Procedure and Responsibilities for Payroll-Relevant Data Changes (Germany)

 

This article provides a detailed overview of the procedure and responsible persons for changes in and validations of payroll-relevant data as well as generally applicable deadlines in the German payroll process. 

Attribute Procedure Responsibility
Department Entry by the employer Employer
Academic degree Entry by the employee or employer Employee/employer
Address, addition Entry by the employee or employer Employee/employer
Employment type Entry by the employer Employer
Hire date Entry by the employer Employer
Work permit valid until Entry by the employer Employee/employer
Residence permit valid until Entry by the employee or employer Employee/employer
Start of training Entry by the employer Employee/employer
End of training Entry by the employer Employer
Contribution group unemployment insurance Entry ideally by the external payroll accountant, alternatively by the employer Employer/external payroll accountant
Contribution group health insurance Entry ideally by the external payroll accountant, alternatively by the employer Employer/external payroll accountant
Contribution group care insurance Entry ideally by the external payroll accountant, alternatively by the employer Employer/external payroll accountant
Contribution group pension insurance Entry ideally by the external payroll accountant, alternatively by the employer Employer/external payroll accountant
Consideration in German payroll Entry by the employer Employer
Leave starts Entry by the employer Employer
Job pause end Entry by the employer Employer
Job pause comment Entry by the employer Employer
SWIFT Code Entry by the employee Employees
Duration of the Probation Period Entry by the employer Employer
Email Entry by the employer Employer
European social security number (ESSN) Entry by the employee or employer Employee/employer
Country of birth Entry by the employee Employees
Place of birth Entry by the employee Employees
Gender Entry by the employer Employee/employer
Main or secondary job Entry by the employer Employer
Number Entry by the employee or employer Employee/employer
Highest professional education Entry by the employee or employer Employee/employer
Highest level of educational Entry by the employee or employer Employee/employer
IBAN Entry by the employee Employees
Child allowance Entry ideally by the external payroll accountant, alternatively by the employee Payroll accountant/employee
Cost center Entry by the employer Employer
Health Insurance Entry by the employee Employees
Last name Entry by the employer Employee/employer
Account holder name Entry by the employee Employees
Title of nobility Entry by the employee Employees
Nationality Entry by the employee or employer Employee/employer
City Entry by the employee or employer Employee/employer
Personnel number (LODAS) Entry by the employer or external payroll accountant Employer/external payroll accountant
Social insurance group key Entry by the employer Employer
Position Entry by the employer Employer
Postal code Entry by the employee or employer Employee/employer
Social security number Entry by the employee Employee/employer
Office Entry by the employer Employer
Tax identification number Entry by the employee Employee/employer
Tax class Entry ideally by the external payroll accountant, alternatively by the employee Payroll accountant/employee
Taxable church membership Entry ideally by the external payroll accountant, alternatively by the employee Payroll accountant/employee
Street Entry by the employee or employer Employee/employer
Certificate of enrollment valid until Entry by the employer Employer
Occupation key Entry by the employer Employer
Health insurance type Entry by the employee Employees
Married (marital status)? Entry by the employee or employer Employee/employer
Contract end date Entry by the employer Employer
Expected end of training Entry by the employee or employer Employee/employer
First name Entry by the employer Employee/employer
Name prefix Entry by the employee Employees
Weekly hours Entry by the employer Employer

 

Generally, the deadlines are the 10th of the month for new hires and the 15th of the month for any other payroll-relevant data changes.

Please note that this table is for guidance only and you can define the responsibilities and deadlines individually with your external payroll accountant depending on your personal preference.

 

 

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