This article explains how you can proceed if an employee's data stored in Personio does not match the data transmitted via the Data Exchange Procedure for Social Nursing Care Insurance Contribution Differentiation (DaBPV).

How does the DaBPV process work with Personio Payroll?

Personio Payroll allows you to automatically check the parental status of your employees via the DaBPV procedure. After entering the relevant data, the system takes over the comparison with the German Pension Insurance, adjusts the contribution rates to nursing care insurance directly if necessary and documents all steps transparently in the Compliance tab. This allows you to comply efficiently with legal requirements and keep track of them at all times. For more information on the DaBPV procedure, read our article on the topic.

If the data in Personio does not match the data of the German Pension Insurance, you must take action. Below you will learn how to proceed in this case.

Different data between DaBPV procedure and Personio

If differences are detected between the data reported in the DaBPV procedure on the number of children under the age of 25 and the data stored in Personio, Personio Payroll alerts the person responsible for payroll accounting in the Compliance tab and creates a task for correction in the Tasks tab. Personio does not make any automatic changes to the data. The following differences may occur:

• There are more children registered than indicated in Personio.
• Fewer children are registered than indicated in Personio. 

You can view these in the details of the notification in the Compliance tab. For both cases, you have several options to edit them. These are explained below.

Handling different data in the DaBPV procedure and Personio

You have several options for handling different data, which you can choose from for each employee in the detailed view of the notification in Compliance.

Update employee profile

You can correct the employee profile in Personio using the data of the German Pension Insurance. To do this, make sure that the employee who should make the changes has the necessary permissions to edit the attributes in Employee Profile or Employee History. 

Proceed as follows:

1. In the row for the respective employee, click the button to edit.
2. Select the option to update the employee profile.
3. Correct and save the data in the employee profile or employee history. 

Please note: 

Retroactive changes to the employee history may be required depending on the reporting date. If the number of children is lower than originally recorded in the profile and the change is entered retroactively, the difference in the contribution to nursing care insurance will be deducted from the employee's salary in the corresponding payroll period. 

Request historical data

You can request historical data from the German Pension Insurance to clarify any ambiguities. This involves the following steps:

1. In the row for the respective employee, click the button to edit.
2. Select the option to request historical data.
3. Determine the date from which you are requesting historical data and send the request.

The request is displayed in the Compliance tab and can be viewed there. Once Personio receives a response, you will see it in the Compliance tab and can view it there.

If the information solves the question, you can either update the data in the employee profile or reject the correction and initiate clarification by the employee.  

Reject correction and initiate clarification by employees

You can reject the correction and ask the employee to provide you with appropriate proof of the number of children. Further information can be found on the German Pension Insurance website.

To reject the correction, follow these steps:

1. In the row for the respective employee, click the button to edit.
2. Select the option to reject the correction.
3. Confirm your entry. 

You can then either update the employee profile or keep the existing data.