Note
For payroll periods that do not fall into the calendar month and are in the middle of the month (for example, 15th of the month to 14th of the following month), you can configure 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 salaries to DATEV via the DATEV export with LODAS and Lohn und Gehalt. 

Preparation for export of hourly salaries

To transfer hourly salaries from Personio to DATEV, you will need to define a DATEV Salary Type ID with your payroll manager 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
▶ You can find the eligible time and the hourly rate from the salary tab of the employee profile and from the payroll table in the preliminary payroll.
▶ If you want to pay your employees for public holidays, there are some particularities you need to keep in mind. To learn more, read the section Public Holidays.

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: 

1. Go to Settings > Payroll > DATEV LODAS/Lohn und Gehalt integration.
2. In the Salary settings section, click on hourly rate and check the Active option.
3. Enter the DATEV Salary Type ID that you defined with your payroll manager.

   Note
   if your payroll period falls in the middle of the month, the retrospective billing feature 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 wish to use this function, select No. 

4. Click Save. 

Create a DATEV export of hourly salaries 

You can transfer hourly salaries to DATEV via the preliminary payroll using a separate transaction data export.  

Note
DATEV considers hourly salaries "Bewegungsdaten" (transaction data). This means that Personio has to transfer this data with a separate export file. It's important to note that you only send this data to your payroll manager once a month to avoid double entry.
Example
If you create and send a second export to DATEV within a billing month, DATEV doesn't update the previous monthly value. Instead, this results in a new, additional entry for this. 

To create the hourly salary export, proceed as follows:

1. Go to the Payroll section and choose a legal entity or payroll group (if available).
2. Click Generate export and select the transaction data export Hourly salaries.
3. Confirm the export by clicking on Generate Export.
4. By clicking on the Documents tab, you can then send the created export to DATEV. The export automatically goes to DATEV and the person responsible for payroll receives an automatic email notification, if activated. 

Note
Note that when using DATEV Lohn und Gehalt, another export for the recalculation from the previous month is generated 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: Bewegungsdaten > Erfassungstabelle > Standard
• DATEV Lohn und Gehalt: Bewegungsdaten > Stapelerfassung 

Note
An existing DATEV template Bewegungsdaten (Standard) is used to import hourly salaries data into Lohn und Gehalt. If your payroll manager has adjusted this template, the data may be imported from Personio with error messages. In this 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 the payroll, especially for 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 time off tab. This allows you to see in the recalculation in DATEV for which day the adjustment was made and applies.

Mid-month payroll

Special features for mid-month payroll periods

If you have defined a different payroll period than the calendar month (for example 15th to 14th) under Settings > Salary & Payroll > Payroll periods and have enabled the recalculation function in the hourly rate settings, you will need to take note of 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.

Example
You have an employee who will work 8 hours on 17. March and on 03. April worked 8 hours. 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.

DATEV LODAS: Standard

DATEV LODAS: Recalculation

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 feature: 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' salary tab during a payroll period, please note that allocations to the previous month, and thus subsequent calculations, are not supported. In the export, it is not possible to determine which specific day or month the manual adjustment was made and applies to. 

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 want to read more about manual adjustments, refer to the section above.