If you have any questions or problems setting up and using the DATEV integration, please contact the persons responsible for your payroll or the Personio Support. A detailed list of contact persons in the individual cases can be found in our article: I have questions about DATEV integration, who can I contact?

The interface between Personio and DATEV is compatible with the payroll accounting programs DATEV LODAS and DATEV Lohn und Gehalt.

If you've decided to switch from one payroll application to another, you'll also need to Personio customize your DATEV integration. For example, the DATEV attributes in your accounts must be switched to the new payroll application and the DATEV integration must be activated. To make such a change, please contact your local customer care via Support.

You can set up and use the integration in your Personio account either with LODAS or with wages and salaries. You can't use the integration with both payroll programs at the same time.

Both DATEV and Personio attach the highest priority to data security. Data is encrypted in transit via TLS (A+ rating) in accordance with current standards, and both providers regularly conduct technical tests of their interface.

The following data is transmitted via the integration:

DATEV payroll accounting program	Lohnimportdatenservice Personio → DATEV	Lohnauswertungsdatenservice DATEV → Personio
LODAS	Absence One-time compensation Fixed salaries Master data Hourly wages Recurring compensation	Employer documents Employee documents
Lohn & Gehalt	Your payroll also needs information on the salary components (bonus payments) and employee documents. These must also be provided and sent to your payroll department via export of the preparatory payroll so that they can enter them manually in DATEV.

Tip:
We recommend that you grant your payroll department access to your preliminary payroll via a Personio profile so that they can retrieve this data themselves.

Personio continuously expands the offer of DATEV integration functions with additional components such as salaries, additional reporting and Documents from DATEV. Go to the Support section and contact our Growth & Success teams for more information.

All transferable data is always transmitted to DATEV as part of the monthly payroll import data service. The data that you can access at Payroll accounting > administration > DATEV LODAS/Wage and salaryare transferred to the DATEV export (ASCII file).

Even if no changes have been made to this master data, everyone is still tracked and the information is transmitted. For more information on the payroll import data service, please see our article Exporting Master Data via the Payroll Import Data Service.

If the DATEV export is activated, the prepared payroll will be exported in regular .xls format. Since the DATEV export does not cover the entire scope of information of the preparatory payroll, it does not completely replace the Excel export.

Personio automatically logs all important actions related to the DATEV integration in audit logs. These audit logs help you understand who made what change and when, or which file was exported, transferred, or retrieved. This way, you can ensure the highest level of transparency and quickly detect errors or unauthorized changes. For more information on how to use the audit logs, see the Related articles in the Help Center.

To exclude attributes from the DATEV export, navigate toPayroll accounting > administration > DATEV LODAS/payroll accounting and there to the area Employee Master Data & Validations. Set the attributes you want to exclude from the export toExcludeand click Save. If you later decide that you want to include the attributes again, you can change these Settings at any time.

Please note:
Note that for attributes that are excluded from the DATEV export, no validation rules are applied to the attribute values. Errors are then not marked in the payroll table or in the employee profile.

Attributes that are linked to the DATEV export cannot be deleted from the system. To unpublish them from employees, you can use the corresponding attribute underAttitudes > people > to people in the section DATEV LODAS/DATEV Wage and Salary and provide you with information about Settings > organization > employee rolesrevoke the corresponding access rights.

Check the following:

• If the attribute underPayroll accounting > administration > DATEV LODAS/payroll accounting in the area of Employee Master Data & Validations excluded? Only the ones listed in this section Includeare included in the export.
• If the attribute underPayroll accounting > administration > DATEV LODAS/Wage and salary in the area of Employee Master Data & Validations listed? If the attribute is to be included in the DATEV integration, it must be selected for transfer.
• Are there any values stored in Personio for this attribute? "Empty" values are not included in exports.
• Are the values stored for the attribute formatted correctly? For a list of required formats, see the article Validation of attribute values for data transfer with DATEV.

If none of these reasons apply, go to Supportand contact our Support teams.

Since certain fields in DATEV are subject to validation and certain values are not accepted, they were also introduced in Personio to avoid errors in data transfer in the later step. Typical examples are the maximum length of the designation for the position (30 characters) and the format of the postal codes. To fix the errors, change the value for the affected employees to a valid value. You can find more information about validations and an Overview of the stored rules in our articleValidations of attribute values for data transfer with DATEV.

No. If an attribute is empty in Personio, the existing values in DATEV will not be overwritten. Note that even a single space is considered a value and would overwrite the value in DATEV. If you have not saved an attribute for individual employees, it is therefore advisable to use it underPayroll accounting > administration > DATEV LODAS/payroll accounting in the area of Employee Master Data & Validations from the transfer.

Take advantage of the Payroll Evaluation Data Serviceto save Documents from a DATEV payroll program in Personio and make them available to employees.

