DISCLOSURE: This information can be updated without previous notice.
General Terms of Employment
Sebratec AB generally applies probationary period to your employment contract. Agreements on probationary employment may be concluded when the aim is for the probationary period to convert to a permanent employment after the probationary period. No particular requirements are upheld for probationary employment. However, the agreement may apply for a maximum of six months. If the salaried employee has been absent during the probationary period, the probationary employment can be extended with the period of time equivalent to the period of absence.
The probationary employment can be terminated by both the employer and the employee before the end of the probationary period by written request no later than two weeks in advance. If no notification has been submitted by the end of the probationary period, the probationary employment converts to a permanent employment.
Working Hours
Working hours expected in full-time employment are usually set to 40h/week which means 08:00-17:00 Monday-Friday with 1 hour lunch break. You shall report your working time in our time reporting system Fortnox at least every Friday and “mark as ready” at latest the 1st day of each month. To read more about time reporting, please see the heading “Time Reporting” down below.
Flex-Hours
All Sebratec employees are offered +/-40 hours of flexible working hours which you can use according to your needs. Once you have reported more than 40 hours per week in Fortnox, flex hours will be automatically registered. However, if you report less than 40 hours per week, you need to rigister you flex hours as absence in Fortnox. Once minus 40 hours is reached, a deduction on the payroll will be performed. If you reach 40 hours positive, a payment on the payroll will be made with the exceeding hours.
Information about how many flex-hours you have used or collected is found in the your latest payslip found in Fortnox. Keep in mind that the flex balance is delayed (from the previous month) and the balance shown in your payslip relates to the flex balance you had at the beginning of the month. This means that you will need to keep track of your own flex balance throughout the month
- Example: If you start your day at 09:00, take a 1-hour lunchbreak, and finish work at 17:00, you register 7 working hours in Fortnox. The hour between 8:00-9:00, used as flexible working time will automatically be retracted from your time-bank.
- Example 2: If you start your day at 08:00, take a 1-hour lunchbreak and finish your day at 19:00, you register 10 working hours in Fortnox. The hours between 17:00-19:00, used as flexible working time will automatically be added to your time-bank. Be aware that you cannot take out flex hours for a whole day
Please note that according to your collective agreement you may not work more than 48h/week on average during a calculation period of four months.
Overtime
Overtime is guided by different payment rules and is not the same as using your flex-hours. To be considered and paid as overtime, a formal work request from your manager at Sebratec’s client needs to be sent and approved by your manager at Sebratec. Overtime may also be formally requested directly by your closest manager at Sebratec.
The maximum amount of overtime you are allowed to work according to your collective agreement is restricted to 48 hours during a period of 4 weeks or 50 hours over a period of one calendar month. During a period of 1 year, you may not work more than 150 hours overtime.
More information about overtime and how it is paid can be found in your collective agreement.
Business Trips
Business Trips need to be requested by Sebratec’s client via email and approved by your Sebratec manager. All costs and allowances need to be aligned with your Sebratec manager beforehand, following the guidelines of the collective agreement. For more information about reimbursement and allowance, see the headings "Expenses" and "Per Diem Allowance" down below.
Time Reporting
Your time report is very important since it provides us with basis for payroll and billing. Each consultant has individual responsibility to obtain time reports from managers at the client organization. Sebratec time reporting is done through Fortnox.
Time reporting should be done at least every Friday and “marked as ready” at latest the 1st day of each month. It is important to add your hours and approve the period in order to receive your salary on time.
The hours provided in Sebratec’s time reporting system Fortnox should correspond to the hours reported at the client’s system to be validated and approved.
If you’re unsure about how to time report, please visit How To - Time Report.
Salary and reimbursements
Salary is paid on the 25th day of each month after the time report is filled in correctly in Fortnox. In the case that the 25th occurs on a weekend, your salary is paid out on the closest working day before the 25th.
To read more about time reporting, please see the heading “Time Reporting” above.
To be able to receive salary or any type of reimbursement to a new account, the deadline for updating your account number in HaileyHR is the 17th day of each month. If your first salary is paid out the month after arrival (due to arrival late in the month) your first salary will include the days from your employment start-date with Sebratec.
If you have not yet received your Swedish bank account, your salary will be transferred on the 25th day of each month and arrive in your international bank account within 1-2 working days. Please see the heading “International Bank Account” down below for more information.
Your salary is always paid monthly. Eventual absences, extra hours and flex hours visualized in the time reporting system Fortnox are related to the hours worked in the previous month. In case of employment termination, the same rule applies.
- Example: In the salary paid on 25th of April, you get the monthly gross salary for April. Eventual absences, extra hours and flex hours are related to the days worked from the 1st until 31st of March.
