Employee Onboarding Data Sheet
Collect all master data from new hires securely: AHV number, IBAN, work permit, emergency contacts, and social insurance details.
About this template
The Employee Onboarding Data Sheet streamlines the first day for HR and new hires alike. It collects all Swiss-specific master data required for payroll, social insurance registration, and legal compliance in one secure, encrypted form.
- Personal identity and contact details
- AHV/AVS social security number
- Bank account (IBAN) for salary payments
- Work permit type and expiry date
- Health insurance fund (Krankenkasse)
- Pension fund (Pensionskasse) details
- Emergency contact information
- Tax withholding category (Quellensteuer)
Swiss data protection (nFADP)
Employee data is processed under Art. 328b OR and the Swiss nFADP. New hires must be informed of their data rights at point of collection.
How to use this template
Activate the template
Click 'Use template' to add it to your Schweizerform dashboard.
Share the secure link
Send the unique form link to the new hire before their first day.
Review submitted data
Download or forward the encrypted submission to payroll and HR.
Archive securely
Store the record in your HR system per your retention policy.
Why digital onboarding matters in Switzerland
Swiss employers are required by Art. 102 OR to pay salary punctually. This depends on having correct IBAN and AHV details from day one. Paper forms introduce errors and delay. A digital, encrypted form reduces entry mistakes and keeps sensitive data off email.
What data is collected?
The form captures: full legal name, date of birth, nationality, home address, AHV-Nummer (13-digit social security number), IBAN, permit category (B, C, G, L, etc.), health insurance fund, Pensionskasse name, emergency contact, and preferred contact details for HR.
Legal basis for data collection
Employers process employee data under Art. 328b OR (data processing in the employment relationship), the Swiss AHVG (AHV registration), BVG (occupational pension), and the nFADP. Employees have rights of access and correction under nFADP Art. 25.
FAQ: Is the AHV number mandatory?
Yes. Employers must register new employees with the AHV compensation fund (Ausgleichskasse) using the 13-digit AHV number. Without it, payroll cannot be processed correctly and social insurance contributions cannot be allocated.
FAQ: Can I collect tax withholding (Quellensteuer) details here?
Yes. Foreign nationals subject to Quellensteuer must provide their tariff category (A, B, C, etc.), canton of residence, and number of children to allow correct withholding. This template includes those fields.
FAQ: How long may I store this data?
AHV and payroll records must be retained for 10 years under Swiss law. The form data should be archived in your HR or payroll system with appropriate access controls. Schweizerform allows you to export and delete submissions after ingestion.