Table of Contents

Set up allocation groups for separate payroll processes

Allocation groups separate your payroll processing into independent units. Each group defines its own responsible persons, bank details, journals, and settlement rules — so you can, for example, settle management, hourly wages, and monthly wages separately. Payroll administration creates the groups, sets provisional payment and print rules, assigns employees, and coordinates bank and journal assignments with finance — during initial rollout and whenever you separate or expand payroll processes organizationally.

Prerequisites

  • At least one bank account is set up in the payroll bank accounts.
  • A payroll journal (journal batch) is available.
  • The intended organizational structure is defined.

Create an allocation group

  1. Open the Allocation Group page.
  2. Enter a Code (maximum 6 characters) and a Description.
  3. In the General FastTab, enter the contact information:
Field Description
Supervisor Name of the operationally responsible person.
Supervisor Phone No. Phone number of the operationally responsible person.
Supervisor Email Email address of the operationally responsible person.
Responsible Person Name of the responsible person (appears on the salary declaration).
Responsible Person Phone No. Phone number of the responsible person.
Responsible Person Email Email address of the responsible person.
  1. In the Bank Account field, choose the associated payroll bank account.
  2. In the Bank Payment Type field, choose between Standard, Salary, and Other.
  3. In the System Journal field, enter the journal batch for automatically generated lines.
  4. Choose the Payroll Accounting Region (Switzerland, Liechtenstein, or Other).
Hinweis

Allocation groups with the payroll accounting region Other are excluded from Swissdec ELM reports.

Provisional payment method and status

In the Provisional Payment Method field, you define how provisional payments are handled in the allocation group:

Option Effect
Standard (2 payments) Provisional payment and remaining salary are processed as two separate payments in the same month.
Entry transfer to next month The provisional payment entries are transferred to the following month.
Balance transfer to next month The balance is transferred as a single amount to the following month.
Wichtig

The provisional payment method can't be changed while unposted payroll runs exist for this allocation group.

Balances to print on the payslip

In the Payslip printout FastTab, you define which time balances appear on the payslip. For each time type (for example, Vacation, Overtime, Flexible Working Hours), you can choose:

  • Empty: default behavior
  • Suppress: balance isn't printed
  • Always: balance is printed regardless of value

You also define the unit (days or hours) per time type.

Complete the allocation group

Field Description
Address Code Contact address for the allocation group.
Period Start Day Different start day for the settlement period (1–28, 0 = default).
BVG-Code Default BVG insurance type for new employees in the group.
Primary BVG through Quaternary BVG Up to four BVG contracts assigned to the group.
Salary Code Default value for the salary code (Salary, Monthly Salary, Hourly Salary, Piecework, Monthly Salary LMV). The salary type may only be entered on the employee card for monthly salary. For hourly salary, the Salary Type field always remains empty.
Salary Type No. Base salary type for the allocation group.
Absence Claim Default entitlement model.
Social Costs Group Assigned social costs group.
Consortium Access Level Access level for consortium features (S1–S5).

Finance interface

On the Finance Interface FastTab, specify an external interface for posting to the general ledger. Various standard interfaces are available. Also enter the Company No. in the external finance system here. For more information, see Transfer payroll postings to external financial systems.

Copy an allocation group

If you need a similar allocation group, you can copy an existing one:

  1. Open the source allocation group.
  2. Choose the Copy Allocation Group action.
  3. Enter the new code and confirm.

SwissSalary copies all settings, including time type assignments and insurance coverage.

Paycheck picture

In the Paycheck Picture area of the allocation group, you import the company logo that is printed in the upper part of the payslip.

  • The logo can have any image format (for example, BMP, JPG, JPEG, or PNG).
  • The logo can be black and white or in color.
  • For the image to be inserted correctly in the upper part of the payslip, the logo, including white space, must measure 159.6 × 33.84 mm (15.96 × 3.384 cm).

Prepare the logo with Word

If no image editing program is available to you, you can bring the logo to the correct size with Microsoft Word:

  1. Open a blank document in Word.
  2. On the Page Layout tab, set Orientation to Landscape.
  3. Choose Size > More Paper Sizes, and enter 15.96 cm as the width and 3.384 cm as the height.
  4. Set all margins to 0 mm and confirm with OK. Word automatically corrects the minimum margins.
  5. On the blank sheet in the format 15.96 × 3.384 cm, insert the original logo as a picture.
  6. Set the text wrapping of the picture to Behind Text. This lets you move the logo freely across the entire area, for example if it should be centered or right-aligned.
  7. Use a screen capture program to take an exact capture of the area, and save it in BMP format.
  8. Import the image on the allocation group in the Paycheck Picture area.
Tipp

Keep the image file small. It shouldn't exceed 30–50 KB.

Preset benefit coverages

With the Insurance and Benefit Coverages action, you store the intended coverages for each allocation group. New employees in the allocation group receive them as defaults. When you create a new employee, you can adjust them as needed.

Assign employees to an allocation group

On the Employee Card, in the Allocation Group field, assign the intended group. All payroll runs for that employee then run through this group.

Tipp

After the assignment, check whether the bank details, BVG contracts, and journal assignment are consistent for the new group.

Effect on the payroll run

When you start Process Payroll, you choose the allocation group in the filter. Only employees of the chosen group are settled. Posting, payment file, and reports are also processed per allocation group.

Good to know

  • If you change the Provisional Payment Method while unposted runs exist, the change is blocked — provisional payments and compensation continue to run under the old logic.
  • If you set Payroll Accounting Region to Other and expect ELM, reports are excluded; authorities receive no declaration from this group.
  • If you assign employees without checking the bank, BVG, and system journal of the group, payment, pension, and posting fail in the run.
  • If you copy the group and don't adjust the code, responsible persons, or bank, you post and pay to the wrong organization.

See also