International Bank Account
If you do not yet have a Swedish bank account, your salary can be paid to an international account in Europe with currency in EURO, by the end of the month after arriving in Sweden. Note that this is a temporary solution and can only be done after you have shared your account information with the finance department at Sebratec. To share information about your international bank-account, please use your Sebratec email and send the information together with a Print Screen of the account information from either the app or website to
When you’ve received your Swedish bank account, please update your bank account information in HaileyHR.
Until you have received your Swedish Personal ID-number (personnummer) and updated this information in your HaileyHR profile, the Tax Office will deduct 10% more in taxes (calculated from the amount of tax). These excess taxes will be reimbursed from the Swedish Tax Agency during late spring the following year (the amount will vary depending on your individual declaration). If you want to learn more about how Swedish taxes work and your declaration, please visit the website of The Swedish Tax Agency (Skatteverket).
Expenses
If you need to pay for something related to your work with your own money, you will get your money back by registering your expense in Fortnox. Note that all costs need to be aligned with your Sebratec manager beforehand. Expenses made without previous approval from your Sebratec manager will not be reimbursed.
If you receive a paper receipt for the purchase you wish to be reimbursed for, remember to saveit and hand it over to your closest Sebratec manager.
To receive reimbursement on the month after you’ve made your purchase, you need to report and submit your expense in Fortnox at latest by the 7th day of the following month. If the 7th occurs on a weekend, the expense report shall be submitted on the closest working day before the 7th. If the expense has not been registered by the 7th day of the consecutive month, it will not be reimbursed.
| The routine for expenses is handled as follows: | |
|
7th |
Employee submits expense in Fortnox according to the "How-To"-document. |
|
7th-20th |
Finance approves your expense, or asks you for complimentary information. |
|
25th |
Reimbursement is paid out together with your salary. |
If the expense is of a larger amount (5.000 SEK or more) you may contact your closest Sebratec manager to get the reimbursement expedited.
If you are unsure about how to report your expense, please visit How To - Register Expenses.
Per Diem Allowance
As stated above, business trips need to be requested by Sebratec’s client via email and approved by your Sebratec manager. All costs and allowances need to be aligned with your Sebratec manager beforehand, following the guidelines of the collective agreement. Reimbursement for layovers and meals connected to your business trip are paid out on the month after a Per Diem report has been filled out and sent in correctly in Fortnox. Reimbursement for the travel itself (e.g. flight, train, taxi) is reported as an expense in Fortnox and is paid according to the timeline presented under "Expenses".
If you are unsure about how to report per diem allowance, please visit How To - Register Per Diem.
For more information about Per Diem allowance please see the website of The Swedish Tax Agency (Skatteverket).
Absence
Any and all absence should be reported and/or applied for in HaileyHR. After you've reported your absence (or received approval on your application) in HaileyHR, this absent time shall also be reported in Fortnox accoring to the routine presented under the heading "Time Reporting".
Please see information and instructions relating to the different types of absences down below.
*Note that eventual absences, extra hours and flex hours visualized in the time reporting system Fortnox are related to the hours worked in the previous month.
Sick Leave
If you are sick, it is important that you take time to recover. Therefore, and in order to receive your sick-pay (as explained below), you need to inform both your manager at Sebratec and the manager at Sebratec’s client that you are sick. To inform your Sebratec manager that you are sick, you need to register time off in HaileyHR no later than the same day of your first sick-day. Note that you also need to report these absent days in the time reporting system Fortnox.
To read more about time reporting, please see “Time Reporting”.
If you are sick for more than 7 calendar days, you need to provide a medical certificate from a doctor and send to your manager at Sebratec. If you are sick for 7 calendar days or less, you generally do not need to provide a medical certificate from a doctor. In the rare event that you would need to provide this, your manager at Sebratec will inform you.
Sick payment
According to Swedish regulations, the first day of sickness is unpaid as it is considered a “qualifying period” (swe: karensdag).
- For day 2-14 you will receive 80% of your daily salary as paid sick leave from Sebratec.
- For day 15-90(45) you need to apply for sick leave allowance from The Swedish Social Insurance Agency (Försäkringskassan).
- If you have worked for Sebratec, or transferred directly from (Swedish) employment where you had the right to sick pay (and notify us about this), for at least 90 days, Sebratec will compensate you with 10% of your daily salary during day 15-90.
- If your employment does not fit in with the description above, Sebratec will compensate you with 10% of your daily salary during day 15-45.
- From day 90 you will continue to get sick-leave allowance from the Swedish Social Insurance Agency (Försäkringskassan) although at a lower rate. In addition to this, Sebratec will inform Skandia (the insurance company) of your sick leave, and you will get additional compensation from Alecta.
