Table of Contents

Submit and complete Swissdec payroll reports

Create, release, review, and archive Swissdec ELM payroll reports through the distributor. Payroll specialists responsible for Swissdec do this as soon as the period is posted and professionally reconciled—periodically and at year-end, separately from the monthly payroll run. For the year-end close, also prepare annual reports and salary certificates.

Prerequisites

  • The Swissdec connection and certificate are set up and tested. For more information, see Set up insurance and Swissdec ELM.
  • Insurance contracts and recipients are complete.
  • The reporting period is posted and professionally reconciled. For more information, see Post a payroll run.
  • The responsible person, email address, and telephone number for the report are available.

Create a report

  1. Open Declare Salary.
  2. Check the Declaration Period. SwissSalary sets the date to the end of the month.
  3. For BVG reports, check Valid From (BVG). This date is usually needed only for the annual BVG report and can otherwise be ignored.
  4. Enter the responsible person, email address, and telephone number.
  5. If necessary, enter a general note under Report to All.
  6. Choose a Replacement Message only for a confirmed correction case.
  7. Turn on Test Case only for a test submission. We recommend that you run a test submission before every production submission.
  8. Turn on EMA (AHV, FAK, BVG) only for the corresponding joining, change, or leaving process.
  9. Check the suggested recipients and domains.
  10. Choose Declare.

Depending on your setup and available payroll data, SwissSalary can suggest AHV, FAK, UVG, UVGZ, KTG, BVG, tax at source, cross-border commuters, tax declaration, and BFS statistics, among others.

Track the report status

On the Salary Declaration page, use the status views:

View Meaning Next action
Processing Swissdec or the recipient is processing the request Wait and check the status again later
Completion Missing A completion release or insurer dialog is open If the completion release is missing, choose Approve; for a dialog, open Dialogs with Insurer
Result Missing The report is confirmed, but the result is not yet available Get Result
Result Available A success, error, or dialog response is available Show Result and process it
Result Archived The result was archived Keep the process as evidence

Also check Order Status, Result Status, Confirmation Date, Dialog in Result, and the expected availability.

Release a report

If the report has the status Completion Missing, first check the Result Status. Choose Approve only when the completion release is missing:

  1. Select the report line.
  2. Choose Approve.
  3. Complete the release in the opened Swissdec or recipient process.
  4. Return to SwissSalary and check whether the status changed to processing.

If the result status instead shows an active dialog, open Dialogs with Insurer and process the dialog. Not every report requires manual release. For reports without confirmation, SwissSalary advances the status automatically depending on the domain.

Retrieve and check the result

  1. Select a report in Result Missing.
  2. Choose Get Result.
  3. Repeat the retrieval only after the displayed expected availability.
  4. Open an available result with Show Result.
  5. Check warnings, errors, and professional responses.

Tax-at-source results can include confirmed tax-at-source data and correction values, among other information. AHV results can include proof of insurance, process, and validity date.

Wichtig

A technically successful result does not replace professional reconciliation. Check correction and warning lines before you archive the report.

Process insurer dialogs

If a dialog is available:

  1. Open Dialogs with Insurer.
  2. Choose Download Dialog if the questions are not yet available.
  3. Read the message, task, or deadline.
  4. Enter answers in the designated lines.
  5. Choose Send Answer.
  6. If necessary, mark information-only messages as read.

Depending on the dialog, SwissSalary requests text, a number, an amount, a date, a date and time, or a yes/no answer.

Create a replacement report

Use a replacement report only when an existing declaration must be replaced:

  1. Open Declare Salary.
  2. Under Replacement Message, choose the original declaration.
  3. Check the transferred test indicator.
  4. Choose the affected recipients.
  5. Declare the replacement report.

SwissSalary links the new report to the declaration identification of the original report.

Warnung

Whether a replacement report is professionally permitted or required cannot be determined from the status alone. Clarify the correction case with the responsible specialist office or recipient.

Archive a report

Archive a report only when:

  • the complete result is available;
  • errors and dialogs are processed;
  • professional reconciliation is complete.

Select the report and then choose Archive. Deleted reports that are not yet confirmed are also archived first and then closed.

Good to know

  • You turn on Test Case or EMA even though a productive periodic report is intended—the authority does not receive a valid report.
  • You choose a Replacement Report without clarifying the correction case—duplicate or contradictory reports are created.
  • You choose Approve even though an insurer dialog is open—the report remains incomplete until the dialogs are processed.
  • You archive a technically successful result without reconciling correction and warning lines—professional errors remain in the declaration.
  • You retrieve the result again too soon—empty or incomplete responses lead to incorrect decisions.

See also