This article explains how to enter specific additional information for team calendar, why these additional questions exist, and how to answer them.
What does Personio Payroll need the additional information for?
Personio Payroll derives keys from the additional information in the team calendar that determine various payroll-relevant parameters, such as social security days, reports to the health insurance company, or hours for accident insurance. Unanswered additional questions can also block the payslip in Personio Payroll.
For which absence categories are the additional details generated?
Personio Payroll requires additional information for the following absence categories:
- Sick leave
- Other paid leave
- Child care
- Family care
- Maternity protection of parental leave
- Public tasks
- Strike/Lockout
Who enters the information?
Employees can answer some of the questions and additional information when submitting time off themselves. Other questions are only visible to people with the appropriate permissions, such as administrators. Approving persons can also edit the additional information at any time when checking the time off.
Tip:
Read our article on requesting and approving absences.
Enter additional information in Personio Payroll
Where can the additional information be provided?
You can store the additional information in three places. The following overview shows which job is suitable for which case:
| City | Suitable for |
| Employee Profile > Time off | Individual team calendar of an employee |
| Absences > Team calendar | Individual team calendar in the context of the entire team |
| Payroll > Tasks | Answering open follow-up questions, even for multiple employees at the same time without switching in the calendar |
The approver can also edit questions when checking time off that the employee would otherwise answer when submitting the absence.
Edit and supplement additional details individually
You can store the additional information individually for one people. This involves the following steps:
- Navigate to the corresponding employee profile > time off.
- Click on the affected time off.
- Click on the pencil icon to edit the time off.
- Open the area Additional Information.
- Answer the additional questions.
- Click Save.
You can also edit the time off in the Attendance > Team Calendar area.
Additional information per absence type
Sick leave
The following Overview shows the additional information that is provided when the category illness is time off.
| Question | answer | Description |
| Did you still work on the first day of your absence? |
|
If the employee worked partially on the first sick day, the answer is yes, and the 42-day continued payment of remuneration only starts on the next day. |
| Please indicate the last working day before the incapacity to work began (Optional) | Date field | This optional field is important if the last day of work differs, especially when changing billing systems. |
| Does the sick leave relate to a rehabilitation measure/transitional allowance? |
|
Relevant when receiving transitional allowance (Übergangsgeld). |
| Is the cause of the sick leave the result of a workplace accident or occupational disease? |
|
Relevant for injury benefits (Verletztengeld), paid by the employer's liability insurance association (Berufsgenossenschaft). |
| In case of an accident: Were third parties involved? |
|
Only visible if the previous question was answered with yes. Was the incapacity to work due to a third party (e.g. traffic accident, accident caused by an unlawful action within the meaning of Section 823 BGB (German Civil Code) etc.). |
| Is there a right to assignment? (Based on the previous question on injury by third parties) |
|
In connection with the previous question. If the inability to work is caused by a third party (e.g. traffic accident, accident caused by an unlawful action within the meaning of Section 823 BGB etc.), the claim for compensation pursuant to Section 6 EFZG passes to the employer if the employer has continued to pay the salary. If the employer wants to be reimbursed by the health insurer, they must assign the claim in accordance with Section 5 AAG in a legally binding way. |
| Does your sick leave relate to an organ, tissue, or stem cell donation? |
|
In accordance with the Transplantation Act (Transplantationsgesetz), the employee must state whether it is an organ, tissue or stem cell donation. |
| Is a payment of sickness benefit from social compensation according to the Social Code XIV (SGB XI) made in case of illness? |
|
Pension sickness benefit (Versorgungskrankengeld) is a compensation for reduced income in the case of incapacity to work or stationary rehabilitation according to the Bundesversorgungsgesetz (BVG). It is paid to war invalids, vaccination victims or victims of acts of violence, among others. |
| Indicate the number of related prior sickness days. (Optional) | Number field | In the event of a change of provider, the number of countable days can be entered here. |
| Is there a claim to unemployment benefit from the time of the adjustment? |
|
Only relevant in case of long-term illness of 78 weeks in connection with a disqualification (Aussteuerung). Here, the employment office provides the information. |
| Has the entitlement to a disability pension been confirmed by the pension provider? |
|
Termination of compensation for reduced income (end of sickness benefit) due to full disability pension. The pension provider provides information on this. |
Child care
The following overview shows the additional information that is made when a time off for the childcare category is made.
| Question | Answer | Description |
| Did you still work on the first day of your absence? |
|
The employer bears the costs for partial work. |
| Is the child care leave paid or unpaid? |
|
For unpaid leave, Personio Payroll creates an EEL for the health insurance after approval. For paid leave, you need an additional policy for days paid by the organization. |
| Did you find a joint orientation with the child in the hospital? |
|
With Ja, the employee accompanies the child as an escort in the hospital (admission). The health insurance fund can pay sickness benefit for this according to § 44b SGB V . |
| Is there a certificate from a hospital for the time off? |
|
The hospital confirms the admission in it. The health insurance company requires this certificate for the sickness benefit. |
Maternity protection and parental leave
Personio Payroll distinguishes between the following types of time off for maternity protection and parental leave:
- Maternity protection
- Parental leave
- Employment Ban (Pregnancy)
- Leave due to miscarriage
For the absence type parental leave, no further additional information needs to be provided.
