Löner User Manual
Contents
1. Day Boxing Day New Year s Eve and New Year s Day all according to the Swedish calendar as well as any other days currently stipulated by the Swedish Act 1989 253 on Public Holidays Bankgirot s communication product Bankgiro Link includes Secure communication solution with authorisation based on PKI and certificates e File transfer over the Internet e Transfer of payment instructions to Bankgirot e Transfer of reports from Bankgirot e Electronic mandate control for some banks An address that points to a bank account A bankgiro number can be associated with the bank and account number of your choice bankgirot Page 5 15 Term Electronic payment order ELU Payment initiation Payment instructions BgCom Check digit Date amendment form Debit initiation Anti tampering protection Communication method Credit initiation Information classification Open Loner User Manual February 2015 Definitions An electronic payment order that assigns Bankgirot the task of executing the payment instructions sent in a payment initiation It must be sent to Bankgirot at the same time as the payment initiation Note The banks have different procedures for payment orders The file the company sends to Bankgirot containing the payments to be made The payments Bankgirot accepts and processes An Internet based communication service based on proven standards Strong sender and recipient identific2. We recommend that you send the payment initiation as far in advance as possible Bankgirot monitors the payment date and you have time to correct any errors and avoid late or incorrect payments 5 4 2 Time limit The payment initiation that is the file with payment instructions and if applicable a payment order must be received by Bankgirot no later than 19 00 two bank days before pay day if the money is to be available in the employee s bank account on pay day An earlier time may apply in the case of delivery to via the bank or service bureau Information classification Open L ner User Manual ba I ik irot February 2015 Page 11 15 5 5 Payment Instruction Reports from Bankgirot 5 5 1 Printed reports The payment instruction reports are provided on paper for Loner The reports are delivered daily which means in the case of payment activity 5 5 2 Standard reports Report Contents Comment Reconciliation report All transactions via a A good basis for liquidity bankgiro number since planning if you have many the previous report as bankgiro numbers well as monitored payments Stopped payments in Payments that the bank balance check inquiry has stopped after the balance check inquiry Rejected payments Payment instructions Comments in the report containing errors and indicate the error source therefore not processed Cancellation date Executed and Comments in the report amendment unexecuted cancellations indicate the
3. automatically receive the same password and authentication key for anti tampering protection for Loner The same authentication key for anti tampering protection and the same password can be linked to several customer numbers Otherwise a valid e identity issued by a bank is used to create electronic anti tampering protection Reference Contact your bank for more information 4 4 Communication method Payment instructions are sent between your company and Bankgirot by file transfer There are several different solutions for communicating with Bankgirot Information on the available communication methods can be found at www bankgirot se Reference The business system your company uses may only offer support for a particular communication method For more information on this contact your company s software supplier 5 Using Loner 5 1 Customer test To check that everything works you can perform a test at Bankgirot that returns the test results as soon as possible This table shows how it works Step Description 1 Your company creates a file from authentic material 2 Your company sends the file to Bankgirot as a test file 3 Bankgirot sends confirmation of an approved test result Tip You can use the sample file available at www bankgirot se to help you create a salary file 5 2 Information in the payment initiation The payment initiation is the file you send to Bankgirot containing the payments to be made Separately o
4. For more information on reports from Bankgirot see the section Payment Instruction Reports from Bankgirot 3 1 2 File transfer The company can choose between several different communication methods for sending the payment initiation to Bankgirot Reference For more information visit www bankgirot se 3 2 Options 3 2 1 Extended Reporting With Extended Reporting the payer can enter an agreement for more than the standard reports on payment instructions 3 2 2 Payments specification with salary details The optional report is Payments specification with salary details Order the report from your bank Reference For more information on reports from Bankgirot see the section Payment Instruction Reports from Bankgirot 4 Prerequisites 4 1 Agreement with bank Your company signs an agreement with its bank on L ner for a new or existing bankgiro number This table lists the details that the agreement between your company and the bank must include Detail Comment Bankgiro number Which bankgiro number or numbers to use Customer number Existing or new assigned by Bankgirot Chosen communication method Reference See Communication method below Information classification Open L ner User Manual ba I ik irot February 2015 Page 8 15 Detail Options Report address Name s and phone number s of the contact s at the company for issues concerning e Finances e IT e Passwords e Security The date on which the c
