Important preparations for the reporting of wages
Order the KLARA authentication code and enter the code in KLARA from the letter you receive, if you have not already done this.
Under Company > Social insurances
All social insurances safely deposited in KLARA with the correct details and always in accordance with the ERW insurance profile (must be ordered from the insurance: either from the broker/insurance agent or via the email address in the following list: https://www.swissdec.ch/fileadmin/user_upload/_Datenempfaenger/Empfaengerliste.pdf
For details about the individual social insurances also visit the checklist at the bottom of the screen under Company > Social insurances
Under Company > Workplace
Complete all the details and if workers subject to withholding tax are employed, also enter the cantons to be billed. If available, also enter the BER number (Swiss Federal Statistical Office).
Under Company > Salary certificat/ Pension statement
Enter all the necessary details at the Company level (deviations per employee can be supplemented in the menu item Employee for the employee concerned under Employee detail > Salary certificate.
Under Employee > Manage employees
All employees must be properly entered with all the necessary information (spouse, other income, etc.). In particular, in the case of employees subject to withholding tax all the necessary information must be entered and any child and education allowances correctly saved.
All the salaries for all the employees for the whole year must be paid via KLARA (otherwise the salary certificate is not complete. This can be issued but means that the declaration vis-à-vis the relevant body will be incomplete.)
Carrying out an electronic wage report
As soon as the December salaries for all the employees have been paid, the electronic wage report can be started. A task regarding this appears in the overview with the title “2019: Annual transmission … “. If the task group is expanded, the individual transmission tasks for the social insurances or authorities appear.
Now transmit one task after the other, by clicking on the “Play” symbol on the left-hand side.
Carefully check the PDF generated (in this case “AHV salary certificate” and “AHV exempt employees”). If you are not sure whether the salary report is complete and correct, our KLARA fiduciary partner will be happy to help:
If the data is not current (this can be the case if, for example, this task was completed at an earlier stage and if you have made adjustments to the master data or the employees in the meantime), click on “Update data”.
Once everything is in order and correct, save the document/PDF in your local drive or print it out (you will need this list in the case of an audit by the authorities or the compensation fund at the latest).
Now click on “Continue”. You will then see a confirmation screen confirming this transfer.
If the transfer has been successful, you will be asked to complete by certain insurances. If you click on the button, you will be directly transferred to the compensation fund and/or insurance respectively. Then you must complete the necessary information and confirm the data transfer definitively. This request must be followed, even if no additional information is required. If the request is included directly in the transfer confirmation, it looks somewhat like this:
However, it is possible that it will take up to 72 hours before the request is sent by Swissdec. In this case, when you next log in to KLARA you will find the request in the notification centre in the top right-hand side. It looks like this:
If something has not worked correctly you will receive an error message. Take a screenshot of the message and save the error message (click on right download symbol). In this case get in touch with Support for an analysis of these documents.
Repeat this step for all other social insurances until all the tasks have been completed.
Send your employees their personal salary certificate by email or post (check that you are not sending a PDF with all your employees in one document) and also retain a copy for yourself.
Moreover, you will find all the evaluations for this salary transmission in the document folder under “Annual reports” (menu item: Company / Documents / Annual reports).
Preparation for the new year
Now all your employees are in the salary period for January in the next year. Now update all the master data for the social insurances for the new year, once again according to the new EWR salary profile for the new year. Also update the new BVG/PF deductions for the employees, add any salary increases, changes in employment level, etc. and then calculate the January salaries.
In addition, you will find here a video with a full notification of a UVG salary notification to SUVA