Table of Contents

Process resignations, reentries, and additional payments

Set employment end dates, clarify additional payments, and manage reentry through Employment Date for Payroll and the related BVG fields. Payroll and HR professionals do this for the affected employees for resignations, for additional payments after resignation, and for reentries before the affected payroll run.

Prerequisites

Set the resignation date

  1. Open the employee's Employee Card.
  2. In the Resignation Date field, enter the last working day.
  3. If needed, add the Resignation Reason.
Wichtig

The Resignation Date must not be earlier than the Employment Date or the Employment Date for Payroll. SwissSalary checks this automatically and otherwise displays an error message.

When you set the resignation date, SwissSalary performs the following checks:

  • Allocated salaries: If allocated salaries have a Valid From date after the resignation date, a message appears. Correct them manually.
  • TimeMachine entries: After you confirm, SwissSalary can delete open TimeMachine entries with a Valid From date after the resignation date.
  • BVG resignation date: The Resignation Date BVG field is synchronized automatically.
  • Withholding tax: The Tax at Source additional payment after resignation without recalculation field is reset when you delete the resignation date.

Settle balances monetarily in the final payroll

Set up the settlement before the final payroll:

  1. Open Balance Settlement upon Termination.
  2. For each Salary Code and balance type (Balanced), enter a line, such as vacation, overtime, mandatory or voluntary overtime, compensatory time, flexible working hours, working time, scheduled time, actual time, or night work.
  3. Select Hours or Days as the Compensation Unit. SwissSalary then totals the quantities in hours or days.
  4. Specify the Positive Compensation Salary Type for a positive balance and the Negative Compensation Salary Type for a negative balance.

The settlement applies during the payroll run only if Auto. Settle Balance upon Resignation is enabled in Payroll Setup and the Resignation Date is set and no later than the period end. SwissSalary then creates fictitious salary entries for the relevant balances with the specified compensation salary types. For a shifted resignation—when the allocation group's period starting day is greater than 0 and the resignation falls after the start of the period—SwissSalary skips the automatic balance settlement.

Tipp

Coordinate Balance Settlement and Close Balance: First check the financial settlement in the final payroll, and then close the required remaining balances. If the positive or negative compensation salary type is missing, SwissSalary doesn't create an entry for that direction.

For more information, see Settle time and vacation balances upon resignation.

Process additional payments after resignation

You can process an additional payment in the month after the resignation or later. SwissSalary distinguishes between the following situations:

Situation Procedure
Regular additional payment Enter the amounts in the salary journal and perform a normal payroll run. The resignation date remains set.
Withholding-tax additional payment without retroactive calculation Enable Tax at Source additional payment after resignation without recalculation on the Employee Card. Withholding tax applies only to the additional payment amount.
Retroactive correction Use TimeMachine for dated corrections within the employment period.
Hinweis

Make sure that employees with a resignation date aren't Blocked while additional payments are outstanding. The payroll run skips blocked employees.

Process a reentry

For a reentry after an interruption:

  1. Open the Employee Card and delete the Resignation Date.
  2. Set Employment Date for Payroll to the reentry date. This date controls payroll calculation and must not be earlier than the original Employment Date.
  3. The Employment Date remains unchanged. It always shows the very first entry into the company.
  4. SwissSalary asks whether you want to set the Calculation Date BVG to the new start date. Confirm this for a reentry relevant to BVG.
  5. Check the BVG Insurance Declaration Type. When coverage is reinstated after an interruption, SwissSalary automatically sets the declaration type to Reactivation Interruption.
Tipp

Years of service don't continue automatically after a reentry. The calculation is based on the Employment Date for Payroll. Check the years-of-service display on the Employee Card.

Check the result

After the next payroll run, check:

  • The correct pro rata calculation on the payslip.
  • The settlement entries from Balance Settlement, including quantity, sign, and salary type, in the final payroll.
  • The withholding-tax calculation for employees subject to withholding tax.
  • The BVG insurance declaration for the reentry, if you use automatic BVG ELM submissions.
  • The years-of-service display on the Employee Card.

Good to know

  • You set the Resignation Date before the Employment Date for Payroll—SwissSalary blocks the entry.
  • You leave allocated salaries and TimeMachine entries valid after the resignation—unauthorized amounts are included in subsequent runs.
  • You confuse Close Balance with a monetary settlement—without Balance Settlement upon Termination in the final payroll, no payment is made.
  • You leave former employees Blocked while additional payments are outstanding—the payroll run skips them and the payment is missing.
  • For a reentry, you delete only the resignation date without updating Employment Date for Payroll, the BVG date, and the BVG Insurance Declaration Type—premiums, tax, and declarations start incorrectly.

See also