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Carry over or close time types and balances for the new year

At year-end, payroll professionals decide for each time type whether to carry the accrued balance for active employees over to the new year or reset it to zero. Use the Time Type Carryover and Close Balance reports after the annual payroll runs are posted, typically at year-end. Termination payroll is a separate process.

Prerequisites

  • All payroll runs for the current year are completed and posted.
  • The time balances on the Employee Cards are current and checked.
  • The salary types for the carryover are set up.

Carryover versus closure

Action Report Result
Carryover Time Type Carryover Creates journal lines with the carryover balance as the quantity in the defined salary type. The balance is available in the new year.
Closure Close Balance Creates salary entries that reset the balance to zero. Use this action for employment termination or for time types that must not be carried over.
Wichtig

Termination payroll with Close Balance is described in Settle time and vacation balances upon resignation. Use the year-end closing only for active employees.

Carry over time balances

  1. Open the Time Type Carryover report. You can find it in the relevant Management Rapport Journal under Related > Rapport.
  2. Select the Journal in which to create the carryover lines.
  3. Specify the Salary Type for the carryover.
  4. Filter by Employee No., Department, or Allocation Group.
  5. Enter the Document Date, usually January 1 of the new year.
  6. Start the processing.

The report checks automatically:

  • Employees with a Resignation Date before the document date are skipped.
  • Employees whose Employment Date for Payroll is after the document date are skipped depending on the claim model.
  • Journal lines with a quantity of 0 aren't created.
Hinweis

The report creates journal lines, not salary entries. The lines must then be processed in the regular payroll run.

Check balances

After processing, check:

  1. The created journal lines in the salary journal for completeness and correct quantities.
  2. The Working Group Time Balance page for an overview of balances by working group.
  3. The balances on the Employee Cards after the payroll run.

The value entered on the Employee Card under Absence Claim on the Salary tab is automatically placed in the Management Rapport Journal. If you want to make vacation corrections now or during the year, report them with the Vacation Correction salary type (standard SwissSalary salary type 2170).

Tipp

Before the carryover, print the current time balances as a reference for later reconciliation.

Hinweis

The vacation carryovers remain in the Management Rapport Journal until the first effective payroll run for January has been processed. If you also want to carry over the compensatory time days to the new year (rare), proceed in the same way as described above. This function has hardly been used since the working time calendar was introduced (company-specific).

Good to know

  • If you confuse Close Balance with termination payroll, you close active employees too early—overtime and vacation balances are missing in the new year.
  • If you start the carryover while annual runs are unposted, you carry over unchecked balances and later pay incorrect amounts.
  • If you expect completed salary entries from Time Type Carryover, the amounts are missing from the run—the report creates only journal lines for processing.
  • If the carryover salary type is missing or the quantity is 0, no lines are created; employees who have left and employees with a later start date receive no carryover.
  • If you don't reconcile the journal, Working Group Time Balance, and Employee Card, errors pass unnoticed into the next payroll run.

See also