Table of Contents

Create employees from templates, copy them, and check data integrity

For frequent new hires, templates and the copy function help you avoid errors in master data. After you create an employee, check data integrity to identify problems before the first payroll run.

Prerequisites

  • At least one employee template is set up and enabled on the Employee Templates page.
  • Payroll setup, including number series and posting groups, is complete.

Apply a template

  1. Choose the Search icon, enter Employee Templates, and then choose the related link.
  2. The Employee Templates page shows all available templates with their Template Name and Enabled status.
  3. To create a template, choose New. To change an existing template, choose Edit.
  4. When you create an employee on the Employee List, the system automatically applies the enabled template if only one active template exists. If several templates are active, select the one you want.
Tipp

Templates are particularly useful for recurring settings such as posting group, allocation group, canton, and insurance assignments.

Copy employees

  1. Open the Employee List.
  2. Choose the Copy Employee action.
  3. The Copy Employee report shows the following required fields:
    • Destination Company: The company to which the employee is copied (required).
    • Destination Allocation Group: The allocation group in the destination company (required).
    • Destination Posting Group: An optional alternative posting group.
  4. Start the process. The report copies:
    • employee master data;
    • allocated salaries;
    • dimensions;
    • dossier entries;
    • bank details.
Wichtig

After copying, check the transferred data in the destination company. In particular, you must adjust company-specific assignments such as insurance contracts and withholding tax setup.

Check data integrity

The data integrity check systematically validates the master data of all employees and reports problems before they occur in a payroll run.

The check includes the following areas:

Check area Examples
Bank data Missing bank details, invalid giro accounts for the selected payment method
Dimensions Missing mandatory dimensions
Employment data Nonsequential employment start and end dates
Old-age and survivors' insurance (OASI) and unemployment insurance (UI) contracts Missing or inconsistent insurance assignments
eProfile and salary changes Open eProfile changes, unconfirmed salary changes

The results appear as errors or warnings on the Employee List. Resolve all errors before you start the next payroll run.

Good to know

  • If you skip company-specific assignments such as contracts, withholding tax, and the allocation group in the destination company after copying, new employees start with incorrect defaults.
  • If you keep an incomplete template as the master, every subsequent new employee inherits the same systematic error.
  • If you wait until after the first payroll run to check data integrity, unresolved issues already affect payroll processing.

See also