Note
The absence types maternity protection leave, work prohibition during pregnancy ban, and leave due to miscarriage are only available to employees who have selected the options female or diverse in the gender attribute in their employee profile profile.
Maternity protection
| Question | Answer | Description |
| When is the expected due date? | Date field | For the calculation of the expected duration of maternity protection. |
| When was the actual date of birth? | Date field | For the calculation of the actual duration of maternity protection. |
| Was the child born too early or with a disability, or was it a multiple birth? |
|
In case of yes, Personio Payroll queries the three individual cases: Premature birth, multiple birth, disability. If one of the following questions is answered with yes, the duration of maternity protection will be extended to 12 weeks after birth. |
| What is the daily net income of further employment? | Amount in Euros | Only in case of multiple employment. Needed for calculation by employer and health insurance company. |
| Average gross salary of the last three months | Amount in Euros | Only relevant if less than three full payroll months are available in Personio Payroll. |
| Average net salary of the last three months and net salary per calendar day | Amount in Euros | Only relevant if less than three full payroll months are available in Personio Payroll. |
Employment Ban (Pregnancy)
| Question | Answer | Description |
| When is the expected due date? | Date field | For the calculation of the duration. |
| When was the actual date of birth? | Date field | For the calculation of the duration. |
| In the case of an employment ban, please select the type: |
|
An individual ban is issued on medical advice. The employer orders a general ban due to dangers in the work environment. |
| In the case of a partial employment ban: How many hours may the employee work daily? | Free text | Only in a partial ban. In the case of an individual ban, the doctor shares the hours. The employer determines it in the general ban. |
Leave due to miscarriage
| Question | Answer | Description |
| When was the miscarriage detected? | Date field | Helps determine when the paid leave can begin. |
| At what point in the pregnancy was the miscarriage detected? |
|
For the correct calculation of the leave period. |
Family care
The following overview shows the additional information that is made when there is time off in the category of care for relatives.
| Question | Answer | Description |
| Is the duration of the absence a maximum of 10 working days? (Short-term care) |
|
In case of yes, it is a temporary inability to work due to care. |
| Is the absence due to admission to a hospital as a support person? |
|
If yes, Personio Payroll creates an EEL with basic 04 for the health insurance. The people receives sickness benefit benefit. |
| Did you still work on the first day of your absence? |
|
For the calculation of the maximum days. |
| Is there an entitlement to care support allowance? |
|
Decide whether care support allowance is paid during short-term care. |
| Is a child undergoing rehabilitation or a relative in the final stages of life being cared for? |
|
Relevant for creating the duration and the correct absence key. |
Public tasks
For this time off category, only the type of time off must be selected:
| Absence type name | Description |
| Voluntary military service | Service in the armed forces by voluntary decision, not due to conscription. |
| Federal Volunteer Service | Civil service in social, ecological, or cultural institutions. |
| Military exercise | Time-limited exercise for reservists. |
| Fitness exercise | Short exercise to determine suitability for military service. |
Strike/Lockout
For this time off category, only the type of time off must be selected:
| Absence type name | Description |
| Lawful strike | The employee participates in a legitimate labor dispute and receives no pay. The SV days will continue for one more month, membership in health insurance until the strike ends. More than one month without pay results in a deregistration with reason 35. Upon resuming work, a registration with reason 13 follows. |
| Unlawful strike | The employee participates in an illegal strike and receives no pay. The SV days will continue for one more month. More than one month without pay results in a deregistration with reason 34. Upon resuming work, a registration with reason 13 follows. |
| Lockout | The employer excludes the employee from work during the labor dispute, and she receives no pay. The consequences correspond to the lawful strike: Deregistration with reason 35 for more than one month without pay and registration with reason 13 upon resumption. |
Other paid leave
For this time off category, only the type of time off must be selected:
| Absence type name | Description |
| Weekend/Holiday without pay | There is no entitlement to pay for a weekend or a holiday unless the employee is responsible for it. Time is unpaid and is treated like unpaid leave. The SV days will continue for one more month. More than one month without pay results in a deregistration with reason 34. |
| Irrevocable leave of time off | The employer releases the employee with continued pay and can revoke the release. The SV days remain, and no contribution statement is created. The UV hours are being cut, the UV allowance must be reported. |
| Dual study program | Concerns the times when dual students attend university. The employer continues to pay wages and the social security days remain. There is no UV obligation for the current salary and no UV hours are incurred. |
| Other leave within the scope of flexible working hour regulations | The employee will be granted leave under a flexible working time arrangement, for example when using up accrued working time credits. The SV days will continue for up to three time months. After more than three months, a deregistration with reason 30 is created. Upon resuming work, a registration with reason 10 follows. |
FAQ
What happens if I don't answer a question?
Unanswered entries can block the payroll run. Personio Payroll cannot then assign the time off correctly.
Can approvers change the employees' questions?
Yes. Approvers can edit the questions that employees answered when submitting.