Digital payroll declaration for companies
Why do you need to send us a payroll declaration? Find out why, and how you can quickly and easily submit it.
Why do we need you to declare your total payroll amount?
SWICA calculates the premiums for daily allowance insurance and accident insurance based on the provisional payroll information provided when the policy is taken out. The actual amount usually changes during the course of a year – for example as employees join and leave the company. At the end of the year, SWICA needs to know the actual total payroll amount in order to calculate the definitive premium. Depending on what changes have occurred, you will receive some of your money back or an invoice for the outstanding share of the premium.
Procedure for payroll declaration
1. Reminder about declaration
In November our customers receive a request via email or post to submit a payroll declaration. They have until the end of January to provide the final total payroll amount for the previous year.
In November our customers receive a request via email or post to submit a payroll declaration. They have until the end of January to provide the final total payroll amount for the previous year.
2. Submit payroll declaration
You can submit the final total payroll amount to us either via the SWICA web portal or directly from your accounting system via Swissdec.
You can submit the final total payroll amount to us either via the SWICA web portal or directly from your accounting system via Swissdec.
3. Receipt of final invoice
After you submit the final total payroll amount, SWICA will issue your final invoice. You will then receive a refund or bill for the outstanding amount.
After you submit the final total payroll amount, SWICA will issue your final invoice. You will then receive a refund or bill for the outstanding amount.
FAQ about submitting declarations via the SWICA web portal
Please get in touch with us and we will be happy to help you. You can find the relevant contact details on any SWICA document (for example your premium statement or the request for a payroll declaration).
You can generate a new password by clicking on «Password forgotten» on the login page for the SWICA web portal. Please note that, for security reasons, a text message will be sent to the mobile phone number registered to your account.
Please get in touch with us and we will be happy to help you. You can find the relevant contact details on any SWICA document (for example your premium statement or the request for a payroll declaration).
You can resubmit your total payroll amount at any time by logging into the web portal and restarting the submission process.
Please get in touch with us and we will be happy to help you. You can find the relevant contact details on any SWICA document (for example your premium statement or the request for a payroll declaration).
Please get in touch with us and we will be happy to help you. You can find the relevant contact details on any SWICA document (for example your premium statement or the request for a payroll declaration).
FAQ about submitting declarations using Swissdec
Follow this link for a list of certified accounting software providers:
ERP system providers certified by Swissdec (German)
ERP system providers certified by Swissdec (German)
Data for the past year must be recorded and reported accurately before the first payroll run in January. Once the data has been submitted, the system asks you to check, correct or delete your declaration. Follow this link for some useful information to help you get the Swissdec process set up for the first time:
Tips for introducing Swissdec (German)
Please note: Your data can only be processed and transmitted to SWICA if you confirm its accuracy at the end of the process.
Tips for introducing Swissdec (German)
Please note: Your data can only be processed and transmitted to SWICA if you confirm its accuracy at the end of the process.
You need an up-to-date insurance profile from SWICA in order to submit your payroll declaration using Swissdec. You can use the following link to order one:
Order an insurance profile
Order an insurance profile
No, you only need a new one if there are changes to your insurance that are relevant to your premiums. If you are unsure, please get in touch with our employees. You can find the relevant contact details on any SWICA document.
Check that the policy and partner numbers stored in your payroll system match the ones in your insurance profile. Also make sure that you've correctly entered the codes provided in the SWICA insurance profile. The letters and numbers of the codes must be used exactly as stated.
SWICA's systems aren't involved in the process of submitting payroll information via Swissdec. This is handled entirely by your accounting software and Swissdec. That means you'll need to contact your accounting software provider directly in order to resolve any problems.