Table of Contents

Perform a payroll run

With the definitive payroll run, SwissSalary calculates the salaries of the selected employees and creates the payroll run, payroll headers, salary entries, and bank data. Payroll specialists with access to Process Payroll start the run after preparation and checks are complete. You then check and approve the run; at the same time, you can send payslips as PDF or email.

Prerequisites

  • The allocation group, employee master data, and recurring salaries are complete.
  • You have checked variable amounts, times, and absences in the Management Rapport Journal. For more information, see Prepare variable payroll data, times, and absences.
  • The payroll period, settlement date, and payment date are defined and professionally confirmed.
  • You have resolved outstanding errors from the test payroll and plausibility check. For more information, see Prepare and check a payroll run.
Wichtig

A definitive run creates subsequent entries that you must cancel before recalculating.

Start the payroll run

  1. Open the Process Payroll report.
  2. In the Allocation Group field, choose the group to process.
  3. Check Statement from and to.
  4. Check the Settlement Date. This date identifies the payroll run.
  5. Check the Payment Date for the subsequent bank payment.
  6. Leave Calculation of Child Allowances enabled if family allowances, working-time calendars, and the fictitious occupational pension calculation must be considered.
  7. If necessary, enter a unique Payroll Text.
  8. Start processing.

SwissSalary normally suggests the first and last day of the month. If you enter a different period start or end date, a confirmation prompt appears.

Hinweis

The report processes active, unblocked employees in the selected allocation group whose payroll start date is no later than the end of the period. Additional filters at employee or salary-type level can further restrict the scope.

Monitor processing

During processing, SwissSalary calculates, among other things:

  • recurring and variable allocated salaries;
  • prorated entitlements;
  • child and education allowances;
  • OASI, UI, occupational pension, and other insurance bases;
  • withholding tax;
  • net salary and its distribution among the registered bank accounts.

The run stops if no employee with a valid settlement date is found or if required data is missing. Typical causes include:

  • an assigned salary type isn't set up;
  • an already calculated journal line is included in another payroll run;
  • a child's dates are incomplete;
  • a required value is missing in Payroll Setup.

Correct the cause in the master data or journal information. If a payroll run has already been created, check whether you must cancel it before trying again.

Check the result

After successful processing, open the Payrolls page and select the new run. Check at least:

  1. Payroll No., Settlement Date, Allocation Group, and Type.
  2. The number of employees processed.
  3. Individual employee payslips.
  4. Salary entries and unusual variances from the previous month.
  5. Net salaries, bank distributions, and employees with incomplete payment details.
  6. Withholding-tax and insurance bases for the employees concerned.
Tipp

Use the difference list together with a sample of payslips. This helps you identify both unusual month-to-month changes and errors in individual calculation components.

After checking, you can create the payslips as PDF or send them by email.

Different types of payroll run

A regular run has no special type. If you turn off the child-allowance calculation, SwissSalary marks the run as an additional run. Provisional payment runs are recorded as provisional payments and use their own percentage and rounding settings.

Status and next step

A newly calculated payroll run gets the status Open. Only when the ISO payment file is created is the payroll run moved to the status Unposted. In the background, you can still reset the payroll run; to do so, however, you must reset the Cancellation Block before cancelling. When the checks are complete, the figures are correct, and the ISO payment file has been successfully uploaded to the bank, you can post the payroll run and thus close it definitively.

For more information, see Approve, correct, or cancel a payroll run.

Good to know

  • You start the definitive run before the employee population and period are final—before recalculating, you must cancel the subsequent entries.
  • You restart after a failure without correcting the missing salary type, journal line, child data, or setup—the run stops again.
  • You turn off the child-allowance calculation without clarifying the missing calendar and occupational-pension effects—allowances and bases are missing from the result.
  • You treat the newly calculated run as posted and paid—approval, payment, and posting are still outstanding, and no employee has received money.
  • You overlook TimeMachine changes that are valid in the current period—retroactive corrections are missing from the net salary.

See also