Table of Contents

Create annual reports and salary certificates

Reconcile annual values, create social insurance and salary certificate reports, and add the Swissdec annual report. Payroll specialists and, depending on the organization, finance staff carry out the year-end tasks after the last posted run of the reporting year and completed subsequent entries. The electronic annual report follows the same Swissdec ELM process as the periodic report.

Prerequisites

  • All payroll runs for the reporting year are checked and posted. For more information, see Post a payroll run.
  • Subsequent entries and corrections are complete; open reversals or unresolved differences are cleared.
  • Insurance, tax-at-source, and employee data is complete. For more information, see Process tax at source.
  • Annual values are reconciled with general ledger and monthly control reports. For more information, see Reconcile posted payroll runs with general ledger and cost accounting.
  • Recipients and domains for a Swissdec annual report are set up.
Wichtig

SwissSalary does not enforce a universally valid statutory closing sequence. Define the sequence, deadlines, and responsibilities according to your organization’s requirements and those of the responsible authorities.

Reconcile annual values

  1. Check whether the last payroll run of the year is posted.
  2. Reconcile gross, social insurance, tax-at-source, and net values for the entire year.
  3. Clarify differences between payroll accounting and general ledger.
  4. Check joining, leaving, backdated changes, and exceptional payments.
  5. Create the annual reports as control reports first.

Create social insurance reports

The Salary Declaration page provides the following reports under Annual Reports, among others:

  • AHV Wage Statement
  • AHV-Exempt Wages
  • Family Allowance Statement
  • BVG Statement
  • BVG Base Calculation
  • Social Fund Statement
  • Salary Certificate (Form. 11)
  • Benefit Statement

Check AHV values

  1. Open AHV Wage Statement.
  2. Enter the year-end date.
  3. If necessary, choose the compensation office, allocation group, department, posting group, or work location.
  4. Compare the total with the posted annual values.
  5. Run AHV-Exempt Wages and check the non-contributory values separately.

Check FAK and BVG values

  1. Create the Family Allowance Statement for the required period and responsible FAK office.
  2. Check allowances and relevant filters.
  3. Create the BVG Statement with the year-end date and pension fund code.
  4. If necessary, use the BVG Base Calculation to reconcile the calculation bases.
Tipp

Use consistent filters in all annual reports. Different allocation groups, work locations, or posting groups are a common cause of apparent differences.

Process the Swissdec annual report

Create the annual report through Declare Salary:

  1. Set the reporting period to the end of the reporting year.
  2. Check the responsible person and contact details.
  3. Choose the required domains and recipients.
  4. Declare the report.
  5. Complete the release, result retrieval, dialog processing, and archiving.

For more information, see Submit and complete Swissdec payroll reports.

Create salary certificates

The Salary Certificate/Pension Certificate (Form. 11) report creates salary certificates for the selected calendar year.

  1. Open Salary Certificate (Form. 11).
  2. Set from and to to the required calendar year.
  3. If necessary, filter by employees, department, or allocation group.
  4. Choose the language combination:
    • German/French/Italian
    • German/French/English
  5. Check the Document Date.
  6. Create a control report.
  7. Check personal details, employment period, salary values, and comments.
  8. Then create the final report.

SwissSalary prevents you from creating a salary certificate across multiple calendar years.

Create salary certificates as a PDF batch

With Salary Certificate PDF, you can create salary certificates as a batch PDF:

  1. Choose the period, employee filter, and language.
  2. Specify whether to create a ZIP archive.
  3. For email delivery, enter recipients and attachment details.
  4. Start the creation.
  5. Check completeness and file assignment.

You must choose at least email delivery or ZIP download.

Hinweis

SwissSalary Direct is an additional delivery option in the reports. Setting up Direct and the complete Direct process are not part of this article. For information about using the portal, see Read and download documents.

Document the year-end close

According to your internal requirements, retain at least:

  • reconciled annual reports;
  • records of professional checks;
  • Swissdec results and processed dialogs;
  • final salary certificates or proof of their delivery;
  • documented deviations and corrections.

Good to know

  • You compare annual reports with different filters (unit, location, posting group)—apparent differences waste time and lead to incorrect corrections.
  • You request a salary certificate for multiple calendar years—SwissSalary blocks this; create a separate run for each year.
  • You start PDF/email output without ZIP and without email—no file is created and nothing is sent to employees.
  • You treat the Swissdec annual report and Form 11 salary certificate as interchangeable—the authority and employees receive incomplete documents.
  • You create final certificates before subsequent entries and general ledger reconciliation are complete—corrections require reissuing and resubmitting.

See also