Please note that the content of our website (including any legal information) is intended solely for the purpose of providing non-binding information and does not constitute legal advice. The content of this information cannot and should not replace individual and binding legal advice that addresses your specific situation. In this respect, all information is provided without guarantee of being correct, complete, or up to date. 

This article gives you an overview of the structure and the most important functionalities of the Personio Payroll section.

What are the Personio Payroll functionalities?

The Payroll section in Personio provides a central platform for managing the data and payroll of your employees. You can access it via the navigation bar on the left under Payroll. Here you can:

• Get an overview of your monthly payroll cycle
• Track data changes and tasks
• Identify and fix errors in payroll data
• Manage Personio Payroll settings

Tip
Do you have feedback about the Personio Payroll section? Click on the feedback button at the top right and share your experience with us.

The tabs in the Payroll section

The Payroll section is organized in the following tabs:

Learn more about the individual tabs below.

The Overview tab

What is the Overview tab

The Payroll Overview is a summary of all essential information for the current payroll cycle. It serves as a central hub, offering easy access to additional payroll functionalities. Here you can:

• View a Summary: Access a clear overview of all critical elements in your current payroll cycle.
• Manage Tasks: Prioritize and track tasks to maintain compliance and efficiency.
• Navigate Easily: Use the overview as a gateway to access other payroll features and tools seamlessly.

The Overview is designed to streamline your payroll management, making it easier to stay organized and compliant.

Information in the Overview tab

The cards in the payroll Overview tab provide you with summarized payroll information. 

The following table outlines the information cards available in the Overview and their functionalities:

The People tab

What is the People tab?

Here, you can see a table of all the employees included in the payroll for each month. Each employee is displayed in a row showing their salary attributes, tasks, and any data changes. Here you can:

• View details: Click on an employee's detail view. There you can see the most important HR and payroll information, changes, and a preview of payslips for the person.
• Customize, sort and filter: Click on the button with the three dots located above the table to customize the table columns. Use the sorting and filtering options on the left above the table, to adjust it to your preference.
• Use preset views: Use preset views to focus on different information like starting, active and leaving employees or blockers. 
• Get a quick overview: Below the table, you can see the key takeaways for the payroll cycle with the number of employees and employees with at least one change or blocker.

Actions in the People tab

Review changes

The Changes column displays the number of changes that occur for an employee during the payroll cycle (e.g. an update to the address). Click on the number to access the detail view, where you can review current payroll changes and retroactive changes.

Correct errors

The Tasks column in the payroll table alerts you to attribute problems for employees. It distinguishes between:

• Warnings: The icon shows the number of warnings, indicating format errors in attributes. You can still approve payroll.
• Blockers: These indicate missing attributes or format errors based on validation rules. You must correct these errors before approving the payroll.

Click the relevant icon to access the detail view for Tasks. Here, you can see more information and fix the error directly in the employee profile.

 

Check payslips

Review previews of employee’s payslips in the detail view in the Gross pay or Info tabs.  

Tip
You can also view and download the preview of the payslip in the Documents tab.

The Tasks tab

What is the Tasks tab?

The Tasks tab offers an overview of outstanding payroll tasks. It highlights issues triggered by validations such as errors in employee data, legal entity information, and missing time off details. Here you can:

• Get a quick overview: The table displays task blockers, warnings, and deadlines by employee, helping you identify tasks to complete before approving payroll.
• Sort and filter the view: Use the options above the table to sort and filter tasks, for example, by priority, category, or due date.
• Get instructions: Click a task to view details, including validation errors and resolution instructions.

Manage tasks

Each row in the table represents a pending task requiring action. Tasks are categorized into:

• Warnings: These indicate, for example, minor format errors. You can still approve payroll.
• Blockers: These indicate missing attributes or format errors based on validation rules. You must correct these errors before approving the payroll.

Click the respective table row to open the detail view and resolve the error. Use the filter options to focus on critical tasks and resolve all blockers before approving payroll.

The Compliance tab

What is the Compliance tab?

The Compliance tab acts like a mailbox, showing all communications with social insurance companies and related tasks. It distinguishes between:

• Events you can view: These can be completed without further input from you. You can view and print them(Example: social security notifications).
• Events where you need to take action: These you need to work through (Example: EELs, contribution estimations).

This includes communications during payroll approval and tasks you can always perform, such as retrieving eAUs (electronic sick certificates) or requesting A1-certificates.

To view and manage events in the Compliance tab, you can:

• Filter and search events: Filter events by payroll period and event category. Find all communications for selected employees in one space.
• Use preset views: Use preset views to focus on events that need attention and all events.
• Take action: Click on the New action button on the upper right to start processes (for example, to apply for the A1 certificate).

Overview of events in the Compliance tab

The following table provides an overview of the most important events in the Compliance tab.

Events available to view

You can view the following events in the Compliance tab, but do not need to take action:

 

Events where you need to take action

These are the events where you need to take action:

The Documents tab

What is the Documents tab?

The Documents tab houses all your payroll documents in one place. Here you can:

• View and download documents: View and download employer and employee Documents relevant for the monthly payroll as well as other payroll documents.
• Sort and filter documents: Use the sorting and filtering options on the left above the table, to adjust it to your preference, for example, by Document, Type or Status.
• Use preset views: Use preset views to focus on different information like payslips, payroll documents and all documents. 

View and download Documents

You can view some documents in a preview before the monthly payroll is approved and, if necessary, download it. Documents can have the following statuses: 

Proceed as follows to view and download the documents:

1. Click Payroll and go to the required month.
2. Click Documents.
3. Download the document you wish to access.

Tip

You can view and download individual payslips, both in preview and final versions, under the People tab in each employee's detailed view.

Overview of employer and employee documents

Employer documents

We display the available documents for the month along with their status. After payroll approval, you can view, download, and preview all documents in PDF format.

The following documents are currently available:

 

Employee Documents

For employees, the following documents are available in PDF format. 

The Manage tab

What is the Manage tab?  

The Manage tab is the central point for all Personio Payroll settings. Here you can:  

• Manage settings: Update details, for example, legal entities, permanent establishments, tax, and social security information.  
• Ensure compliance: Validate and review all settings to minimize errors.
• Streamline payroll processes: With all settings in one place, you can manage your payroll processes more efficiently and effectively, reducing time and errors.  

You can find all available sections in the left column. Note that the settings for accident insurance, legal entities, and permanent establishments redirect to the general Personio settings.  

Manage your settings  

Edit sections

To edit sections, follow these steps:  

1. Fill in details: In each section, click on Edit in the bottom-right corner to unlock the page and fill in the required information.  
2. Set a validity date: Once you are done, set a validity date and save your entry.  
3. Error handling: Errors or missing data are displayed both as inline validations and as a banner at the top of the section, highlighting the areas that need attention.  

The workflow might vary depending on the section. For example, changes to the accounting report are saved automatically. Relevant Help Center articles are linked from within each section.

 

Information on how to set up health insurance companies

Always make sure the information entered reflects the current agreements with your health insurance providers. This includes contribution rates and provider details. Incorrect information can create problems, such as:  

• Rejection of notifications by a health insurance provider.  
• Rejection of payment by a health insurance provider.  

Note
Changes in Personio will not change your agreements with health insurance providers. Any changes to the agreements must be managed directly with the providers.