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Questions and answers about the payroll project

Here you will find answers to frequently asked questions about the payroll project and the new system KTH-HR. If you have any further questions, you are welcome to contact your HR department or the project group.

Updates

Information about the new system KTH-HR will be updated continuously during autumn 2024 as changes are ongoing. Important dates and activities and answers to common questions are published here when relevant.

Why is KTH changing payroll and time management system?

KTH’s current payroll and time reporting system, HR+, including the Self-Reporting system has undergone a competitive procurement process. To enable a sustainable development of HR support at KTH, the system support needs to be modernized and strengthened, which has also been requested by the organisation. Therefore, a new system, KTH-HR, for leave, absence, and time reporting, will be implemented in autumn 2024.

When will the new system be implemented?

KTH-HR will be implemented during a transition period starting 21 October 2024. The current systems HR+ and the Self-Reporting system will be phased out and fully decommissioned by December 2024.

What are the key dates I need to know?

  • 15 October – Final opportunity for managers to approve reports in the Self-Reporting system (by 16:30).
  • 16-20 October – During this period, there will be no system available to report absences, leave, or time. If, for example, you fall ill during these days, you will need to register it in KTH-HR on 21 October. Note that you are still required to inform your manager of any absences following the current procedures.
  • 21 October – KTH-HR becomes accessible for login.
  • 28-31 oktober: Hourly workers report their worked hours for October in KTH-HR.

  • November 1 – First-time employees confirm the previous month. Employees with annual working hours or non-regulated working hours only need to confirm if they have had any absence or leave during the period.

  • November 1–4 – First-time managers approve the previous month. If you need support with approvals, contact your school’s HR team.

  • 25 November – First salary payment processed through the new system.

What changes will affect all employees?

All payroll and time reporting will take place in KTH-HR. The following changes apply to HR, managers, and employees from 21 October 2024:

  • All employees must update their personal information in the new system during October, such as emergency contacts and children's birthdates, to enable the registration of child care leave.
  • All employees will report absence and leave digitally in the new time reporting system, such as for illness, child care leave, or leave requests.

How will I be affected if I have a flexitime agreement?

Starting from 21 October 2024 you need to report an absence or leave in KTH-HR. At the end of each month/period, you will need to confirm your entries in the system. This allows your manager to see that you have completed reporting for the current month.

How do I track and report my flexitime?

If you have a flexitime agreement, you will report your flexitime in the same way as today until 31 August 2025. From 1 September 2025, you will report your time digitally in KTH-HR. You will receive further information later on from HR regarding flexitime reporting.

How will I be affected if I am an hourly worker?

28-31 October 2024- Hourly workers will report their worked hours for October directly in KTH HR. If they have already submitted time reports on paper, these will be handled according to the previous routine. In the following months, hourly employees can report their worked hours continuously, but they must submit their reports by the end of each month at the latest. This does not apply to exam invigilators, who will continue to receive assistance from HR with their time reporting.

How will I be affected if I am an exam invigilator?

HR will initially manage the registration of exam invigilators' working hours in KTH-HR.

As a manager how should I work when the Self-Reporting system is no longer available?

You will continuously approve your employees' absence and leave in KTH-HR. Managers should also approve at the end of a month/period. If, as a manager, you need support with approving, you can contact HR at your school.

How should managers approve time reports from hourly employees?

As a manager, you will have the ability to approve time reports from hourly employees (equivalent to today’s remuneration form) in KTH-HR at the end of the month/period, alongside other approvals.

What will happen to employment contracts and confirmations?

Employment contracts and confirmations will be drafted and signed through the new payroll system. The Word template for employment contracts will be discontinued. HR will register employment contracts in KTH-HR, and managers will approve and sign the contracts. The new procedure will be published on the intranet in October.

How do I learn to use KTH-HR?

  • HR will be trained in the system during August, September and October.
  • From 21 October HR will offer extra support to managers during the implementation period.
  • Use guides KTH-HR  for employees and managers.
  • During October and November managers will be invited to Zoom-sessions about KTH-HR . 

Who can I contact for questions?

If you have questions about how to work with payroll and time reporting in KTH-HR, contact HR at your school or at the University Administration in the same way as you do today.

How is the project being coordinated with the unions?

The project is being coordinated according to current procedures and agreements.