Exchange employee, salary, and absence data with UKA and SuNet

With the interfaces to UKA Solutions (HRM Systems AG) and Sunetplus (BBT Software AG), you transfer employee, salary, and absence data to the claims and absence management system and fetch the daily allowance benefits calculated by UKA back into payroll. The interfaces require the SwissSalary Plus license. Set up the salary types once, export the data at the interval agreed with the partner, and import daily allowance benefits before the final payroll run.

Choose the right interface

Report	Use
UKA Interface 9.1 / UKA Interface 24.1	Export employee data (with or without salary data) or organizational units as XML; import daily allowance benefits.
UKA Interface 8.9	Export employee and salary data as a text file.
UKA Organisation-Interface 8.9	Export departments and supervisor relationships.
UKA Import Interface 8.9 / 9.1 / UKA Import Interface 24.1	Import daily allowance benefits from a UKA XML file.
UKA Absence Interface 8.9 / 9.1 / UKA Absence Interface 24.1	Export absence periods to UKA.
SuNet Plus Interface	Export employee and salary data to Sunetplus.
SuNet Absence Interface	Export absence periods to Sunetplus if you manage absences in SwissSalary.

Use the interface version agreed with your UKA system.

Prerequisites

• The SwissSalary Plus license is active.
• The interface version is agreed with the recipient.
• The salary types relevant to daily allowances are assigned (see the next section).
• For the UKA import, the Interface Company Number is maintained on the Setup tab of Payroll Setup.
• Absences are posted as time entries; working groups and working calendars contain scheduled hours.
• Employee numbers are unique if you export several companies together.
• The employee statistics and statistics groups in use are set up.

Set up salary types for daily allowance reports

So that UKA and Sunetplus can calculate the insured salary, assign all salary types that are relevant for the daily allowance calculation once, for example monthly and hourly wages, allowances, vacation and holiday pay, or the 13th monthly salary. The assignment applies to both UKA and Sunetplus.

1. Open the Salary Types and choose a salary type relevant to daily allowances.
2. In the Damage Detail field, choose the salary base in which the salary type is summarized:

Damage Detail	Typical salary types
A - Main Salary	Monthly and hourly wages
B - Family Allowance	Child and education allowances
C - Vacation and Holiday Allowance	Vacation and holiday pay for hourly wages
D - Other Salary Allowance	Regular and irregular allowances
E - Bonus and 13th Payment	Bonus, 13th monthly salary

3. In the Damage insured salary field, choose how the salary type is included in the insured salary:
   • presumably (also called "current"): SwissSalary extrapolates the value of the current month to 12 or 13 months, depending on whether the absence is entitled to a 13th monthly salary.
   • retroactively: SwissSalary adds up the posted months of the last 12 months. If the employment lasted less than 12 months, SwissSalary extrapolates to 365 days.
4. For salary types insured under daily sickness allowance (KTG), also enter the Additional Position UKA KTG (1–15) agreed with UKA.

Hinweis

SwissSalary doesn't take into account salary increases that aren't posted at the time of the report, including entries in the TimeMachine. The same applies to child allowances that haven't been paid out yet. Salary reductions calculated by UKA Solutions come back exclusively on the main salary position (UVG: A - Main Salary, KTG: the corresponding UKA additional position).

Export employee and organization data to UKA

With version 9.1 or 24.1

1. Open UKA Interface 9.1 or UKA Interface 24.1.
2. Choose the UKA Interface Type Personnel Data (Export) or Organisational Units (Export).
3. Check the options.

Field	Description
Payroll Month	Relevant month. SwissSalary sets the date to the last day of the month.
Place of Work Code	Determines whether the place of work is derived from the department or the working group.
Employee Insurance Group AIA	Employee statistic for the UVG assignment.
Employee Insurance Group DA	Employee statistic for the KTG assignment.
Employee Insurance Group DA Filter	Statistics group within the selected KTG statistic.
Is Test Data	Marks the generated file as test data.
Include Salary Data	Adds salary data for the Personnel Data interface type.
Export Data from All Companies	Exports all companies that you're authorized for.

4. Run the report and save the XML file.

For a multi-company export, your user must exist in the SwissSalary user setup in every company and have access to all affected allocation groups.