5. Loner User Manual Inform pe information classification Open Bankgirocentralen BGC AB 2013 All rights reserve d a l i Iro www bankgirot se Contents 1 MACON pci paste isnie nnna er Ea ceastesescasdacie saan E a E EES 4 L1 Ths documents eeren ued sheosnaetsaetsaeteaasesaddnasemideieidisamiataidiaaealys 4 1 2 Whatis Bankgirot eeeseeseeeeseseessesseeseessessesseesressessresresressessreseessessesseeseeessessesseeseessesses 4 13 What isa bankgiro NUME ssssisssriiieeiie iieii aeeiio EE EEE EESE EEEE D aa 4 14 Whatis LOEn cieie i e e a a EEEE EE 4 2 Terms and dennitionS siimi ann a aa ae aaa aa aa a aaa a 5 3 Lonerin pracie iine Ea Eee eiS EEE SE E EE SE SE SEEREN 7 3 1 Standard M00 1016 ONS sss eiorinn eieiei Eai E EE A AEE AEE EENEN 7 3 L1 Reports from Bankgirot seseseesseosseesseesseessosessoessssessseesseessresssossssesssessseess 8 3AL2 THUG ASU orrsiioreneeosiorse aoise ro E a aoai EA Facets ANE EE EEEE ANE a 8 32 CPUONS n a a a a a E a E E EE AS 8 3 2 1 Extended Reporting e sseesseessosesoseseseesseesseessseessooessoesssensseesserssoressoessseesssess 8 3 2 2 Payments specification with salary details c ccccsscssssecssssecssneecssseeeeseees 8 4 Preregtlsites wads cosnnucssisnains secennsercendwsnaiebe Ei EE EE AES REEE REE EE a EERE 8 4 1 Agreement with bank essssessesseeseeseessesseesressessesseeseessessessrssesssessessesseesreessessesseeseessesees 8 4 2 Adaptation of payroll so
6. a e aa ry weve aa is 12 5 7 Cancellations and date amendments ccccsssccstscssseessesssecsseeeseesseessseesseesseeeesseeseeees 12 5 7 1 PreregulsiteS sisena nae cada ede aoa a ear eaa Era i a Ena 13 5 7 2 When does Bankgirot need cancellations and date amendments 13 Information classification Open L ner User Manual ba I ik irot February 2015 Page 2 15 5 8 Report comments and explanations ccccssccessccessecessseceseecessecesseecesseecesseeeeseeeesaes 13 5 8 1 Comments in the Rejected payments PepOrt cceescecessceceseeesseeeessseeeessees 13 6 Who should you contact if you have any questions cceessecesscecesseecesceecsseceeseeeenes 4 6 1 Different Contacts sisien a o aaia aia aia iaasa 14 6 2 Questions on business and communication SyStemMS ssessessesseeseessessessesseseesresee 14 6 3 Questions about prices and agreements cscesccsssecssecssecsssesssecseeesseeseesseeeesseeseeees 14 6 4 Questions About FILES ec eeeeceeeccccccessssssssssccescesssssssssecsescsssssssssssecesesssssssssssstsseess 14 7 Contact channels and ACCIeESSES ccccececssssssscssececsesessssceesssseceesesessesessssesessessneseeeess 15 Information classification Open L ner User Manual v ba l ksirot February 2015 Page 3 15 1 Introduction 1 1 This document This is the user manual for Loner or Salaries in English The manual includes detailed information about Loner
7. and is aimed at readers who will e Make a decision on whether to use L ner e Adapt the company s procedures to be able to use Loner 1 2 What is Bankgirot Bankgirot is a European clearing house tasked with delivering market leading solutions in the payments area that increase customers competitiveness As the only clearing house for mass payments in Sweden Bankgirot has a central role in the Swedish payments infrastructure and processes the great majority of these types of payments The bankgiro system is e Anopen system for both payers and payees e The link between payers and payees All payment institutions operating in Sweden can sign an agreement to participate in the bankgiro system Bankgirot processes payments and information about incoming and outgoing payments for all parties Regardless of your bank connection e Asapayee you can receive payments from all payers e Asapayer you can reach all payees Within the framework of the bankgiro system Bankgirot has established collaborations with several of the largest business accounting and communication software companies Together we create efficient business solutions for all payment needs saving your business both time and money 1 3 What is a bankgiro number A bankgiro number is an address that points to a bank account A bankgiro number can be associated with the bank and account number of your choice When you want to receive payment you simply quote your bankgiro n
8. ation with electronic ID Anti tampering protection with digital signature Encrypted sessions Mandate control A check digit that always appears last in for example an account number an OCR reference number or a bankgiro number Forms used to amend the date of records in a payment initiation or of the entire payment initiation A file based on the payment instructions sent to the payer s bank for withdrawals debits from the payer s bank account For security reasons all files containing payment instructions that are sent to Bankgirot must be provided with electronic anti tampering protection This anti tampering protection can be a digital signature or authentication The method a company uses to send files to and retrieve files from Bankgirot A file based on the payment instructions sent to the payee s bank for deposits credits to the payee s bank account bankgirot Page 6 15 Term Definitions Customer number A customer number at Bankgirot used as the address for file deliveries The customer number can be linked to one or more bankgiro numbers A customer number is always linked to a service Cancellation form Forms used to cancel records in a payment initiation or the entire payment initiation Technical manual A user guide with record and file descriptions Mainly aimed at software companies and companies that develop proprietary software Customer test Conducted to verify that the information in the f
