This article explains how to correctly map transfers within a company, as well as the rehiring or creation of new employees, in Personio Payroll .
manage transfers in Personio Payroll
transfer within a permanent establishment
A transfer occurs when an employee changes position within a company. For payslip , it is crucial whether the permanent establishment also changes.
| scenario | contract type | Proceed |
| Same company number | no change, for example from indefinite to indefinite | Continuation of employment without new contribution statement. The new position details will be added to the existing profile. |
| Same company number | Change of contract type, for example from fixed-term to indefinite-term |
For changes to take effect at the beginning of the month, an update of the existing profile is sufficient. In the case of a change during the month, the existing profile must be terminated with an termination and then a new profile created. |
| Different company numbers | regardless of the company number | In this case, employment in the old profile must be terminated and then a new profile created with the change date as the entry date. |
transfer to another legal entity
If an employee changes legal entity within a company, the employer for social security purposes or the company number as the employer reference changes. In this case , the change must be recorded as a termination from the previous legal entity and a new entry into the receiving legal entity . This requires two separate employee profiles.
Checklist for implementation
Before making the switch, check the following points:
- Was the termination date recorded in the previous legal entity ?
- Was the entry date recorded in the new legal entity ? This is usually the day after termination the old legal entity.
- Which historical data needs to be transferred from the old profile?
Proceed
To carry out a change of company name, proceed as follows:
| Step | Description |
| 1. Record termination in old profile |
Further information on terminating an employment relationship can be found in the article on the theme . The old employee profile must not be manually set back to active , as this can affect the employee history as well as billing and reporting data. |
| 2. Change email address in old profile |
Two employee profile must not use the same email address . Therefore, add a number to the email address in your old profile (max.mustermann1@test.com). This will make the old email address available for the new profile. It is no longer possible to log in using the old profile. |
| 3. Create a new profile in the receiving legal entity |
Then, either manually create a new employee profile or import the existing data via export and subsequent import.
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| 4. Check the login of the new profile | Decide whether a new Personio login should be created for the new profile. When a login is created, Personio sends an invitation to the email address stored in the new profile. Beforehand, check that the original address is used exclusively in the new profile, that the employee no longer needs access via the old profile, and that roles and access rights are correctly assigned in the new profile. |
Processing of the reports
Personio Payroll processes both the deregistration from the employment relationship in the previous legal entity and the registration in the new legal entity when different employer references are used. The DEÜV notifications are automatically transmitted with the new payrun . In the Reporting tab , check whether all relevant registrations and deregistrations have been created.
After the new employee profile is created , Personio Payroll automatically submits the tax registration. The electronic wage tax deduction features are then reported back by the tax authorities. Check whether the ELStAM registration and deregistration is displayed, whether the tax office has successfully reported back, and whether the tax class, church tax characteristic, allowances, and other tax characteristics have been correctly transferred.
Special features and special cases
| scenario | Description |
| Same company number | If the organizational company affiliation changes, but the company number relevant for compliance does not, check in advance whether there is actually a reportable change of employer. If necessary, the transfer logic within an existing employment relationship applies instead. |
| Change within one month | In the case of a mid-month change, pro-rata billing may be required in both subcompany . Check the entry and termination date as well as the remuneration periods particularly carefully. |
| Retrospectively recorded change of company | If the change is applied retroactively, recalculations and corrected reports may occur. Then check the affected billing periods and reports in the Compliance Hub. |
| Missing social insurance number | If no social insurance number is yet existing in the new profile, information such as birth name, place of birth, country of birth and gender must be fully entered in order for Personio to process an electronic query for the social insurance number . |
manage rehiring in Persono Payroll
Rehiring: Reactivation and new installation compared
If a termination is withdrawn without the employee actually having left the Organisation , for example in the case of a withdrawal of the resignation, this is referred to as a reactivation. A new facility, on the other hand, concerns former employee who are hired at a later date.
| scenario | Proceed | Effect |
| Withdrawal of the withdrawal before the contribution statement is sent | remove termination | End dates are automatically removed from payments. No cancellation of notifications is required. |
| Returns accepted after messages have been sent | remove termination date | If the termination is removed immediately after the notifications have been sent, they will be cancelled. Any pro-rated unpaid salary will be corrected in the following month. |
| Rehiring a former employee | Create a new employee profile | A new profile is created, reported as a new hire, regardless of the previous history. |
Note
The product-side feature "Rehire this person" for former employees is actual not recommended for Personio Payroll , as it can lead to incorrect social security and tax data. Instead, manually create a new profile for the employee .
FAQ
What distinguishes a reactivation from a new installation?
Reactivation requires that the employee never actually left the Organisation . A new facility will be created for former employees who will be hired at a later date.
Can I use the automated new setup feature for a re-entry?
This feature is actual considered unreliable for Personio payroll customers. We recommend manually creating a new employee profile instead, until the underlying correction is complete .
What happens to social security during a company change?
The deregistration from the old profile and the registration for the new profile happen automatically as soon as the termination from the old profile is recorded and the new profile is created.
Can the legal entity be easily changed within the existing profile?
When changing to a different employer or company registration number, the legal entity should not simply be overwritten in the existing profile. For compliance , it is necessary to termination the previous company and join the new legal entity .
Will all data be transferred automatically?
No. export and import can speed up the process, but they do not replace a full inspection. Documents, compensation, absence timeline, Attendance, unique IDs and certain payroll attributes may need to be added manually.
Can the old profile be deleted?
No. The old profile is needed for employment, payroll and reporting history and must be retained.