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This article describes how certain changes in the employee profile during the current month or retroactive changes can affect the payroll.
Changes in the current month
Changes in the Salary tab
If you adjust an employee's salary in the Salary tab of the employee profile, you should then check whether your changes are correctly reflected in the payroll table. This is particularly important if the change takes effect within the month and results in a prorated salary calculation.
Example
Your full-time employee Peter Main works 40 hours per week and has a monthly base salary of €4,000.00. Effective 01.06.2024, he receives a salary increase of €1,200.00 per year.
Step 1: Adjust the fixed salary
Follow the instructions in the article on setting up the fixed salary and select the 01.06.2024 as the date.
Step 2: Verify the change in your payroll
Go to Payroll and find your employee Peter Main in the Payroll table > Employees. Review the change and payslip there.
Impact of time off
In payroll, unpaid time off are very important. They may, for example, be relevant for compensation for reduced income (EEL) that is paid electronically. Click the Reporting tab to view and manage communications with authorities and insurance providers relevant to the month in question.
For an overview of unpaid time off, go to the Payroll table > Employees tab and click on the action button with the three dots in the upper right corner to add a column for Unpaid leave.
Retroactive changes
What are retroactive payroll changes?
A retroactive change is a change that can be relevant for payroll in the past, that is, in a payroll period that has already been approved. Since you can't change approved payroll, any necessary corrections will be automatically applied in the following month in most cases. This recalculates the salary and creates new corresponding documents, such as payslips for the affected employees in the current accounting month.
Note
For Personio Payroll users who completed the implementation before 1 June 2024 (before the ITSG migration), you must enter all past changes into the system by the 10th of the month at the latest. Any changes made after this date will not be taken into account in the current payroll and will be included in the following month's payroll.
Below, we look at various examples of retroactive changes.
Changes in the Salary tab
Add a payment
example
In March 2024, your employee Peter Main receives a one-off payment retroactively with effect from 31 January 2024 as a result of a salary adjustment for January. A bonus is to be paid to him retrospectively.
Step 1: Add a one-time compensation
Follow the instructions in the article on setting up one-time compensations and select the 31 January 2024 as the date.
Step 2: Review the corrected payslip in the current month
Go to Payroll and find your employee Peter Main in the Payroll table > Employees. Review the change and new payslip there.
Correction of an overpayment
example
In March 2024, your employee Peter Main receives a salary adjustment retroactively with effect from 31 January 2024 to correct an overpayment. This is because he was given an annual salary that was too high.
Step 1: Adjust the base salary
Follow the instructions in the article on setting up the fixed salary and select the 31 January 2024 as the date.
Step 2: Review the corrected payslip in the current month
Go to Payroll and find your employee Peter Main in the Payroll table > Employees. Review the change and new payslip there.
Changes in the Personal info tab
Subsequent addition of a change of health insurer
example
In February, your employee Peter Main reports a change to his health insurance company for the payroll month of January.
Step 1: Retroactively adjust attributes in the employee profile
Follow the instructions in the article on retroactive editing of employee attributes and add the new health insurance company with a date of 1 January 2024.
Step 2: Review the corrected payslip in the current month
Go to Payroll and find your employee Peter Main in the Payroll table > Employees. Review the change and new payslip there.