* Note that certain restrictions apply according to the effective Collective Agreement.
Parental Leave
You are eligible for parental benefits in Sweden if:
- you are at home with your child instead of working, studying or looking for work
- you are the child's parent or have custody of the child
- you are a prospective adoptive parent
- you are married to or living together with the child's parent
- you are insured in Sweden
If you wish to be on parental leave, you need to inform both your manager at Sebratec and your manager at the client organization at least two months in advance. To apply for parental leave, please use the time off function in HaileyHR and choose the reason “parental leave”. After you’ve received approval for the parental leave, the time off should also be reported in Fortnox.
For more information about parental leave and how to apply for parental benefit please see the website of The Swedish Social Insurance Agency (Försäkringskassan).
Parental Pay Top-Up
If you have been employed by Sebratec for more than 1 year before the start of your parental leave, you are entitled to a top-up on your parental benefit paid by Sebratec. If you have not yet worked for Sebratec for more than 1 year, you are not entitled to this parental pay top-up. To read more about this, see heading 7.1 in your collective agreement.
Care of Sick Child (VAB)
If your children are sick and you need to take care of them (VAB), you need to inform both your manager at Sebratec, and your manager at the client. To inform your Sebratec manager, please use the time off function in HaileyHR and choose the reason “Care of sick child (VAB)”. Please note that VAB shall also be reported in the time reporting system Fortnox. To report VAB in Fortnox, you choose “Care of a sick Child” as the chosen type of absence.
To get paid for your day off on VAB please see the website of The Swedish Social Insurance Agency (Försäkringskassan) and register your day off. Your compensation for VAB is calculated by Försäkringskassan and based on your income. Please contact them if you have questions related to your specific situation.
Vacation
Following Swedish laws and regulations, the main vacation period occurs between June-August of each year. During this period, you are entitled to at least 4 weeks (20 days) of coherent vacation. These vacation days can be:
- Unpaid = Time off with salary deduction
- Advanced = Time off without salary deduction
- Read more about advanced vacation here.
- Paid/accumulated = Time off paid as vacation days
- The period that you can accumulate paid vacation days runs from 1st of April of the current year until 31st of March of the following year. For each full working month, you accumulate 1/12 of your vacation entitlement. The days that you accumulate will be available for you to use from the 1st of April the following year.
-
Example of how to accumulate paid vacation days: If you are entitled to 25 days of paid vacation and started your employment with Sebratec on the 1st of January 2023, you shall have accumulated around 7 days of paid vacation until 31st of March 2023 (25 vacation days divided by 12 months, times 3 months = 7 paid vacation days). These 7 days can be spent between the 1st of April 2023 until 31st of March of 2024. Using this same example, you would have no paid vacation to spend during the period between 1st of January 2023 and 1st of April 2023. For these cases, advanced or unpaid vacation days (described above) can be applied.
Note that the vacation period can’t be fully predicted and is agreed individually with your manager at the client organization as well as with your manager at Sebratec. The vacation period should be pre-approved through email conversation with your manager at Sebratec’s client as well as approved in HaileyHR by your Sebratec manager. Please see instructions below regarding how to apply for vacation.
As reference, the vacation period during the year is usually during Weeks 29, 30, 31, 32 for the summer, and Weeks 52 and 01 for the wintertime.
If you wish to calculate your accumulated vacation days before they are shown in your payslip in April of each year, you can use this link or look directly in your Fortnox profile on the web. If you wish to calculate what the amount of your vacation allowance will be, you can use this link.
Vacation application
All vacation applications are to be sent in through HaileyHR. To apply for vacation, please use the time off function, choose the dates that you wish to take vacation and choose the reason “Vacation”. Your manager will receive your application and get back to you with the decision though HaileyHR.
Here you can find a guide from HaileyHR where they tell you a bit more about the time off function.
For the main vacation period (June-August), you will need to send in your vacation application at latest by the beginning of April. This application does not guarantee that your application will be approved for the specific days that you have wished for. The vacation period may be decided based on the client company you are working for, or the staffing needs within Sebratec. If your vacation application gets denied or your vacation period gets moved (from the dates you’ve wished for) you will receive notice well in advance.
If you want to apply for vacation outside of the main vacation period (June-August), this should be done at least two months ahead of time. If you are working on an assignment at one of our client organizations, you must first and foremost contact your manager at the client organization to apply for vacation. Once you have their approval, you should forward the acceptance email to your Sebratec manager.
If you have any unpaid days of vacation, you do not need to use them. However, you do need to use all of your paid vacation days up to the 20th paid vacation day during the vacation year they are available on your pay slip. If you have more than 20 paid vacation days, you can save a maximum of 5 paid vacation days. This means that you can have a maximum of 5 paid days of vacation saved at the end of the vacation year (31 of March), and you need to use the rest of your paid days of vacation this vacation year (April-March).