With version 8.9

1. Open UKA Interface 8.9.
2. Choose the Payroll Date. SwissSalary sets it to the first day of the month.
3. Determine whether the common place of work and the place of work code come from the Department or the Place of Work.
4. Choose the Insurance Group HI and, if necessary, the Employee Filter.
5. Turn on Export Data From All Companies only if employee numbers are unique and permissions are complete.
6. Run the export. SwissSalary creates the file UKA Salary Interface Version 8.9.txt.

For the organizational units, open UKA Organisation-Interface 8.9, check Date From, turn on All Companies if necessary, and run the report. The report exports every department with its parent department, description, primary supervisor, and interface company number.

Fetch UKA daily allowance benefits

UKA delivers the monthly daily allowance benefits as an XML file. SwissSalary first imports them into the EasyRapport import table; you then fetch the entries into a Management Rapport Journal.

Set up the Management Rapport Journal

Create one or more Management Rapport Journals for the UKA import once, for example one for all employees or one per allocation group.

1. Create the journal batch in the Management Rapport Journal and choose the Allocation Group.
2. If necessary, turn on Allocation Group Lock.
3. In the Source Code Filter (Import) field, choose UKA.
4. In the Source Code (Import) field, choose attach.

Import the file and fetch it into the journal

1. Save the XML file delivered by UKA.
2. Open the matching UKA Import Interface. For version 9.1 or 24.1, you can instead choose the Daily Allowances (Import) interface type in the UKA Interface.
3. In the File field, choose the XML file and run the report.
4. Confirm the import of test data only if this is intended, and check the warning if the settlement month of the file doesn't match the current work date.
5. Open the UKA Management Rapport Journal and choose Get EasyRapport Entries.
6. Turn on Transfer Entries to Journal and confirm.
7. Repeat steps 5 and 6 for every other UKA Management Rapport Journal.

For each journal, SwissSalary transfers only the data that matches the definition of the Management Rapport Journal. UKA delivers the data for all companies in one file; SwissSalary assigns each line to the correct company through the Interface Company Number. The import is canceled if no file was chosen, required XML elements are missing, or the company number doesn't match any company.

Wichtig

The UKA import doesn't post salary values. It provides journal lines that you check like other reporting entries and process with the payroll run.

Export UKA absences

1. Open UKA Absence Interface 8.9 / 9.1 or UKA Absence Interface 24.1.
2. For 8.9 / 9.1, choose the UKA Version.
3. Enter Date From and Date To. When you change a date, SwissSalary sets Date To to the last day of the month of Date From.
4. If necessary, choose Statistic Code and Statistic Group Filter.
5. Turn on Export All Companies only if employee numbers are unique.
6. Assign the time types.

UKA category	Availability
Work Accident	All versions
Non-Work Accident	All versions
Sickness	All versions
Pregnancy	All versions
Maternity	All versions
Paternity	Version 24.1
Vacation	All versions
Vacation During Illness	All versions
Vacation During Accident	All versions
Services / Military / Civilian Service	All versions
Work	Used for the calculation and delimitation.

7. For 9.1 or 24.1, turn on Delete current Absences if necessary. This indicator asks the target system to delete absences that were already submitted.
8. Run the report and save the file.

SwissSalary exports only employees who match the statistics filter. The report searches the selected period day by day, combines contiguous time entries, and splits periods when the calculated absence rate changes. If an absence started before Date From, the report can continue the period at the start of the export period.

Check the absence rate

SwissSalary calculates the absence rate from the following:

• posted actual time of the assigned time type;
• scheduled hours of the working calendar;
• employment percentage of the employee;
• the No Employment % setting of the working group.

For vacation time types, SwissSalary reverses the sign of the posted time for the calculation. Non-working days and compensatory days are taken into account when periods are formed.

Hinweis

An empty time type code results in no export for that category. Assign only categories that the recipient processes.

Export employee data to Sunetplus

You decide yourself how often you transfer the data to Sunetplus. If you transfer several times in the same month, Sunetplus overwrites the data previously submitted for that month; otherwise, Sunetplus keeps the data as history.

