Clarification of routines concerning employment

From 1 January, NHH will be reporting on employment to the authorities monthly.

25.11.2014 - Marianne Stople

From 1 January 2015, all Norwegian employers will be obligated to change their reporting routines to the Norwegian authorities. In the future, NHH will report monthly information about your employment, pay and leave, including information that will be used in the tax settlement. The most commonly known form of reporting that will be eliminated is the certificate of pay and tax deducted.

In connection with this, we would like to clarify the routines relating to each employee's employment, pay and leave. The routines apply to all employees at NHH, including scientific, technical and administrative. The reporting also applies to those who receive fees from NHH without being employed.

These are the consequences of the introduction of A-meldingen for you:

Employees with fixed salaries

- All leave, both full or partial, paid and unpaid, must be applied for in advance.

- You must give notice of changes in your employment (for example, overseas stay of more than 1 month, change in position percentage etc.).

- Travel expense reports must be submitted as soon as possible and no later than one month after the travel occurred.

Employees on hourly wages

- You must register and submit time sheets on an ongoing basis.

- Signed time sheets must be submitted to the Section for Finance and Accounting by the 1st or 15th of each subsequent month of completed work.

- The new payment dates for employees on hourly wages are the 5th and 20th of each month.

- All leave, both full or partial, paid and unpaid, must be applied for in advance.

- Travel expense reports must be submitted as soon as possible and no later than one month after the travel occurred.

Managers

- Requests for temporary appointments must be sent to the HR Department well in advance of the commencement of the working arrangement.

- Applications for leave must be assessed on an ongoing basis.

- Time sheets must be signed and forwarded on to the Section for Finance and Accounting on an ongoing basis.

- You must give notice to the Section for Finance and Accounting about Norwegian employees who will be staying overseas for more than one month.

- You must give notice of expected visits by foreign employees, for example, an adjunct professor who does not live in Norway.

Fees

- Information relating to guest lecturers and examiners must be sent to the Section for Finance and Accounting well in advance of when the work is performed.

- The time period must be stated in the form/in Current.

Tax

- From 2015 it will not be permitted to delay salary payments until a tax card has been received.

- International employees must still apply for a tax card each year, including those who have a fixed salary and have been living in Norway over a number of years.

Managers who have international employees

- With regard to recipients of fees, the Section for Finance and Accounting must receive a copy of the passport when the agreement has been entered into. In addition, they also require information about the percentage of the income that should be deemed to have been earned during the stay in Norway and the period of time in which they stayed here. If they shall stay in Norway for more than three days, they will have to visit the Tax Office and apply for a tax card or possibly an exemption card.

- The departments must assist in applying for a Norwegian ID and tax card as early as possible. In the tax card application, the amount of the income that will be earned in Norway must be estimated. This can be calculated by estimating the number of days they will be staying in Norway and dividing the income based on this advance figure.

- The departments must then report to the Section for Finance and Accounting, and preferably as early as possible, when they become aware of the period in which a foreign adjunct professor will be coming to Norway.

- As an employee, you yourself are responsible for relevant information about your employment, pay and leave being received by management.

- If you would like to know more about this, you can read about A-meldingen in the Personnel Handbook (link). The HR Department and the Section for Finance and Accounting will continually update information in the Personnel Handbook and send out information to managers by email.

- Any questions can be directed to a-melding@nhh.no.

Susanne Sulen, Marit Borsholm and Marianne Stople