9. error source and date amendments 5 6 Options 5 6 1 Extended Reporting The optional report is Payments specification with salary details This report contains information about paid salaries Each paid salary is reported together with the information you provided Bankgirot Order the report from your bank 5 7 Cancellations and date amendments The cancellation or amendment to the date of one or more payment instructions in Swedish kronor is done using a form BG 661W Fill in the form and send it directly from www bankgirot se Note It is important to fill in all requested information about your company and the cancellation or amendment you want to make If any information is missing the form cannot be submitted Information classification Open L ner User Manual v ba I ksirot February 2015 Page 12 15 5 7 1 Prerequisites One prerequisite for making cancellations and date amendments is that you send the cancellation date amendment to Bankgirot after the payment initiation 5 7 2 When does Bankgirot need cancellations and date amendments Date amendments and cancellations must reach Bankgirot no later than 19 00 two bank days before pay day An earlier time may apply in the case of delivery to via the bank or service bureau 5 8 Report comments and explanations 5 8 1 Comments in the Rejected payments report The Rejected payments report can include comments describing the different errors that have arisen
10. ftware seeseeseeeseeseesseseeeseesreseessreseessesessessreseessessesseeseesesesees 9 4 3 Anti tampering protection and passwords c ccssecsssesseesecsseeessesssseseesseessseesseeeets 10 44 Communication method ss sisiiisoesiirircisoosssisnsinsosssiiopidinnoanaia isona dona sni iue iioa i iaaeaie 10 5 Using LOT soeren sei en a e erd anaE oaeen EEE era EEEE eaa Eee NEEESE 10 Dee CUSHOMER tes a e e E E E E tae tins 10 5 2 Information in the payment initiation wcsicsisedinsnctisncisnsicn ianindiivadiin sid dansutadndadabiidadnduisndwsuiinuss 10 53 Payment order eeii cen ad thes aieea aiao iee EA EOE ESEE EEEE 11 5 3 1 Different banks different ProCedures cc cccsssecssscecsscecsssceesseeeeesseeeesaees 11 5 4 When does Bankgirot need the payment initiation ss eseseessoseesseeseessessesseeseessessesees 11 5 4 1 Bankgirot s processing days s sccssssecssssecssssecssssecssssecesseeeeseeeeseeessseeesseees 11 542 ITA ANG ossee iiser ienaa aeea oiiaii eaen eee aie iai 11 5 5 Payment Instruction Reports from Bank girot cccccssecssecssessecseceseesssesseeseseeesneees 12 5 9 1 Printed reports cs vnsecirautigancauedarexcuvenivouk need seuhiah Na E E ESENE NEEE 12 5 5 2 Standard repOTtS siissasiausaide ciucorien iv isvare sis ses CoE o Eene R EEs SENESE ENESENN SENEESE EE 12 DO ODUONS secccvescedscncsscincedeceinetcessbssetessbeseleveindedicetedoisestesedscs N K A AEE REEE 12 56 1 Extended Repor ng sesira n a
11. iles complies with the specified layout Customer testing is not mandatory Reporting All companies receive reports on executed unexecuted and monitored payments Reporting comprises a number of reports that can be received on paper With the Extended Reporting option the company can receive reports other than those included in the standard agreement 3 Loner in practice 3 1 Standard functions This table shows how Loner works Step Description 1 The company sends a file the payment initiation containing payment instructions to Bankgirot Bankgirot monitors the pay day 2 Bankgirot sends a debit initiation for a balance check inquiry to the company s bank on the bank day before pay day 3 Bankgirot compiles payments in SEK for Bankgirot s clearing service Bankgirot s clearing service sends settlement instructions in SEK to RIX where the money changes banks 4 Bankgirot sends a credit initiation to the payee s bank and reports the event to the company Information classification Open L ner User Manual v ba I ksirot February 2015 Page 7 15 3 1 1 Reports from Bankgirot The company receives a report on all events in the Loner service Reporting comprises a number of reports that can be received on paper All reports are delivered daily These reports are available as standard e Reconciliation report e Stopped payments in balance check inquiry e Rejected payments e Cancellations date amendments Reference
12. in conjunction with salary transfers Note All payments with any of the following comments must be rectified and resent to Bankgirot Comment Bank account missing for credit transfer Non numeric amount Payment instruction received too late Credit transfer to bank not connected to Bankgirot Payee s bank account incorrect Payee s bank account non numeric Payee s clearing number incorrect Unreasonable date Incorrect currency code Information classification Open Loner User Manual February 2015 Explanation Action No account number specified in the payment initiation The amount contains characters other than numbers The specified payment date had already passed when Bankgirot received the payment instruction The payee s bank is not connected to Bankgirot The bank account number has an incorrect check digit Action Contact the payee The bank account number contains characters other than numbers The clearing number for the payee s bank is incorrect Action Contact the payee The date does not exist The specified currency is not permitted Page 13 15 bankgirot 6 Who should you contact if you have any questions 6 1 Different contacts Your company signs an agreement with your bank to gain access to the Loner service and the payments are managed using a business or accounting system with functionality determined by the software company Here you can get help deciding who to con