Set up Sunetplus once

1. Check whether the SUVA company sections must be recoded. Sunetplus assigns its own code values to the company sections A, B, C, and Z; company section A can, for example, have the value 1 in Sunetplus. Recode either in Sunetplus or in SwissSalary: in the benefits, enter the Sunetplus value in the Interface Code field of the Declaration Setup of the UVG benefit. SwissSalary transfers this value as the SUVA company section.
2. In Sunetplus, set up the file format under Konfiguration Personenschnittstellen: text file with variable field lengths and a separator, Feldbezeichnungen verwenden turned off, semicolon as separator.
3. Adopt the fields in the order specified by the SwissSalary import format. Your Sunetplus contact or the documentation of BBT Software AG can help you with this.
4. Under Nicht selektierte Felder, choose the default value Default for Personengruppe (Datenprofil).

If the test import in Sunetplus fails, it may be necessary to import individual fields as empty. The SIMIC No. must have the format xxx.xxx.xxx-x or be empty.

Export the data

1. Open SuNet Plus Interface.
2. Check Date From. SwissSalary suggests the first day of the previous month and sets an entered date to the first day of the month.
3. If necessary, turn on Write data for all companies in interface. This is possible only if the employee numbers are unique across all companies.
4. Run the report. SwissSalary creates the file SwS2SuNetPlus.txt in Windows encoding.
5. Import the file into Sunetplus.

As the employment date, SwissSalary transfers the Employment Date for Payroll. For re-entries that have already been processed, the re-entry date can therefore appear as the first employment date in Sunetplus. The place of work is transferred as the usual workplace.

Export SuNet absences

Use this export only if you manage absences in SwissSalary. Sunetplus imports the file through its absence import; set it up according to the documentation of BBT Software AG, including the assignment of the time types to the Sunetplus codes.

1. Open SuNet Absence Interface.
2. Enter Period from and Period until.
3. Under Work, choose the time type for work performed.
4. Run the report and import the file into Sunetplus.

The report processes all time types for which Actual Time is turned on. It creates contiguous absence periods and exports the employee number, name, date of birth, time type, start, end, and calculated rate, among other data. The file is semicolon-separated and is created in Windows encoding.

Check the exchange result

After an export:

1. Period, interface version, and test indicator.
2. Number and names of the exported companies, and uniqueness of the employee numbers.
3. Employees who joined or left during the period.
4. Start, end, and rate changes of multi-day absences.
5. Assignment of occupational accident, non-occupational accident, and sickness, and vacation with the correct sign.
6. Whether Delete current Absences was really intended.

After the UKA import:

1. The number of imported salary data records shown.
2. Company, employee number, and salary type of each line in the Management Rapport Journal.
3. Date and amount of the daily allowance benefits.
4. Incorrect or incomplete lines before the payroll run.

Warnung

Don't submit a file with the deletion indicator turned on without checking it. The effect occurs in the target system and can replace or remove absences that already exist there.

For questions about UKA Solutions, contact the support of HRM Systems AG; for questions about Sunetplus, contact BBT Software AG. For questions about the setup in SwissSalary, SwissSalary Support can help.

Good to know

• Leaving salary types relevant to daily allowances without a Damage Detail—the insured salary in UKA or Sunetplus are too low.
• Forgetting the Additional Position UKA KTG on KTG-insured salary types—the values are missing in the KTG report.
• Not agreeing the export and import version (8.9, 9.1, or 24.1) with the recipient—the files can't be processed.
• Omitting the Interface Company Number in Payroll Setup or setting it differently from the file—the import is canceled.
• Running Get EasyRapport Entries without Transfer Entries to Journal after the import, or using a journal without UKA in the Source Code Filter (Import) field—the daily allowance benefits don't appear in the journal.
• Starting a multi-company export with duplicate employee numbers or missing permissions—the run fails or mixes data.
• Turning on Delete current Absences without checking—existing absences can be replaced or removed in the target system.
• Transferring SUVA company sections to Sunetplus without recoding—Sunetplus assigns the persons to the wrong company sections.
• Confusing the SuNet Plus Interface with the SuNet Absence Interface—the wrong export runs.

See also

• Prepare variable payroll data, times, and absences
• Report times, absences, and vacation monthly
• Import recurring payroll data through Open Interface