If an employee receives an electronic certificate of incapacity for work (eAU) for a time off, the statutory health insurance company automatically forwards it to DATEV. Through the integration of Personio with DATEV, eAUs can be automatically retrieved and stored in the corresponding absence period of the respective employee. For more information, see Setting up DATEV integration.

If Personio detects that an attribute relevant to the assignment of documents has been changed in a billing month, the assignment of the Documents and the preview will be reset. This is indicated above the payroll table by an error message. Details about this error can be found in ourTroubleshooting articles.

If Documents cannot be retrieved in Personio, please check the following points:

• DATEV authorization: Make sure you have a DATEV authorization .
• Document Selection: Check that you have the Corresponding Documents selected that are to be transmitted to DATEV.
• Retrieval in Personio: Call the in DATEV provided Documents in the tab Documentsof the preparatory payroll in Personio.

If you are still unable to retrieve the Documents after checking all the points, we recommend that you contact your tax office.

To ensure that the compensation is sent correctly to the employees, please make sure that the employee personnel numbers are stored in Personio. This is the only way to ensure that the data between Personio and DATEV matches and can be synchronized smoothly. About the mandatory attributes can be found in ourRelated articles.

The weekly hours that Personio transmits to DATEV are not based on the attribute weekly hoursin the employee profile, but on the stored working hours policy.

Make sure that the employee's working hours policy in Personio is correctly adjusted after each change in weekly hours (e.g. when switching from part-time to full-time). This is the only way to transmit the correct values to DATEV.

In Personio, the salary reduction during a long-term time off (e.g. parental leave) is controlled via the remuneration rules in the respective time-off policy. Not about the absence entry itself. If you have not configured a salary reduction rule in the relevant policies, the salary will continue to be paid as usual.

For DATEV users: The DATEV export always includes the full salary amount. DATEV uses the absence codes transmitted by Personio to calculate the salary reduction directly in DATEV. Personio displays the proportionate, reduced salary in the employee profile, but transmits the full amount to DATEV for further processing.

Here's how to make sure your salary is handled correctly during parental leave:

1. Navigate to the section Settings.
2. In the Absence & Attendance on Absence.
3. Select the appropriate Absence type and open the corresponding Policy.
4. Click Editand go to the step Remuneration.
5. Configure the salary reduction rule for the absence period.
6. Set the Effective Date on today and click on Save.

Please note:
If you use Personio Payroll, the salary reduction is not configured in the time loss policy, but via additional questions in the absence request.

If certain data has not yet been received by DATEV, please check the following points:

• Are the relevant attributes, team calendar, or salaries underPayroll accounting > administration > DATEV LODAS/Wage and salary on Include set and correctly assigned?
• Has the required export been created in payroll accounting and sent to DATEV?
• Did the tax office import the export into DATEV's accounting software?

If none of these reasons apply, go to Supportand contact our Support teams.

Personio automatically directs the eAU retrieval process for each time off request in the category sick leave which also includes the other conditionsregardless of the duration of the time off. eAUs are therefore also requested for a sick leave of only one day. If an eAU is available, it is automatically saved in the time off.

If there is no eAU for a time off, a notification is sent. If the time off request is less than the time required for certificate, no certificate is required and no notification is sent. If you know that an eAU is available, you can recreate the time off to make the eAU request again.

Tip:
If there is no eAU, we recommend asking the employee whether he or she has visited a doctor's office and whether an eAU should be available.

Example:

The eAU does not cover the entire time off. A time off request was made with 10 sick days, but the eAU was only issued for 7 sick days.

▶︎ Personio sends a new eAU request to the statutory health insurance company via DATEV to check whether another eAU has been received. A notification is sent to the approver of the last approval step.

If several consecutive absence requests are made, a separate eAU is requested for each one.

Example 1: Multiple absences

The employee first makes a time off request for three days and then separately requests two more days on the third day. For both absence requests, the eAU is retrieved.

• If the employee has only been to the doctor's office once and has received a certificate for (at least) five days, the same eAU will be transferred to both absence requests.
• If the employee has visited the practice a second time to have the original certificate extended from three to five days, there are two eAUs. Each eAU is then transferred to the corresponding time off request.

Example 2: Extension of time off

The employee first makes a time off request for three days and extends it to a total of five days on the third day. If the original time off request is extended, the eAU is retrieved again.

• If the employee has only been to the doctor's office once and has received a certificate for (at least) five days, this eAU will be transferred to both absence requests.
• If the employee has visited the practice a second time to have the original certificate extended from three to five days, there are two eAUs. Both eAUs are transferred to the same time off request.

As a rule, medical practices upload the eAU to the server of the statutory health insurance company immediately after the employee's appointment in the practice. In this case, the eAU would normally be available in Personio the next day. However, there may be delays for a variety of reasons.

To retrieve an eAU retrospectively, you must recreate the time off in Personio.

Every time off request created via an API triggers an eAU request. Importing absence requests does not trigger an eAU retrieval.