Table of Contents

Export BVG data to pension fund

You transmit your employees' BVG data to the pension fund via ELM. SwissSalary reports joining, changes, and leaving in the reporting month and applies the BVG contributions returned by the pension fund in SwissSalary. Set up the BVG ELM declaration once, and run the declaration before you process payroll for the affected month.

Prerequisites

  • Your pension fund accepts BVG declarations via ELM.
  • Only one BVG code is reported per employee: the code in the Primary BVG field.

Set up BVG ELM

Open Payroll Setup via Administration and make the following settings:

  1. In the BVG area, turn on Activate BVG-Insurance Notification.
  2. In BVG Setup, enter the Insurance Code.
  3. In the related BVG Contract, select Year or Month as the Accounting Period. The Quarter accounting period isn't supported.
  4. In the BVG Contract, enter the Insurer No., Customer No., Contract No., and address.
  5. In the BVG Contract, set the ELM field to PIV (Automatic).
  6. In the BVG Contract, use the ELM Answer field to specify where SwissSalary writes the BVG deductions received. Normally, you select Allocated Salary.

Prepare the employee card

Check the following fields on the Employee Card:

Tab Field Description
Job Employment Date BVG Date of joining the pension fund.
Job Calculation Date BVG Date of a salary change, a change in the level of employment, or another change.
Job Resignation Date BVG Date of leaving the pension fund.
BVG BVG Code Select fixed premium.
BVG Primary BVG BVG setup that is activated for ELM. Only the primary code is reported.
BVG Hypothetical Salary BVG Reported BVG salary. For the BVG liable salary, set the hypothetical option.
BVG BVG-Insurance Notify Code No Notification, New Entry, Change, or Leaving.
BVG BVG-Insurance Notify Type Reason for the declaration, for example Salary Change, Retirement, or Suspension Interruption.
BVG BVG Modification Date of the change. Set the field only for changes, not for new entries or leaving.

Fields per declaration case

SwissSalary reports an employee only if the relevant date is in the reporting month: Employment Date BVG for joining, BVG Modification for changes, and Resignation Date BVG for leaving.

Declaration case Detection Relevant date Notify code Notify type
Joining the company automatic Employment Date BVG New Entry empty
Joining with 100% fitness for work automatic Employment Date BVG New Entry 100% Fit for Work
Salary change automatic Calculation Date BVG and BVG Modification Change Salary Change
Change in the level of employment automatic Calculation Date BVG and BVG Modification Change Salary Change
Change of pension plan automatic via Primary BVG Calculation Date BVG and BVG Modification Change empty
Change of residential address automatic Calculation Date BVG and BVG Modification Change empty
Change of marital status manual Calculation Date BVG and BVG Modification Change Marital Status
Change from liable to not liable manual Resignation Date BVG Leaving empty
Change from not liable to liable manual Employment Date BVG New Entry empty
Leaving the company automatic Resignation Date BVG Leaving empty
Retirement, early or deferred retirement partly manual Resignation Date BVG Leaving Retirement, Early Retirement, or Deferred Retirement
Partial retirement partly manual Calculation Date BVG Change Partial Retirement
Disability or death partly manual Resignation Date BVG Leaving Disability or Death
Suspension partly manual Resignation Date BVG Leaving Suspension Interruption, Suspension Without Interruption, or Suspension Except Risk
Reinstatement partly manual Employment Date BVG New Entry Reinstatement Interruption, Reinstatement Without Interruption, or Reinstatement Except Risk
Transfer partly manual Employment Date BVG New Entry Transfer

For cases that are detected manually or only partly automatically, you enter the notify code and the notify type yourself.

Submit the monthly BVG declaration

  1. Create the EMA declaration, for example for January:
    • Declaration Period: 31.01.
    • Valid From (BVG): 01.02.
    • Turn on BVG and EMA (AHV, FAK, BVG).
  2. In Salary Declarations, answer any questions from the pension fund via Process > Dialogs with Insurer:
    1. Choose Manage > Edit.
    2. Fill in the answers.
    3. Choose Send Answer.
  3. In Salary Declarations, use Refresh to check whether further responses have arrived:
    • If the salary declaration has the result status Successful, display the response via Declaration > Show Result. Apply the amounts to the employee master data via Process > Transfer.
    • If the salary declaration has the result status Processing, request the response again via Declaration > Get Result.
  4. Process and check payroll for the affected month.

Submit the expected annual BVG declaration

The expected annual declaration depends on the Accounting Period in the BVG Contract:

Accounting period Supported salary basis Reported salary
Year hypothetical only Hypothetical Salary BVG from the employee card
Month hypothetical or effective Hypothetical: cumulated and separate BVG employee and employer contributions. Effective: BVG base salary type / number of working days × 360
  1. Process the January payroll.
  2. Run the expected BVG declaration, for example with Declaration Period 31.01., Valid From (BVG) 01.02., and the BVG option turned on.
  3. Cancel the January payroll.
  4. Read in the BVG response.
  5. Process the January payroll again.

Good to know

  • Entering changes with a BVG Modification date outside the reporting month—the change isn't reported.
  • Entering salary or employment level changes through the TimeMachine without updating the Calculation Date BVG—the change is missing from the declaration.
  • Expecting changes of marital status, retirements, suspensions, or reinstatements to be reported without manually setting the notify code and notify type—SwissSalary doesn't detect these cases fully automatically.
  • Managing several pension plans and expecting a code other than the one in Primary BVG to be reported—the declaration contains only the primary code.
  • Selecting the Quarter accounting period—it isn't supported.

See also