This article explains what operational data maintenance (DSBD) is, which changes must be reportable , and how to use these reports in Personio Payroll .
What is operational data maintenance?
The company data of all employers is stored in the company establishment file of the Federal Employment Agency, which is used by all social security institutions. These are recorded for the first time when the company number is assigned by the company number service of the Federal Employment Agency and include, among other things, the following data:
- Name and address of the company
- the place of employment
- the legal form
- the contact details of the reporting job
In the event that the data changes, the employer is obliged to report this immediately electronically via the data record company data maintenance (DSBD). Manual reporting is not possible.
Legal Basis
According to Section 18i (4) SGB IV , the employer is obliged to report changes to the company data to the company number service of the Federal Employment Agency without delay. The DSBD data set is transmitted to a freely selectable receiving point of a health insurance fund and is then centrally available to all health insurance funds, pension insurance institutions and the Federal Employment Agency. Only one DSBD data record needs to be transmitted at a time, even if multiple entities require this data.
Note
Failure to report a change, or failure to do so promptly, constitutes an administrative offense that can be punished with a fine.
Reportable changes
The following changes reportable:
- Company name, for example in the case of a name change
- Relocation of the employment company
- Contact person's contact details
- Business closure or task
- Change of correspondence address
DSBD contribution statement with Personio Payroll
Reasons for resignation
Personio Payroll submits the DSBD data record with one of the following reasons for submission:
| Reason for submission | Description |
| 01 - Change | Regular change of operational data |
| 05 - Change of operational data (inventory reconciliation) | Used when the payslip already contains current information that differs from the data held by the Federal Employment Agency. |
| 06 - New service provider/new billing software | Proactive notification, for example when switching to Personio Payroll or when changing tax advisors or payroll service providers. |
| 09 - Collective query Accident Insurance Carrier Number (UNRS) | Ad-hoc contribution statement when the Federal Employment Agency requests the accident insurance provider number (UNRS) for all companies. This contribution statement originates from the Federal Employment Agency, not from the employer. |
Before you begin
To send the DSBD contribution statement , first ensure that you have the following permissions:
- You must have administrator rights in Personio.
- Personio Payroll must be activated for your Organisation and the relevant legal entity .
Send DSBD contribution statement to Personio Payroll
If you change reportable company data, such as a legal entity 's address , Personio Payroll automatically creates and sends the DSBD contribution statement with reason for submission 01.
You only need to active create and send a DSBD contribution statement in the following cases:
- one-time activation of Personio Payroll
- if you want to proactively initiate an inventory reconciliation
Personio Payroll will display a notification in the compliance tab as soon as action is required.
To create and send an initial report or an inventory report, proceed as follows:
- Navigate to the Payroll > compliance section.
- Click on New Event > Send Company Data .
- Select the relevant employer .
- Click on Next.
- Review the automatically generated company data and click Submit .
View DSBD contribution statement
You can view messages that have already been sent. This involves the following steps:
- Navigate to the Payroll > compliance section.
- Filter by the category "Operational Data".
- Click on Show details to get more information about the contribution statement .
FAQ
Do I have to send the DSBD contribution statement with every payslip ?
No. When you change your company data in Personio , Personio Payroll automatically sends the DSBD contribution statement (reason for submission 01). You only send the contribution statement manually once when activating Personio Payroll (reason for submission 06) or if you want to proactively initiate an inventory reconciliation (reason for submission 05).
What happens if I send the contribution statement too late?
Failure to submit a change notification immediately constitutes an administrative offense that can be punished with a fine. Therefore, please send any changes promptly.
To whom will the DSBD contribution statement be sent?
To a freely selectable acceptance point of a health insurance company. From there, the data is made available centrally to all health insurance funds, pension insurance institutions and the Federal Employment Agency. You do not need to report the change to multiple places individually.
Does this process also apply to preliminary payroll or DATEV integration?
No, the DSBD contribution statement is only available in Personio Payroll and does not apply to preliminary payroll or DATEV integration.