Add and manage your employees

An employee’s record contains everything the payroll needs to know to calculate their salary and contributions. Nothing is assumed for you: whatever is missing is flagged in the payroll.

Before you start

• The Payroll module is turned on and your insurance is entered. See Turn on payroll and Enter your social insurance.
• For each employee, have to hand: their OASI (AHV) card, their employment contract, their IBAN and, if they pay withholding tax at source, their tariff code and rate.

The employee list

Open Payroll › Employees. The list shows each person’s salary, workload, canton of work, full OASI number and state: Employed, Starting soon, Left or Archived. Each time the list is opened, it is written in your name to the access log.

Search for an employee by name, number or town. The filters (Status, Canton, Pay, Workload and More filters) and the ready-made Views, such as To complete (IBAN or OASI number missing) or Left this year, narrow down the list.

Add an employee

1. Click Add an employee (1).

2. Identity. Enter the First name, the Last name, the Date of birth and the Sex: they set the OASI reference age and the start of contributions. Choose the Payslip language: French, German, Italian or English. The Employee number is optional.

   

3. OASI number. Copy the 13 digits from the insurance card, starting with 756. To Bill checks the check digit.

4. Address and payment. Enter the street, number, postcode, town and country, then the IBAN for the salary. They are used for the payment file: without a town, country or IBAN, the employee cannot be included in it.

5. Employment. Enter the Entry date, the Workload, the Hours per week and the Canton of work. The hours per week are required: from 8 hours with you, the employee is also insured against non-occupational accidents.

6. Salary. Choose Monthly or By the hour, then the amount and the 13th salary. See The salary and its changes.

7. If needed, fill in Source tax, Family allowances and Pension and retirement. See below.

8. Click Add the employee, at the top right.

Fields to correct

If a required field is missing, To Bill shows Some fields need attention and marks the field in red. An IBAN that is a QR-IBAN is refused: it only receives QR-bills. Enter the usual IBAN of the employee’s account.

The OASI number

The OASI (AHV) number is stored encrypted. It is shown in full, in the list as on the record, to anyone with access to payroll (Payroll · View or Payroll · Manage); so is the IBAN for the salary. Each time the record is viewed, it is written in your name to the access log, as the record reminds you: Each time this record is viewed, it is recorded with your name.

• Replace (1) lets you enter another number, for example after a typing error. It requires the Payroll · Manage permission.

Employment

The Employment section holds the dates and the working time.

Field	What it changes in the payroll
Entry date, Exit date	The first and last months paid. A month started or ended part-way through is paid pro rata to the days, counting 30 days a month.
Workload	Shown on the payslip. The monthly salary you enter is already the one for this workload.
Hours per week	Non-occupational accident insurance (UVG), from 8 hours a week.
Canton of work	The minimum family allowance amounts, and the canton suggested for tax at source.

When an employee leaves, click Exit, at the top of their record: the exit, the final pay, the insurance and the documents, step by step. See When an employee leaves.

The salary and its changes

The salary is a contract, valid from a date.

Field	Choices
Paid	Monthly: a gross Monthly salary. By the hour: an Hourly wage, and the hours entered each month in the payroll.
13th salary	No 13th salary, 13th salary paid monthly (one twelfth each month), or 13th salary in December (paid with the December payroll, or pro rata in the month of the exit).
Holidays (hourly wage)	4, 5 or 6 weeks: paid as a supplement on each hour (8.33%, 10.64% or 13.04%). Or Taken as paid leave.

For a pay rise, do not edit the contract in force: click New salary, choose the From date, the new amount, then Save the contract. Earlier payrolls keep the old salary.

A contract already paid no longer changes

A contract used for a finalised payroll is locked. If the salary changes part-way through a month, the contract valid on the last day of the month applies to the whole month.

Tax at source

For an employee who pays withholding tax at source, turn on Subject to source tax, then enter:

• the Rate, read from the cantonal tariff for the employee’s code and income;
• the Tariff code, for example B1N, and the Canton of the tariff;
• Rate checked for: the year of the tariff the rate comes from.

To Bill does not calculate the tax at source

To Bill applies the rate you enter, on the gross salary, family allowances included. It does not read the tariffs. Each new year, the payroll reminds you to check the rate (“source tax rate not confirmed”). You still file the tax at source statement with the canton yourself.

Family allowances

Click Add an allowance for each child: Child allowance or Training allowance, and the Amount per month decided by the family allowance fund. To Bill pays them with the salary and warns you if an amount is below the minimum of the canton of work.

