Table of Contents

Set up employees for payroll processing

Set up personal, payroll, insurance, tax, and payment data so that SwissSalary processes the employee correctly. Payroll and HR professionals do this when employment starts and whenever a structural change occurs—after the company and payroll setup and before monthly variable data and the payroll run include the employee. Then maintain salary types and allocated salaries; enter employment end data before the final payroll.

Prerequisites

Create an employee

  1. Open Employee Card and create a new employee.
  2. Enter the last name, first name, address, date of birth, gender, language, and Social Security No..
  3. Check the Swiss social security number carefully. SwissSalary validates the format and checks for duplicate numbers.
  4. Complete the professional and organizational information.

Set employment dates

  1. Enter Employment Date as the employment start date under employment law.
  2. Enter or check Employment Date for Payroll as the start of payroll processing.
  3. Check the occupational pension calculation date and, for employees subject to withholding tax, the withholding tax calculation date.

Employment Date for Payroll must not be earlier than Employment Date. If the dependent dates are still blank, SwissSalary uses the payroll start date as the basis for the occupational pension scheme and withholding tax. Depending on the setup, SwissSalary prompts you to update existing dates that differ.

Wichtig

Employment start, payroll start, the occupational pension calculation date, and the withholding tax calculation date serve different purposes. Check the dates in particular for reemployment, an interruption in insurance coverage, or a delayed payroll start.

If you set the payroll start date retroactively to before the period of the last posted payroll run, SwissSalary displays a message. In this case, check whether a retroactive calculation or correction is required.

Assign payroll and organizational data

  1. Choose the Allocation Group in which the employee is processed.
  2. Choose the Working Group for working calendars and scheduled times.
  3. Choose the Posting Group for subsequent financial posting.
  4. If needed, complete Department, place of work, function, salary class, salary step, and employment percentage. For more information about departments, see Set up departments and department managers.

Many changes on the Employee Card are processed through the SwissSalary timeline. Assign each change the date from which it is intended to apply to payroll instead of overwriting existing historical values without control.

Enter bank details

  1. Open the employee's bank details.
  2. Enter the account details required for payment.
  3. Check Bank Code, currency, and the allocation to salary components.
  4. Check that the bank details are valid on the planned payment date.

During the payroll run, employee data is copied to posted bank data. Therefore, check bank changes before the definitive payroll run.

Complete family, insurance, and tax data

  1. Enter child and family information if family allowances are calculated.
  2. Open Insurance and Benefit Coverages.
  3. Check the insurance and benefit coverages and their validity periods.
  4. If needed, complete primary allocations or the waiver of the pensioner deduction.
  5. For employees subject to withholding tax, set up the required withholding tax data.

The calculation of family allowances also uses the salary types set up for this purpose, the working calendar, and the place of work or family allowance fund canton.

Assign salary components

  1. Open Allocated Salary.
  2. Enter the recurring salary types with Valid From and, if known, Valid To.
  3. Complete the quantity, rate, or amount according to the salary type.
  4. Check the cost center, Bank Code, and Proration Method, if used.
  5. Run Test Process Payroll for the employee.

Check payroll readiness

An employee is ready for the payroll run when:

  • employment and payroll data are plausible,
  • the allocation group, working group, and posting group are assigned,
  • Swiss social security, insurance, and, if applicable, withholding tax data is complete,
  • bank details are valid,
  • recurring allocated salaries are valid for the correct period,
  • a test payroll run has been checked without unresolved errors.

Human Resources (PIS)

Use the actions on the Employee Card to record additional personnel data from Human Resources:

  • Alternate Address: Record an additional, different address for the person.
  • Card: Opens the Human Resources card with general, communication, and administration data as well as the picture and comments.
  • Qualification: Record training, courses, and other qualifications, with an expiration date and costs if needed.
  • Misc. Article: Record the equipment handed out to the person, for example keys or devices. When you enter the resignation date, SwissSalary indicates equipment that has not yet been returned.

To create new employees efficiently, use employee templates on the Employee Templates page or the Copy Employee action. For more information, see Create employees from templates, copy them, and check data integrity.

Prepare an employment end

  1. Enter Resignation Date. The date must not be earlier than Employment Date for Payroll.
  2. Check the message about allocated salaries whose Valid From date is after the employment end.
  3. Decide whether future TimeMachine entries should be deleted.
  4. Check outstanding notices about equipment or training costs.
  5. End recurring salary and insurance allocations on the correct date.
  6. Check the final payroll run, balance settlement, and termination payment.

SwissSalary synchronizes the Resignation Date with existing payroll data. Therefore, an employment end cannot be set arbitrarily earlier than employment dates that have already been processed.

You set up payroll processing in SwissSalary. For information about the Business Central connection to the portal and time recording, see Set up the Direct connection and Set up the EasyRapport connection. For SwissSalary Direct, also check the synchronized registration status and the registration through the invitation email process. In EasyRapport, roles and visible employees are assigned separately.

Good to know

  • You confuse Employment Date, Employment Date for Payroll, and the occupational pension and withholding tax dates—premiums and tax start at the wrong time.
  • You set the payroll start retroactively to before the last posted run without clarifying the retroactive calculation—gaps or duplicate payroll processing result.
  • You update bank, insurance, or withholding tax data only after the definitive run—payment and reporting use incomplete data.
  • You leave allocated salaries and TimeMachine entries valid after the employment end—unauthorized amounts continue to be included.
  • You skip Test Process Payroll and assume the employee is ready for payroll processing—the definitive run stops or produces incorrect net amounts.

See also