* Note that you need to get your Sebratec managers approval if you wish to save paid vacation days for another year.
Brief Leave of Absence
Paid Leave of Absence (Swe: Permission)
- We understand that moving to a new apartment can be a tricky process. Therefore, all Sebratec employees are entitled to one paid day of moving each year. This day may only be used for moving purposes and shall be requested by sending a time off request in HaileyHR. Please choose the reason “Moving Day - Paid leave of absence” as the reason. After you’ve received your manager’s approval in HaileyHR, note that this day shall be reported as “Paid leave” in the time reporting system Fortnox together with a comment explaining that the day is used as a “Moving Day”.
- In case of death of near family member, Sebratec pays up to 3 working days of absence to support this unfortunate moment. Please notify your Sebratec manager and request this time off in HaileyHR with the reason “Grievance - Paid leave of absence”. After you’ve spoken to your manager, the time off shall also be reported as “Paid leave” in the time reporting system Fortnox together with a comment explaining that the day is used as a “Grievance day”.
If you want to take advantage of above paid leave of absence benefit, make sure to inform your manager at Sebratec’s client and your closest manager at Sebratec as soon as possible.
Unpaid Leave of Absence (Swe: Tjänstledighet)
Leave of absence is leave with a salary deduction and is granted upon agreement or according to Swedish law. A leave of absence may not commence or finish on a Sunday or Public Holiday.
The deduction is:
- If the leave of absence lasts for no more than 5 working days, the deduction is one hourly salary per hour.
- In case of a longer leave of absence, the deduction per calendar day (including nonworking days) is one daily salary.
- If the leave of absence lasts for a whole calendar month or pay period, then the entire monthly salary shall be deducted.
If you want to take advantage of above unpaid leave of absence benefit, make sure to inform your manager at Sebratec’s client and your closest manager at Sebratec as soon as possible.
Public Holidays
National holidays in Sweden such as Midsummer, Christmas, and New Year’s Eve, are so called “red-days” and therefore not working days. These days are, according to the collective agreement, covered by the company as paid working days but are not reported in the time reporting system. Holidays connected to calendars outside the Swedish standards won’t be covered by the company and needs be compensated with flex-hours or vacation days.
In 2024, the public holidays occurring during the working week, resulting in extra days off work are:
| 2024 | |
| 1st of January (Monday) | New Year's Eve |
| 29th of March (Friday) | Good Friday |
| 1st of April (Monday) | Easter Monday |
| 1st of May (Wednesday) | 1st of May (Equivalent to Labour Day) |
| 9th of May (Thursday) | Ascension Day |
| 6th of June (Thursday) | Sweden's National Day |
| 21st of June (Friday) | Midsummer Eve |
| 24th of December (Tuesday) | Christmas Eve |
| 25th of December (Wednesday) | Christmas Day |
| 26th of December (Thursday) | 2nd Day of Christmas |
The Swedish National Day (6th of June) is coved by different rules than the other days. If the 6th of June occurs during a weekday, this day is treated as a national holiday (a “red day”). If the 6th of June would occur during a weekend, you will instead have a day off either the day before or after this weekend.
Some of our client organizations have different guidelines and other days off. If you are at an assignment for one of these organizations, please talk to your Sebratec manager to discuss what you should do during these days.
Termination of employment
If the employee or the employer wishes to terminate the employment until further notice certain notice periods for termination apply. During the notice period, the employee has the right to salary and other employment benefits. The employee is also obligated to work during the notice period.
If you do not have an individual agreement regarding notice period stated in your employment agreement, your notice period follows the rules of the collective agreement which is as follows:
|
Worked years |
Termination by employee |
Termination by employer |
|
Probationary period (< 6 months) |
14 days |
14 days |
|
< 2 years |
1 month |
1 month |
|
2-4 |
2 months |
2 months |
|
4-6 |
2 months |
3 months |
|
6-8 years |
3 months |
4 months |
|
8-10 years |
3 months |
5 months |
|
> 10 years |
3 months |
6 months |
Final payroll
Your accumulated vacation days will be paid on the 25th day of the following month of the contract termination and any debits related to, for example, advanced vacation and flex hours will also be balanced during this period.
- Example: If your employment was terminated on the 15th of April, the salary paid on the 25th of April will be related to the days worked from the 1st until the 15th of April. The absences, flex hours, and/or fees for contract breach are balanced and paid on the 25th of May.
* Note that you will need to wait for Sebratec's finance department to process the payroll before you can see your end-payment. When your end-payment has been processed, you will be able to see it in Fortnox.