Recruiting with an hourly salary

Procedure for hiring an hourly employee/salaried employee

Hourly employment/remuneration is available for shorter assignments, for example course assistants. In general, hourly wages/remuneration should be used sparingly. A person who is employed by the hour is employed in accordance with § 5.1 of the Employment Protection Act (1982:80). If the person is to work regularly for several months, we recommend hiring the person as a Teaching assistant (only applies to students). Read more about teaching assistant here.

KTH's agreed hourly wage amount can be found here.

Remember to never promise work or let a person start working before it has been agreed with the unit manager and HR.

Employment Confirmation Process

1. Fill in a task description, the task description is filled in by the client (e.g. teacher)( Template available further down)
2. The assignment should be approved by the unit manager (email or signature)
3. The assignment description is sent (after approval) to HR at persadm@itm.kth.se and Vhc together with name, personal number, address and email address to the employee.
4. HR checks the LAS-days and draws up an employment confirmation. The confirmation is written at a maximum of 360 days. HR gives feedback to the client and Vhc if adjustment is required (eg time).
5. HR sends out the employment confirmation to Vhc and payroll officer who signs electronically in Adobe Sign. A copy is automatically sent to payroll.
6. The employee can start work and then fill in the fee form, which is given to the client who is responsible for checking that the hours are correct.
7. The client submits the fee form to Vhc, the client make sure it’s signed by the head of unit and submits it to HR.

Rules and guidelines

Generally, hourly wages / fees should be used sparingly. The basic idea is that everyone should be permanent employees, so that all employees are treated equally. A person who is employed by the hour is employed according to §5.1 of the Employment Protection Act (1982: 80).

The central office of KTH regulates categories of hourly wage amounts. You find the categories and the fixed wages/fees here

Always contact the HR staff for guidance before committing and commencing work if you want the person to:

• Work more than 50% for a month or more or

• Less than 50% but regular working hours for one month or more or

• Not included in any category that KTH centrally specifies.

Employment Confirmation

Confirmation of employment for temporary employment (AB) is required for each hourly paid employee, and shall be valid as long as the person is allowed to work in Sweden. The confirmation of employment must be signed by the Head of Department or the Operational Controller as well as the employee.

Don't forget to note the Place and Date of Signature. According to the Employment Confirmation, the remuneration worker must be offered work for each individual occasion and this can then be done by mail. This mail correspondence (or similar) must be submitted to the staff in an appendix to the form "Payment of hourly pay / compensation".

Employing an hourly wage person without a Swedish Security Number

There are three different scenarios:

• If a person will be in Sweden for at least one year, the person can register in Sweden and apply for a social security number at the Swedish Tax Agency .
• If a person will be in Sweden for less than six months, HR, ITM can apply for SINK for the person (Tax for foreign residents). More information about SINK on the intranet
• If a person will be in Sweden for more than six months but less than one year, the person himself must submit a notification of preliminary A-tax to the Swedish Tax Agency .

The process will take at least 8 weeks before a decision is made by the Swedish Tax authorities. The person will not receive a Swedish Security number, but a coordination number.

The application, decision from the Swedish Tax authorities and ID document (ex. Passport), should be sent to the Human Resources office at ITM school.

The employee will receive a temporary X number in HR+ system until hen receives a coordination number.

Payment

Hours should be specified, based on actual working days. Days that follow one another should be stated in unbroken form within the week, but not to cover from the end of one month to another month.

The forms must have complete information of the first and last name of the temporary employee, the fees, the social security number, the current home address (including postal code and post office). If the home address changes between assignments, we ask that you inform the staff so that current personal information can be entered.

The forms must be signed by a financial approver.

Read more about Salary payment and tax certificate

Bank details

Please note that the employee must self-register an account for payment to Nordea if they wish to have their salary paid to the account. This is done via this link. If Nordea lacks information, payment is made instead via payment card (AVI).

Templates

Uppdragsbeskrivning timanställda (pdf 185 kB)