Set up KLARA Payroll
About 30 minutes
It's worth the effort: KLARA will save you a lot of time in the future.
Payroll: Set up
Let's get started!
Note:
If you have already done one of the following steps, just skip it.
Please have the following information to hand.
- Authentification code (as per video below)
Order the letter code directly in KLARA. It will be delivered by postal service. -
OASI (AHV) details
Final invoice of the previous year or account invoice. -
Electronic wage reporting (ELM), profiles of the insurance companies AI (UVG), AAI (UVGZ), HI (KTG)
Here you can request your EWR/ELM profiles. -
LPP (BVG)
You can check with your LPP (BVG) provider. -
Bank account details
Contract, bank statement or e-banking. - Withholding tax information if you employ employees subject to withholding tax
Available from your local tax office. - Salary certificate / statement data
Salary statements from the previous year, if available. - Employee master data
File folders of your employees.
1. Verify your company
If you verify your company, we can securely forward your data to the appropriate authorities.
Needed information: Authentification code.
Nice to know
If you have ordered an authentification code, the «order letter code» task will appear in the dashboard. Do you want to request a new code? This is possible at any time. The code will be sent by postal service within 5 working days to your specified company address. Please note: You should carry out the authentification code at least 4 weeks before the wage transmission.
2. Insurance details
Complete your insurance details so that all payroll deductions are correct and your wage slips and electronic payroll declarations can be drawn up correctly.
Needed information: OASI (AHV) final account of the previous year or account statement, electronic wage reporting (ELM), profiles of the insurance companies AI (UVG), AAI (UVGZ), HI (KTG) and LPP (BVG) premium list.
Nice to know
For the electronic wage reporting (ELM) KLARA requires various information that is not included in the insurance policies. It is therefore important to request EWR (ELM) profiles. Click here for a list of contacts where you can do this.
3. Bank accounts
Would you like to pay the salaries directly from the company's bank account? If so, enter your bank details. Afterwards release the account for salary payments. This way, KLARA will automatically execute payments.
Needed information: IBAN number.
Nice to know
There are three different ways to use accounts in KLARA.
1. Bank account for salary payments: If you use KLARA Payroll, the salaries are automatically being executed from this account.
2. Bank account for receivables: If you use the KLARA Order management, this account will be shown on your invoice and payment slips.
3. Bank account for payables: If you use KLARA Accounting, this account is proposed as a default when posting documents.
4. Withholding tax
If you employ employees subject to withholding tax, you should enter their canton of residence and the withholding tax customer number.
Needed information: Withholding tax customer number.
Nice to know
You can request your customer number from the relevant tax office. Please note: You should also adjust the withholding tax details for employees subject to withholding tax, according to step 6.
5. Salary certificate
Enter the basic data in order to create the salary statements exactly according to your needs.
Needed information: Salary statement of the previous year, if available
Nice to know
The general configurations apply to the salary statements of your entire workforce. You always have the option of storing deviations for the corresponding employee.
A pension statement (Rentenbescheinigung) is only necessary in exceptional cases.
6. Manage employees
Register your employees completely, so that KLARA can create your salary statements correctly.
Needed information: All employee master data, salary and contract details, insurance and pension fund details, withholding tax details (if required).
Nice to know
Register all employees cleanly and completely (spouse, other income, etc.). Especially for employees subject to withholding tax, all details must be complete including any children's and education allowances.
Payroll: Work
Let's get started!
Note:
If you have already done one of the following steps, just skip it.
1. Salary processing
This is how you check and prepare salary reports. Please note: Once you have done the payroll, you cannot make any more changes. So make sure that everything is correct before you continue.
Nice to know
1. To initiate a payment, you should upload the generated payment file to your e-banking.
2. At selected financial institutions you even have the possibility to synchronize your KLARA account directly with your bank account. This way you can transfer payment information directly into your e-banking. Please check the Widget Store to see if your bank is included.
3. In both cases, you only release the payments in your e-banking.
2. Transfer withholding tax
Transmit the withholding tax for employees subject to withholding tax.
Nice to know
After you have done the payroll accounting, a new task appears in your dashboard every month with the request to submit the withholding tax. You can easily perform the transfer by clicking on the «Play» button. Carry out the withholding tax notification directly after each payroll payment to avoid complications with the notification.
3. Process eletronice wage reporting (ELM)
You have been doing payroll accounting via KLARA for at least one year? Or since the foundation of your company? If so, you will be able to submit your electronic wage reporting to the relevant social insurance companies at the end of the year.
Nice to know
The task «Submit the electrical wage report» will not appear in your dashboard until you have settled the December salaries.
4. Pensum or salary adjustments
You can make adjustments to the employment of your employees at any time. You can also enter changes that will occur in the future. This way you no longer have to think about it.
Nice to know
You have the possibility to make changes in a previous period. KLARA will calculate all payroll accounting for you again retroactively and transfer the adjustments to the current period.Do you need support?
Our KLARA coach is there for you! As a professional in his field, he will help and support you. Be it with the setup, other questions or uncertainties!
