This article provides an introduction to the Documents tab in the Payroll section of Personio Payroll. In the Documents tab, you will find all your billing documents in one place. Here you can:
- View and download documents: You can view and download employer and employee documents relevant to monthly payroll, as well as other payroll documents.
- Sort and filter documents: Use the sort and filter options on the left above the table to customize it according to your preferences, e.g., by document, type, or status.
- Use predefined views: Use predefined views to focus on different information such as payslips and payroll documents, or to display all documents.
Document status and preview
Before approving billing, you can preview individual documents. Once approved, all documents are fully accessible. The document statuses include:
| Status | Explanation |
| Not available | The document is currently unavailable. |
| Draft | The payroll run has not yet been approved. Documents are still in draft form. |
| Final copy |
|
| Approved | The pay slip is available for employees under employee profile Documents. |
Download documents for an open payroll period
You can download individual documents from the preview within an open payroll period. This involves the following steps:
- Go to Payroll Documents and select the desired open payroll period.
- Click on a document with Draft status to open it.
- Click on the download button in the top right corner.
Tip:
You can also download individual payslips, both in preview and final versions, by opening the document under the People tab in an employee's detail view.
Download all documents for a released payroll period
To download all documents for an already approved payroll period, proceed as follows:
- Go to Payroll > Documents and select the desired approved payroll period.
- Click Download All in the upper right corner.
All documents for the payroll period are downloaded in a .zip file.
Download selected documents from an approved payroll period individually or in one step
This involves the following steps:
- Go to Payroll > Documents and select the desired approved payroll period.
- Use the checkboxes next to the documents to select specific files. To select all visible documents in a filtered view, click the checkbox in the table header.
- Click Download Selection at the top of the list.
The selected documents will be downloaded in a .zip file.
Overview of employer documents
Please note:
The European Union has introduced a new SEPA file format (version 3.7). Both versions, 3.6 and 3.7, are available in Personio Payroll in an actual state. You can identify the respective version at the beginning of the file name. We are monitoring the use of both versions and will discontinue version 3.6 once all customers have switched to version 3.7.
The following employer documents are currently available:
| Name | Explanation | Basis for creation |
| Gross to net report (month) |
Overview of payroll for several employees:
|
monthly/ad hoc |
| Gross-net report (year) |
Overview of payroll for several employees:
|
yearly |
| Payslips (archive) | Collection of all employees' pay slips for the respective payroll period summarized in one document. | monthly |
| SEPA Payment - Salaries |
Bank file format that enables cashless payments by uploading to the bank interface. Please note our information regarding versions above the table. |
monthly |
| SEPA Taxes & Contributions |
Bank file format that enables cashless payments by uploading to the bank interface. Please note our information regarding versions above the table. |
monthly |
| SEPA Social Insurance |
Bank file format that enables cashless payments by uploading to the bank interface. Please note our information regarding versions above the table. |
monthly |
| Payroll account | Overview of all remuneration subject to tax and social security contributions per employee, including employer contributions and time off. | monthly |
| accounting report (BUBE) | Accounting report for your organization's accounting department to record payroll costs. | monthly/annually |
| EXTF booking batch | DATEV accounting report for your organization's financial records in DATEV application format. | monthly/annually |
| SV health insurance accounting report | Certificate of social security contributions to be paid per health insurance fund and per legal entity. |
monthly |
| health insurance accounting report | Based on health insurance. This is an expanded version of the SBNW containing information about the health insurer, amendments to social security contributions and monthly contributions. | monthly |
|
UV income report (for participants in the Personio Payroll pilot) |
Annual accident insurance report at the level of the accident insurance provider with all information on accident insurance contributions. | annually or if the use of Personio Payroll is to be terminated. |
|
UV Annual Report (for participants in the Personio Payroll pilot) |
Annual accident insurance account with a breakdown of the monthly values per employee (similar to the UVBA). | annually or if the use of Personio Payroll is to be terminated. |
| Income tax registration | Proof of tax amounts paid for submission to tax authorities per company. | monthly |
| SVBA document | Social security certificate for construction workers (Social Security Funds for the Construction Industry, SOKA-BAU). | monthly |
Overview of employee documents
The following documents are available for employees:
| Name | Explanation | Basis for creation |
| payslip | Overview of an employee's gross and net earnings and master data per month (remuneration statement). | monthly/ad hoc |
| Social security registration certificate | Registration certificate for each DEÜV message sent, containing all information transmitted to the insurance company. | ad hoc |
Tip:
Manage payslips:
- Preview and download individual payslips before approving the payroll run.
- When you release payroll, you can select the date on which the payslip for employees will be available in the Documents tab of the employee profile.
- After approval, you can also download all payslips collectively in the Documents tab.
Additional information
- Further information on payroll in Personio Payroll.
- Further information on the document payslip.