Calculate and check a budget payroll run
Use the Process Budget report to calculate monthly salary costs, social insurance contributions, and accruals for the selected structure. Then check the resulting Payroll Budget Entries in the Budget Schedule Overview.
Prerequisites
- The budget structure is set up and contains the employee lines to budget.
- At least one budget version is created and assigned to the required structure.
- The budget-relevant salary types are defined and assigned to the employees.
- The budget salaries (planned values) are entered in the Budget Schedule Overview.
Options in the “Process Budget” report
Open the report through Tasks > Process Budget in the SwissSalary Budget Role Center. The request page contains the following fields:
| Field | Description |
|---|---|
| Statement from | Starting month of the calculation. The date is set automatically to the first day of the entered month. Required. |
| Number of Months | Number of months to calculate (1–12). Together with Statement from, it defines the entire calculation period. Required. |
| Structure Name | Budget structure for which the calculation is run. Only structures from the SwS Bdg Structure Name table are available. Required. |
| Budget Version | Budget version within the selected structure. The selection is restricted to versions of the entered structure. Required. |
Hinweis
The report accepts a period of 1 to 12 months. The calculation considers employment days in the selected period when calculating annual limits proportionately.
Calculation process
When you choose OK to start the report, SwissSalary Budget performs the following steps:
- Check existing entries: If entries with the origin Processed Budget already exist for the specified period, the prompt “There are already calculated entries in the target period. Do you want to continue and replace them?” appears. If you confirm with Yes, the existing entries are deleted and calculated again. If you choose No, the run is canceled.
- Calculate factors: For each structure line of type Line, share factors (for example, employment percentage and adjustment factors) are calculated and stored temporarily.
- Write allocated salaries: The salary components assigned to the structure line are transferred proportionately to the calculation period.
- Simulate payroll: For each employee who hasn't yet been processed, SwissSalary Budget runs a complete payroll simulation—including social insurance, accruals, and benefits.
- Write payroll budget entries: The calculated values are written as Payroll Budget Entries to the SwS Bdg Entry table. Each entry contains the budget version, structure line number, allocation group, posting group, cost centers, and the Planned Amount multiplied by the relevant structure line factor.
When the process is complete, the following message appears: “The Budget calculations have been processed successfully.”
Pro rata effects when joining and leaving
For employees who join or leave during the budget year, SwissSalary Budget calculates salary costs only for the actual employment period:
- If an employee joins in a later month of the budget year and the budget salary is entered from January, a message appears when you enter the value: The value is considered only from the employment date.
- For the month in which the employee joins or leaves, the system calculates the costs proportionately according to the Employment/Resignation Calculation setting for the respective salary type.
Check payroll budget entries
After the calculation, open the Payroll Budget Entry page by drilling down from the Budget Schedule Overview or directly through search.
The page shows all entries created for the selected version:
| Field | Description |
|---|---|
| Entry Date | Posting date (the first day of the respective calculation month). |
| Description | Description of the entry. |
| Salary Type No. | Number of the salary type for which the entry was created. |
| Planned Headcount | Planned headcount. |
| Planned FTE | Planned full-time equivalents. |
| Planned Amount | Planned amount in the company currency. |
Tipp
Filter the page to a specific structure line or month for a targeted plausibility check. In particular, compare months in which employees join or leave with the previous month.
Common checks
- Do all twelve months contain entries, or are individual months missing?
- Are social insurance contributions (OASI, UI, AIA, and so on) calculated correctly?
- Do the Planned FTEs match the expected employment percentage?
- For months in which employees join or leave, are pro rata values lower than a full month?
Check payroll runs that haven't been transferred
The SwissSalary Budget Payroll Log Open page lists all posted payroll runs that haven't yet been transferred to the budget as actual entries. You can access this page through Lists > Budget Payroll Log Open in the Role Center.
| Field | Description |
|---|---|
| Payroll No. | Payroll run number. |
| Payday Date | Payday date of the payroll run. |
| Allocation Group | Allocation group of the payroll run. |
| Text | Description of the payroll run. |
| Number of Employee | Number of employees in the payroll run. |
| Date from / Date to | Payroll period. |
| Posted | Specifies whether the payroll run was posted. |
Select one or more payroll runs and use the Transfer Payroll Log action to transfer the actual salary entries to the budget as actual entries. Transferred payroll runs then appear on the SwissSalary Budget Payroll Log Posted page and are no longer visible in this list.
Wichtig
A payroll run that has already been transferred can be transferred again at any time—for example, if new positions were created after the transfer and the actual entries must reflect the new position assignment.
Repeat a budget payroll run
Repeat the budget payroll run if budget-relevant bases have changed, for example:
- Adjustment of budget salaries in the Budget Schedule Overview
- Change to employment or resignation dates
- New employees in the budget structure
- Salary type changes
Start the Process Budget report again with the same parameters. Confirm the prompt to replace existing entries with Yes.
Good to know
- You select a period outside 1–12 months or interpret annual limits without considering employment days—the calculation stops or apportions them incorrectly.
- You evaluate the budget run even though actual payroll runs haven't yet been transferred—the budget-to-actual comparison is distorted.
- You create new positions and finalize the budget run without transferring actual runs again—the new positions remain blank in the evaluation.
- You release months in which employees join or leave without checking them against the previous month—proportionate amounts and FTEs go unnoticed.