MIJA · HR & COACHING

How to prepare payroll information.

Complete, traceable information makes preparation easier. This list covers organisation, not statutory payroll calculation.

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Preparing payroll data with a calculator and spreadsheets

Complete, traceable information makes preparation easier. This list covers organisation, not statutory payroll calculation.

Gather changes and variable inputs

Prepare a list of changes for the period: starters and leavers, agreed pay components and approved time records. Identify the source of each item and who can clarify it.

Coordinate documentation and review

Separate confirmed information from open questions. Check discrepancies with the responsible person and record corrections instead of silently overwriting earlier values.

Resolve outstanding items before processing

Agree who reviews and authorises the complete inputs. Collecting documents does not replace validation of statutory, contractual and cantonal calculation rules.

Note open questions and agree responsibilities in your next conversation. Do not include confidential personnel documents in an initial enquiry.

PRACTICAL GUIDE

Monthly payroll data checklist

New starters and leavers, with exact dates.
Changes in salary, working hours or role.
Overtime, supplements and approved bonuses.
Absences due to illness, accident, maternity, paternity or military service.
Changes affecting withholding tax (Quellensteuer): permit, marital status, children or place of residence.
Changes to family allowances.
Reimbursable expenses with supporting documents.

Check before processing

Compare the period with the previous one and explain every significant difference. An unexplained change is often the source of a later correction. Record corrections with the date and reason.

CLEAR ANSWERS

Frequently asked questions

Does this checklist replace a payroll calculation?

No. It organises the input data. The calculation must apply the current legal, contractual and cantonal rules.

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