Monthly 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 Attachment 1 for an overview of the connection between contract type and EG/ES. If you select contract type "Teaching" the field "Subject code" will appear. This is a text field where the subject code is entered. The field "Task" is a free text field where the tasks can be entered. 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. Enter the education code for the employee in the field "NUS-code". The code will be posted in IT0022 Education.

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.

Click the applicable line (either salary or travel expense) and enter the correct allocation before clicking “Save” in the bottom right corner. In addition costs can be allocated among more by clicking "+ Add new cost allocation". 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. 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. 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.

In the field "Position percentage" you register the position percentage of the employee. There is a help text here to calculate the position percentage. 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.

You must also consider which country the work is to be performed in. If you select "Abroad" a new field where you must select country will appear. If you select "Partially abroad" you must also consider which country the work begins in, either Norway or abroad. This will affect whether the employee is employed as a foreign employee in SAP or not.

At the bottom of the page you can select whether the employee is to be exempt from group life insurance, exempt from The Norwegian Public Service Pension Fund (SPK) or employer’s tax (AGA). This will affect the registration in IT0001, IT0008 and IT0014.

• If you tick the box for "Exempt group life", the group life insurance will not be registered in IT0014.
• If you tick the box for «Exempt SPK», wage type 7000 will not be registered in IT0008.
• If you tick the box for «Exempt AGA», other wage types will be registered in IT0008.

When all the information has been registered, click on the button "Step 3" to the bottom left corner to proceed. 

Step 3 – Attachment(s)

In step 3 you can upload attachments by clicking the button "Add attachment". In addition there is a free text field for the contract. What you write here will be part of the contract sent for signing.

Click the button "Step 4" to proceed.

Step 4 – Notes

In this step you can add information for the next processor with budget allocation authority.

See summary page and submit

Click “Go to summary page” when you have entered all the necessary 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 which 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.