJAVT.

Enter the work schedule in the field "Work schedule". The work schedule will describe the work pattern of the employee. In the field "Status for tidsadm." you select whether the employee is to register their working hours or not.

• No time evaluation: The employee does not register working hours.
• Time evaluation - actual (positive time evaluation): The employee registers working hours in the standard way.
• Time evaluation only for quotas: The employee does not register time, but has access to self-certification quota and other quotas if applicable.
• Negative time evaluation (Deviation): The working hours registration automatically has expected working hours, and only hours deviating from this are registered.

Hourly employees employed with this solution are to be registered with "No time evaluation". The reason for this is that they receive a separate form for registering hours, which is sent to approval before payment. If you select "Positive time evaluation" the employees kan register hours as ordinary employees and potentially receive double payment.

For all types of contract other than "Old-age pensioner on pensioner terms" you can consider whether the employee is to be exempt from group life insurance, exempt from The Norwegian Public Service Pension Fund (SPK) or exempt from employer’s tax (AGA). This will affect the registration in IT0001 Organisational assignment, IT0008 Basic pay and IT0014 Recurring payments and deductions.

• If you tick the box for "Exempt group life", the group life insurance will not be registered in IT0014 Recurring payments and deductions.
• If you tick the box for «Exempt SPK», wage type 7000 will not be registered in IT0008 Basic pay.
• If you tick the box for «Exempt AGA», other wage types will be registered in IT2010 Employee remuneration Info.

Click “Step 3” at the bottom left corner when all the information is entered.

Step 3 – Tasks

In this step you enter the contract budget. There is no limitation for how many tasks you can enter, but you must enter at least one. Click “+Add task” to create a new task.

The field “Tasks” is a search field, and a list of tasks will appear if you click on it. The kind of tasks that appear will depend on what type of contract you selected in step 2. The tasks you select will affect which wage types that will be registered.

In the field "Amount of hours" you enter how many hours this task has. The hourly rate is retrieved from Step 2. You register the number of hours per task. It is the sum of all tasks which comprises the contract budget.

If you select the task "Teaching" two extra fields will appear; "Subject code" and "Weighting". The field "Subject code" is a text field where you enter the subject code. In the field "Weighting" you enter how the hours will be weighted. It is not possible to have different weighting on different tasks. When you have selected weighting of the first task, this will follow for the rest of the tasks in the contract.

It is possible to overrule the cost allocation for some tasks. This is only necessary if the task needs to have another cost allocation than the contract in general. It is possible to register different cost allocation on all the tasks, but it is not possible to change the cost centre. This is done the same way as described in "Step 2 - Contract".

You must also consider which country the work is to be performed in. This affects the registration in SAP, which in turn affects official reporting. If you select "Abroad" a new field where you must select country will appear. In order for the person to be registered as a foreign employee in SAP all tasks in the contract must be registered with work country "Abroad". If a task has work country "Norway" the person will be registered as a Norwegian employee in SAP. 

Click “OK” when all the information is entered. You can enter more tasks by clicking “Add task” again. When the contract budget has been entered, Click “Step 4” to proceed.

Step 4 – Attachments

You can add attachments in step 4 by clicking “+Add attachment(s)”. There is also a free text field for contract where the information will be added in the contract when sent for signing.

Click “Step 5” to proceed.

Step 5 – Notes

Here you can add information to the next processor with budget allocation authority.

See summary page and submit

Click “Go to summary page” when you have entered all the information for the contract proposal. This page will show a summary of all the information. It is possible to click “Edit” for each step if something needs to be changed. You must search for the employee again if you make any changes in step 1.

The “Display contract” button at the bottom of the page will show a copy of the contract that the employee needs to sign. It is important that you read through this.

Click “Submit” to send the contract proposal. Confirm in the confirmation box. The form will be sent to a processor with budget allocation authority.

You can save the draft and continue later by clicking “Save”. Click “Cancel” to cancel the registration. You can copy the contract proposal by clicking “Copy”. It is recommended to submit the form before copying to ensure that data is not lost.