Please note:
For billing periods that do not fall within the calendar month and are in the middle of the month (for example, the 15th to the 14th), you have the option of configuring the transfer. If you want to use this function, there are some specifics to pay attention to. For more information, see the section Mid-month Payroll.
In this article, you will learn how to transfer hourly wages to DATEV via the DATEV export with LODAS and Lohn und Gehalt.
Preparation for export of hourly salaries
The prerequisite for transferring hourly wages from Personio to DATEV is that you define a DATEV wage type number with the person responsible for payroll accounting so that this information can be correctly assigned in DATEV.
What information will be transferred?
When transferring hourly salaries, you have the option of exporting the recorded compensable time for the respective payroll period as well as the hourly rate of your employees to DATEV:
- The compensable time is the total of your employees' approved attendance and time off hours. This includes all time off for which the Consider attendance days during time off period as overtime function has been enabled, and all time off falling on a day specified as a working day according to the working hours policy.
- The hourly rate is calculated from the hired hourly rate that the employee receives for each work hour performed.
Tip:
▶ The eligible time and hourly rate can be found in the salary tab of the employee profile and from the payroll table in the preparatory payroll.
▶ If you would like to pay your employees for public holidays, there are specific details you need to pay attention to. For more information, read the Holidays section.
You can find out how to manage hourly salaries in Personio and what you need to consider when doing so in our Help Center article Managing Hourly Salaries .
Set up transfer of hourly salaries
To successfully import hourly salaries into DATEV via the DATEV Export, you need to enable this option in the settings: Proceed as follows:
- Navigate to Payroll > Manage > DATEV LODAS/Payroll.
- In the Salary settings section, click on hourly rate and check the Active option.
-
Enter the DATEV Salary Type ID that you defined with your payroll manager.
Please note:
If your billing period is in the middle of the month, the rebilling function is activated by default. You will be able to see that, in the Use recalculation section, the Yes option is selected. See the mid-month payroll section for more info. If you do not want to use this feature, select No. - Click on Save.
Create DATEV-export of Hourly Salaries
You can transfer hourly wages to DATEV via the preliminary payroll using a separate transaction data export.
Please note:
Hourly salaries are considered transaction data in DATEV. This means that Personio has to transfer this data with a separate export file. It is important to note that you only submit this data once a month to your person responsible for payroll in order to avoid double entries.
Example
If a second export is created within a billing month and transmitted to DATEV, DATEV does not update the previous monthly value, but a new, additional entry is created for this purpose.
To create the hourly salary export, proceed as follows:
- Go to the Payroll section and choose a legal entity or payroll group (if available).
- Click Generate export and select the transaction data export Hourly salaries.
- Confirm the export by clicking on Generate Export.
- By clicking the Documents tab, you can send the created export to DATEV. The export is automatically sent to DATEV and the person responsible for payroll will receive an automatic email notification, if activated.
Please note:
Note that when using DATEV Lohn und Gehalt, another export is generated for recalculation from the previous month if you have activated the recalculation function. Both exports must be sent to DATEV.
Administration in DATEV
Once the export is sent to DATEV and retrieved from the data center, the data can be accessed in the following tables in DATEV:
- DATEV LODAS: Transaction data > Capture table > Standard
- DATEV Lohn und Gehalt: Transaction data > Stack capture
Note
For importing hourly wages into Lohn and Gehalt, an existing DATEV template (Transaction Data (Standard)) is used. If your payroll manager has adjusted this template, the data import from Personio may have error messages. If this is the case, your payroll manager can download the template again in the sidebar of the article to ensure a successful import.
Export after the end of the month
You can create the export after the previous month has ended (for example, you can create an export for April even if it is May). This gives customers more flexibility in completing their payroll, especially those whose payroll period corresponds to the calendar month. This function is available for all DATEV exports.
Public holidays
Personio does not yet support automatic salaries for public holidays. If you wish to pay employees on an hourly rate for public holidays, we recommend that you manually enter the corresponding hours for those days in the Attendance tab. This allows you to see in the recalculation in DATEV for which day the adjustment was made and applies.
Mid-month statements
Special features for mid-month payroll periods
If you have defined the billing period different from the calendar month (for example 15th to 14th) in Payroll > Manage > Billing Periods and activate the Use Recalculation section in the hourly wage settings, you must pay attention to the recalculation function, which is activated by default. In DATEV, the hours worked by the employees are always assigned to the month that is subject to the payroll period. This is different from the regular preliminary payroll function.
instance
You have an employee who worked 8 hours on March 17 and 8 hours on April 3. Once the retrospective calculation has been activated, you and your payroll accountant can then see the 8 hours relate to the month of April and 8 hours to the month of March in DATEV. On the other hand, in the preliminary payroll, you will only see the total of 16 hours transferred in the export for the month of April.
HR Managers and Payroll Administrators will benefit by being able to export the eligible time for each Employee according to the actual month in which it falls. Alternatively, you can also disable the recalculation. All work hours performed (both in the previous month and in the current month) are assigned to the current month.
Recalculation function: Manual adjustments are not supported
The eligible time entry can be manually adjusted and redefined in Personio in the Salary tab of the employee profile. If you make manual adjustments to your employees' payroll during a billing period, you must note that allocation to the previous month and therefore subsequent recalculations are not supported. In the export, it is not possible to determine for which specific day or month the manual adjustment was carried out and is valid.
We therefore recommend that you make subsequent manual adjustments directly in the Attendance or Time off tab of your employees so that the compensable time and the hourly rate can be tracked afterwards in DATEV. Note that this also applies to public holidays.
Unsupported cases
Certain changes related to manual adjustments
Note that employees will be excluded from the DATEV export if one or more manual adjustments are made to the salary tab of your employees and the following cases occur:
- All hourly rate adjustments are within the payroll period.
- The legal entity within a payroll period is changed.
If you would like to read more about manual adjustments, please see the section above.