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This article describes how to add new employees in Personio and what you need to consider regarding Personio Payroll.

How can you add new employees?

In Personio, you can add employees as follows:

• Individual employees in the People list
• Several employees using the import function

If you add employees individually, you then have to enter the payroll attributes in the employee profile or enter this data with a bulk import. If you create new employees using an import, you can add the payroll attributes directly in your import template. 

For rehiring an employee or if an employee transitions to permanent employment, you can also use the Rehire function in Personio to transfer attributes to a new employee profile. In some cases, for example, if an employee changes the legal entity, you might also need to add a new profile. 

What needs to be considered for Personio Payroll?

• Add additional payroll attributes: For Personio Payroll, you need to add specific payroll attributes in the employee profile (for example, social security number or type of health insurance). They belong to the Personio Payroll category under the Personal info tab, and you require them for running the monthly payroll.
• Pay attention to validation rules: Make sure that the payroll attributes meet their stored validation rules. The rules indicate format errors with error messages and ensure that the entered attribute values are correct.
• Attribute Consider in German payroll : For employees to be included in Personio Payroll, enter the value Yes for the attribute Consider in German payroll.

When do you need to create a new profile for existing employees?

In some cases, you need to create new employee profiles for existing employees. This can be the case when:

• an employee's social insurance group key and/or contribution group key changes during the month (for example, when trainees become full-time employees).
• an employee’s occupational pension changes during the month.
• the employee transfers to another legal entity.

When adding a new profile for an existing employee, you can use the rehire function to transfer attributes from the old to the new profile. Refer to the section below for practical examples.

Contact your Payroll Specialists team if you have any questions about this topic.

How to add new employees

Add individual employees with the People list

If you want to add new employees individually, you can do this with the People list. Once you have added employees there, you can then enter the payroll attributes for Personio Payroll in the employee profile.

To do this, go to the newly created employee profile and fill in the attributes in the Personio Payroll category under the Personal info tab.

Add multiple employees with the import function

To add employees using an import, you first require an import template. You receive this from our Payroll Specialists team during the implementation phase. 

Fill in the import template and import it into your Personio account. Find out how to do this in this article.

Make sure to fill out the Personio Payroll category attributes under the Personal info tab for the newly created employees.

How to create a new profile for existing employees

You can use the rehire function to create a new profile for an existing employee, for example, when a trainee transitions to permanent employment. To do so, follow the steps in our article on rehiring employees. Make sure that the attributes in the Personio Payroll category under the Personal info tab are filled out for the newly created employee profile.

Note that the following applies to Personio Payroll: If you use the rehire function to copy all attributes to a new employee profile, the attribute Consider in German payroll in the old profile will automatically be set to No if it was previously set to Yes. The value Yes will be transferred to the new profile to avoid payroll duplication.