Table of Contents

Maintain incapacity for work and treatment in KLE

Incapacity for work, working hours lost, treatment, and return to work together show how a KLE case develops over time. Keep this information consistent so that insurers can assess the entitlement correctly and calculate daily allowances.

Enter incapacity for work

  1. Open the KLE Case Card.
  2. Choose Incapacities to Work.
  3. For each period, enter:
Field Description
Date from Specifies the start of the period. The date can't be before the incident date.
Date to Specifies the end of the period.
Incapacities to Work Specifies a percentage from 0 through 100. New lines have a default value of 100.
Internal Description Specifies an internal explanation of the period.

For a new line, SwissSalary suggests the day after the last line. The incapacity-for-work period must not have any gaps. Therefore, enter an incapacity for work of 0% if the employee was fully able to work between two periods of 100% incapacity for work.

Warnung

If an incapacity-for-work story has already been reported, SwissSalary shows a notification when you open the page. Later changes can trigger a recalculation of the daily allowance.

Mark a case as having no incapacity for work

Select No Incapacity to Work if the incident doesn't cause an absence.

When you select the No Incapacity to Work check box, the lines for editing the incapacity-for-work period are locked. In this case, «NoIncapacityToWork» is transferred to the insurer.

Maintain working hours lost

The Absences action is available only if the digitalization scope reported by the insurer supports the transfer of working hours lost.

  1. Choose Absences.
  2. Enter the Date and Hours for each day.
  3. Alternatively, choose Get from SwissSalary if you post the working hours lost with a salary type in the payroll run.

During automatic retrieval, SwissSalary includes posted salary types for which the Damage Absences Salary Type KLE check box is selected. For each date, it creates or updates an automatically generated absence line with the posted quantity as the number of hours.

Warnung

You can't transfer negative working hours lost in KLE.

Enter treatment

  1. On the case card, choose Medical Treatment.
  2. Enter or search for the care provider by using GLN / Search Name.
  3. Check:
    • Initial Contact
    • name and first name
    • address, ZIP code, city, and country
    • email address and phone number
    • GLN number, ZSR number, and UID-BFS number.

When you search, SwissSalary queries the medical register. If it finds exactly one result, the system copies the information directly. If it finds multiple results, select the appropriate entry. You can't enter the same medical register code twice in a case.

At least one treatment entry must be marked as Initial Contact. Otherwise, the story remains incomplete.

Report a return to work

As soon as you know the date from which the employee can resume work at the agreed employment level, fill in the Take Work up Fully field in the Incapacities to Work story.

Select one of the following types:

Resumption of Work Required information
Resumption to Work (date) Take Work up Fully Date
expected resumption to Work Expected Take Work up Fully Date
estimated resumption to work Expected Incapacity to Work: Unknown, Up to 30 Days, or Over 30 Days
No Incapcity to Work No additional date

When you change the type, SwissSalary deletes date and estimate values that no longer apply. If you enter the date directly on the incapacity-for-work page, SwissSalary automatically sets the type to complete return to work.

Check the timeline

Before transferring, check that:

  • no incapacity-for-work period starts before the incident or relapse date;
  • periods don't overlap and have no unintended gaps;
  • working hours lost are within the permitted timeline;
  • the complete or expected return to work fits the last incapacity-for-work period;
  • at least one treatment entry is marked as the initial contact.

When you close a page, SwissSalary marks the related story as incomplete if required information is missing or the timeline is inconsistent.

If your process uses SwissSalary Direct for data entry, employees can enter treatment and incapacity for work in advance. Then check and complete the case in SwissSalary.

Good to know

  • Silently changing incapacity for work after it has been reported — this can trigger a recalculation of the daily allowance.
  • Attempting to transfer negative working hours lost — the declaration is rejected.
  • The timeline from the incident date must not have any gaps or overlaps.

See also