In this article you will learn on a step-by-step basis how you prepare everything in KLARA after your registration so that you can set up your first pay slips.
- Prepare documents and data
- Enter the master data for your company
- Enter the insurances
- Enter the bank data
- Enter the basic data for the salary certificates
- Enter your employees
1. Prepare documents and data
In order to enter your master data and employees without interruption, we recommend that you have the following data to hand:
- OASI (Old-Age and Survivors' Insurance) final account for the previous year, so that you can read off the data
- EWR profile of the insurances UVG (Swiss Accident Insurance Act), UVGZ (complementary accident insurance ), KTG (daily sickness allowance)
- BVG (occupational pension insurance) premium list
- December pay slips for the previous year
- IBAN numbers of the bank accounts of your employees as well as your salaries account
- Salary certificates for the previous year
- Employee master data (e.g. OASI numbers, information about children, spouse, etc.)
- Withholding tax number (number can be obtained from the tax office)
Tip: Ensure that you have all the necessary data to hand in the case of the relevant insurances that require EWR profiles. All the insurances ready to receive this information appear in this list. The EWR profile can be requested via the corresponding email address.
2. Enter the master data for your company
2.1 Enter the insurances
Where? – Menu item Company – Insurances
OASI insurance data
Enter the data for your OASI based on the OASI final statement for the previous year. In the search field for the compensation fund you will find all the insurances that also appear in this list. If you cannot find an insurance using its name, you can also search by using the insurer’s number, which can be found in the swissdec list.
In the OASI enter the compensation fund, the membership number and the administration costs. The “i” with a violet background gives you the opportunity to provide further information for each point.
Family compensation fund (FCF)
In most cases the OASI compensation fund is also the family compensation fund. If the contributions for the family compensation fund are also listed in your OASI statement, enter the same customer or settlement number here as for the OASI compensation fund.
Tip: If you do not find your insurance fund, you have the option of entering a fund manually via the Plus symbol next to the search field. In addition, several insurances can be saved if you have locations in several cantons. In this case, first enter the second location under Company > Master data > Company locations, then the second FCF fund and then later allocate your employees during the entry (see below) to the locations/FCF funds.
Accident insurance UVG / Complementary accident insurance UVGZ / Daily sickness benefits insurance KTG
Enter the insurances based on the EWR profiles that you were provided with. Be certain to enter the information correctly in order to benefit from the electronic salary notification at the end of the year via KLARA. If no information is given in your EWR profile regarding “Salary from”, enter 0.
BVG occupational pension funds
Enter the basic data for your occupational pension funds. The alternative designation for the contract number for the BVG is the policy number. Note: This only applies for the BVG. For the other insurances the contract number is frequently not the same as the policy number.
Also pay attention to the checklist, which is provided in KLARA under the insurances to be entered.
2.2 Enter the bank data
Where? Company – Bank details
Enter the IBAN number of the required bank account from which the salary payments are to be debited. KLARA then automatically completes the bank address. You can set the short name for the account yourself. This is then used in KLARA.
Now you must decide what you want to use this account for in KLARA, by ticking the corresponding checkboxes. “Bank account for salary payments” must be selected for at least one account.
2.3 Enter the basic data for the salary certificates
Where? Company – Salary certificate / Pension statement
In this area you can enter the basic data for the salary certificates for your company. All the data entered here is automatically adopted for the salary certificates for your employees. View this information as the standard template. You can carry out individual adjustments for employees later on in Employee management. Also note here the further information about the individual points in the info bubbles.
Note: A pension statement is only required if you pay the pension for one of your employees directly as the employer.
2.4 Enter the withholding tax information (only necessary if you have employees who are subject to withholding tax)
Where? Company – Employment location – Withholding tax information
Select the canton in which your employee is domiciled and enter the withholding tax number. You can get this from the relevant tax authority.
1. Enter employee
Where? Employee – Manage employee – Enter new employee
You can find the employee who is entered into the telephone book via the search function. This makes your entries easier. If the employee cannot be found in the telephone book, you can enter them manually. You can also add a photo of your employee. This then makes navigation in KLARA easier.
Employee / contract information
Then enter the contract details on the second page. Pay special attention here to the four dates, i.e. start date, entry date, etc. These have an impact on your work in KLARA and they cannot be changed once they have been entered! For this reason, here is a short explanation:
Start date in KLARA
This is the entry date for KLARA. The employee’s salary is calculated from this date. If you would like to completely re-post the current year, so that you can transfer the wage reports completely electronically, you must set 1st January of the year that you would like to re-post here.
Entry date Company
This is the effective entry date of the employee in the company according to the contract. It has no influence on the calculation of the salary, but is used to calculate the service years.
Payment from period
This is the period for the first payment in KLARA. If the period does not match the start date in KLARA, the months from the start date in KLARA up to and including the first payment period are calculated and paid out in the first payment.
First day of work
This is the first day of work and has no impact on the salary calculation. This date is of an informative nature only and can be used for the insurances. (For example: 1st August is a public holiday, thus the first day of work is 2nd August).
Employment and level of employment then determine how the pay slip is structured. If hourly rate is selected, the hours per month must then be entered in the pay slip. In the case of a monthly salary, the fixed amount is saved. The level of employment determines the amount of the payment, since the 100% salary is later saved in KLARA.
With the selection Children yes/no you have the option of entering children’s details and child allowances. Further information is required for this. Please note that, if you click on Enter later, that you effectively enter this before the first pay slip.
Salary and insurances
Now enter the further specific details about this employee. Here you have the option of activating special settings with regard to the insurances if you have a special case or the standard insurance cannot be used.
In addition, you can select here whether and in which month the 13th month salary is paid. KLARA then enters this automatically on the pay slip for the corresponding month.
In addition, this is where you file the deductions for the pension fund for this employee.
In the Statistics field you enter the basic information that is regularly required by the Swiss Federal Statistical Office. If you have filed this in KLARA, it is easy for you to provide details in the future.
In the pay slip you see the preview for the first month to be paid. Here you have the option of adding further salary components. In the case of permanent components, these can be set permanently using the pin needle next to the entry field.
If you employ a worker on an hourly rate, a standard number of hours can be saved here. The calculation of the deductions is carried out only once the hours have been entered. The hours can be adjusted using the pencil icon.
Hours can also be entered manually in the pay slip for the corresponding employee.
Now enter the account details for your employee and close the entry. KLARA automatically provides you with tasks that you either still have to complete or which you can delete, if you have already completed them.
Employees subject to withholding tax – additional information
If you employ a worker who comes from abroad and is subject to withholding tax, you have the option of saving this in KLARA. If when entering the contractual details, you select a different nationality other than Switzerland for the employee, you have the option of entering the withholding tax details. You are directed automatically to a sub-step in the process in which you can enter the work / residence or settlement permit, as well as the withholding tax data. All the recognised withholding tax tariffs are automatically saved in KLARA, so please check whether the rate chosen conforms with the specifications of the tax administration. Special tariffs can be entered manually.
Enter all your employees and then you can create pay slips with just a few clicks.
Tip: Note that with the EWR electronic wage report, the notifications to the withholding tax office are always made on a monthly basis. The task for the transfer of the withholding tax appears automatically once you have created the pay slips for all your employees (even those not subject to withholding tax) in the month in question.
In order to make the salary notifications at the end of the year or even the monthly notification of the withholding tax electronically via KLARA, you have to enter an authentication code. You will probably already have ordered this when you set up your KLARA account. We send you the code by post and you can then enter this in KLARA via your task. Then the interface for electronic wage report is released.