Pension and retirement

• If your occupational pension (BVG) plan works with the fund’s amounts (Amounts from the fund), enter the Employee contribution per month and the Employer contribution per month here, from the fund’s statement.
• Otherwise, the contributions follow your plan. Only fill in the Insured annual salary if the fund uses an amount other than the contract salary × 12 (or × 13).
• From age 60, an option appears to pay OASI contributions on the whole salary after the reference age. Only turn it on if the employee has asked for it.

Holidays

The Holidays section keeps the year’s account: the entitlement, the carry-over, the days taken and the balance. The days taken are the holidays recorded as absences, in Time › Absences or from this section. The balance is not paid out during employment: it is settled (or deducted) only at the end of the employment relationship, in the final pay of the exit.

• The four figures (1) give the Entitlement, what was Carried over from the previous year, the days Taken and the Balance. Below, each line of the account shows its rule: the entitlement pro rata to the days of employment for an incomplete year, the calculated or entered carry-over, the corrections.
• Holidays taken in … lists the year’s holidays, one per line, with their days. Click one to change it; See in Time opens the absence calendar on the employee. A holiday that runs across two years counts only its days of the year here.
• Record holidays (2) opens the absence window with the reason Holiday: To Bill counts the working days without weekends or the canton’s public holidays. See Your team’s absences.

The Terms set the calculation:

• Holiday weeks a year (contract): if empty, To Bill applies the statutory minimum, 4 weeks (5 up to the age of 20). A contract that provides for less than the law is flagged, and the law applies.
• Days worked a week: a holiday week counts that many days, for example 3 days a week: 5 weeks = 15 days. If empty: 5.
• Public holidays: those of the canton of work, which do not count in absences. In Aargau, Fribourg, Neuchâtel and Solothurn, choose the employee’s region.

Holidays taken are recorded as absences. For anything else, click Correct the balance, then choose the Type of entry:

Type	What you enter
Adjustment	Days more or less, for example +1 for a day off granted, −2 for an absence that reduces the entitlement, and the Reason for the correction, which is required.
Carry-over	The balance carried over on 1 January, taken from your former system. It replaces the calculated carry-over.

Adjustments and carry-overs show under Carry-over and corrections, with their reason.

Days taken typed before absences

The holiday days typed by hand before absences arrived have not gone: they are kept in one line per year, Opening correction: days taken typed before absences, with the periods in detail, and still count as taken. The balances have not moved. Once you have recorded those holidays as absences, delete the year’s opening correction, or the days would count twice.

An employee paid by the hour with a holiday supplement receives their holiday pay with each salary: their days are tracked here, never paid a second time. The year’s balance also appears on every payslip.

Carry over year-to-date figures from other software

If the year started with other payroll software, click Carry over figures. Choose the last month paid by the former software (Up to and including), then copy from its payroll journal the year’s OASI salary, the Unemployment insurance salary of the year, the Accident insurance salary of the year, the Basic salary of the year (13th salary) and the 13th salary already paid. These figures keep the annual ceilings and the December 13th salary right.

Archive or delete an employee

• Archive marks the employee as archived, for example after they leave; Finish the exit does it for you. Their payslips remain. If they are still employed in a month, the payroll flags it (archived but still employed this month). Reactivate undoes the archiving.
• Delete the employee is only possible if they have no payslip, for example after an input error. Otherwise, archive them: their payslips stay in your records for ten years.

Legal basis

• The OASI (AHV) number is protected by technical and organisational measures, including limited access: Art. 153d AHVG, the Federal Act on Old-Age and Survivors’ Insurance (German version: fedlex has no English one).
• An employee working at least 8 hours a week for one employer is also insured against non-occupational accidents: Art. 13 para. 1 UVV, the Ordinance on Accident Insurance (German version).
• At least four weeks of holiday a year, five up to the age of 20: Art. 329a para. 1 CO. During the contract, holidays may not be replaced by money: Art. 329d para. 2 CO. For irregular work, the Federal Supreme Court allows a holiday supplement paid with the salary, if it is shown separately in the written contract and on each payslip (BGE 129 III 493). To Bill prints it on its own line, Holiday pay; mention it in the contract too.
• The employer withholds the tax at source on the payments it makes: Art. 88 para. 1 let. a DBG, the Federal Act on Direct Federal Taxation (German version). It reports the people taxed at source whom it hires within 8 days: Art. 5 para. 1 QStV, the FDF Ordinance on Tax at Source (German version).
• The minimum family allowance amounts: CHF 215 per child and CHF 268 for training per month, Art. 5 FamZG, the Federal Act on Family Allowances (German version). Cantons may provide for more.