Maintain and check child and education allowances
Maintain child data and entitlement periods, and check allowance changes before the payroll run calculates them. Payroll and HR professionals update the data for births, education, entitlement end dates, and cantonal changes before a payroll run with Calculation of Child Allowances enabled.
Prerequisites
- The employee is assigned to a Place of Work with a valid FAK County.
- The cantonal allowance amounts are specified in Payroll Setup.
- The child data is entered under Children on the Employee Card.
Enter children and define entitlements
On the Employee Card, open the Children page. Enter the following information for each child:
| Field | Description |
|---|---|
| First Name / Name | The child's first and last name. |
| Date of Birth | The basis for automatically calculating the entitlement. |
| Gender | The child's gender. |
| Children Allowance from | The start of the child allowance entitlement. This field is filled in automatically based on the settings in Payroll Setup. |
| Education Allowance from | The start of the education allowance entitlement. This field is filled in automatically based on the settings in Payroll Setup. |
| Education Allowance to | Is automatically set to one day before the start of the education allowance. The validity must be set manually for the payment. |
| Inactive | Excludes the child from the allowance calculation. |
Hinweis
The Education Allowance 2 to field contains the entitlement end date for the second education allowance level. There is no Education Allowance 2 from field.
Find expiring entitlements
Use the Expired Child and Study Allowances report to identify children whose allowances will expire soon. Filter by reference date to identify missing extensions or transitions from child to education allowances early.
Simulate and post changes
Enter changes to family allowances in Payroll Setup. To apply the changes to existing children, you can run the Modify Child Allowances report:
- Open the Modify Child Allowances report through Administration > Organization.
- Turn on the Posting option if you want to update the children with the new amounts. We recommend that you first run the report without posting, check the changes, and turn on this option only after a successful check.
- Filter by Employee No., Allocation Group, or Place of Work if you don't want to run the report for all employees.
- Check the comparison of previous and new amounts.
- Decide whether to simulate the changes as a preview only or post them directly.
Wichtig
Always run the simulation without posting first. This helps you identify unexpected amount changes before they are included in the payroll run.
Check the result in the payroll run
The next payroll run automatically calculates the allowances if Calculation of Child Allowances is enabled. Check:
- The payslip for the correct allowance amounts.
- The Child Allowance List report for an overview of all active allowances.
- The Family Allowance Statement to reconcile the amounts with the family allowance fund.
Good to know
- You leave the place of work without a valid FAK County—the wrong cantonal rates and allowance amounts apply.
- You overlook the end of the education allowance entitlement—unauthorized allowances continue. Check Expired Child and Study Allowances before the payroll run.
- You post Modify Child Allowances without first running a simulation—unchecked adjustment amounts are included in the journal and net pay.
- You disable Calculation of Child Allowances in the payroll run and then report missing allowances—without this option, the result contains no allowance.
- You leave the child Inactive or the date fields incomplete—the payroll run stops or pays nothing.