Table of Contents

Report joining, changes, and leaving with Swissdec

Use the EMA procedure to report joining, changes, and leaving to OASI, family allowance funds, and occupational pension schemes through Swissdec. Payroll specialists with Swissdec access send the reports when personnel-related events occur; they supplement periodic and annual payroll reports rather than replace them.

Prerequisites

  • Swissdec ELM is set up, and the distributor is available.
  • Institution codes are entered for the affected insurance contracts.
  • The employee data (employment start/end date, Swiss social security number, address) is complete.

Create a report

  1. Open Declare Salary.
  2. Check the Declaration Period. SwissSalary sets the date to the end of the month.
  3. For BVG reports, check Valid From (BVG). This date is usually needed only for the annual BVG report and can otherwise be ignored.
  4. Enter the responsible person, email address, and telephone number.
  5. If necessary, enter a general note under Report to All.
  6. Choose a Replacement Message only for a confirmed correction case.
  7. Turn on Test Case only for a test submission. We recommend that you run a test submission before every production submission.
  8. Turn on EMA (AHV, FAK, BVG) only for the corresponding joining, change, or leaving process.
  9. Check the suggested recipients and domains.
  10. Choose Declare.

Select recipients and domains

The available insurance domains and institutions appear in the lower part of the page:

Domain Description
AHV OASI compensation office.
FAK Family allowance fund (child allowances).
BVG Pension fund (occupational pension scheme).

For an EMA report, select the relevant recipients from AHV, FAK, and BVG, and start the transmission. UVG, UVGZ, KTG, tax at source, statistics, and the salary certificate aren't included in the EMA option.

Send the report and check its status

  1. Confirm the report. SwissSalary creates an entry on the Salary Declaration page with the status Dispatched.
  2. Check the Order Status field. Possible values:
Status Description
Dispatched The report was successfully transmitted to the distributor.
Answered The insurer provided a response.
Confirmed The insurer confirmed the report.
Closed The entire reporting process is complete.
  1. If Dialog in Result is turned on, process the open dialogs (see Process Swissdec responses, dialogs, and replacement reports).
Wichtig

EMA reports supplement periodic payroll reports. They don't replace annual or periodic reports.

Occupational pension validity date

When you report BVG domains, SwissSalary shows the Valid From (BVG) field. This date determines when the reported occupational pension change takes effect. By default, SwissSalary suggests the day after the end of the reporting period. This date is usually needed only for the annual BVG report and can otherwise be ignored.

Good to know

  • You confuse EMA with a periodic or annual payroll report or try to replace one with it—the joining or leaving event isn't reported, or periodic values are missing.
  • You expect UVG, UVGZ, or KTG under the EMA option—EMA applies only to AHV, FAK, and BVG; the other providers aren't informed.
  • You report incomplete employee data (joining/leaving, Swiss social security number, address)—insurers reject or delay the report.
  • You ignore open dialogs in the result and consider the report complete—the case remains open with the insurer.
  • You don't check Valid From (BVG)—the occupational pension report takes effect at the wrong time.

See also