13. ompany will start using the service Comment Extended Reporting Where the reports will be sent One of the following e The company s address e The company s bank e The company s service bureau Note If any of the above information changes contact your bank branch No earlier than two bank days after the agreement is signed 4 2 Adaptation of payroll software In order to use the Loner service the company s payroll software must be adapted to the service This table shows where you can find more information about the payroll software What do you want to know more about How Loner will work with your current payroll software Communication and security solutions Information classification Open Loner User Manual February 2015 Reference Contact the company s software supplier If the company uses proprietary software see the record and file descriptions in the technical manual for Loner It can be found at www bankgirot se For communication and security solutions e See Communication method below or e Contact the company s software supplier T bankgirot 4 3 Anti tampering protection and passwords In conjunction with your company signing an agreement with the bank on Loner you will receive authentication keys for anti tampering protection and passwords from Bankgirot or your bank If your company uses the same customer number and the same contact for other services the company will
14. ot 105 19 Stockholm Website Why not visit our website www bankgirot se where you can find the latest information on our services frequently asked questions and manuals Information classification Open L ner User Manual ba l ik irot February 2015 Page 15 15
15. r together with a payment order it comprises a payment instruction to Bankgirot Information classification Open L ner User Manual ba I ik irot February 2015 Page 10 15 The table shows how to specify the clearing number for salary transfers to accounts at Nordea and Swedbank If the account is at __ then use Nordea e Clearing number 3300 for payments to accounts based on civic numbers e Clearing number 9960 for payments to PlusGiro accounts Swedbank Only the first four digits of the bank s clearing number The fifth digit the check digit is not included 5 3 Payment order The payment order assigns Bankgirot the task of executing the payment instructions sent in a payment initiation You send the payment order electronically to Bankgirot at the same time as you send the payment initiation 5 3 1 Different banks different procedures The Swedish banks have different procedures as regards the requirement to send a payment order to Bankgirot in conjunction with payments The following alternatives exist e Submitted payment initiations comprise approved payment orders e An electronic payment order ELU must be sent Check with your bank to find out what applies 5 4 When does Bankgirot need the payment initiation 5 4 1 Bankgirot s processing days Your payments are processed on bank days If you have specified a non bank day as the payment date the payment is not processed until the next bank day Act in good time
16. tact with any questions you may have 6 2 Questions on business and communication systems Contact the software company if you have questions about business and communication systems Example questions e Does my accounting business or communication system support Loner e Howdoes automatic reconciliation work in my system Reference If you would like information about the different software companies and whether they support a particular product you can search for such information at www bankgirot se 6 3 Questions about prices and agreements Contact your bank if you have questions about prices and agreements Example questions e How do I register for and start using Loner e How do I add functions change the communication method or change other specifics of the agreement e What does Loner cost 6 4 Questions about files The table shows who to contact if you have questions about sending files to or receiving files from Bankgirot If you have a communication solution connected to then contact Bankgirot Bankgirot see www bankgirot se Service bureau The service bureau Your Internet bank Your bank February 2015 Page 14 15 Information classification Open L ner User Manual v ba I ksirot 7 Contact channels and addresses Contact channels and addresses Bankgirot s Customer Service Telephone fax and e mail to Customer Service can be found at www bankgirot se under Contact Postal address Bankgir
17. umber you never need to provide your bank account details The actual account is always hidden from the payer If you change banks you can keep your bankgiro number and your bankgiro payments will continue to arrive just as before 1 4 What is Loner Loner or Salaries in English is a payments service that your company can use for paying salaries to all bank accounts in Sweden You send your payment initiation when convenient and Bankgirot monitors and makes your salary payments when due Information classification Open L ner User Manual v ba I ksirot February 2015 Page 4 15 Salaries can only be paid in Swedish kronor The table lists the most important advantages offered by Loner and shows how they benefit the customer Advantage Customer benefit Payment on the right day Interest gains Less administration the company can gather all Time savings salary payments into a single process 2 Terms and definitions This table lists Bankgirot s definitions of the terms associated with the Loner service Term User manual Bank day Bankgiro Link Bankgiro number Information classification Open Loner User Manual February 2015 Definitions A manual that describes a service how it is used and howa company adapts its procedures to use the service All days except Saturdays Sundays Epiphany Good Friday Easter Monday First of May Ascension Day Sweden s National Day Midsummer Eve Christmas Eve Christmas
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