This article explains how you can map multiple employment periods using the DATEV integration. This matters if you need to show re-employment or a position change, for example.
How can I map multiple employment periods using the DATEV integration?
The DATEV payroll programs allow you to save several employment periods. This may be necessary if an employee returns as re-employed, their employment type changes from training to employee, or for part-time positions. Changes like these usually involve creating new entry and exit dates for the new employment period.
We recommend that you don't change the Hire date system attribute in Personio, as it's linked to important functionalities such as the calculation of leave entitlements and reports. Instead, you can enter multiple employment periods in the payroll programs via the DATEV integration, using the following three DATEV-specific attributes:
- Original entry date
- Entry date (current employment period)
- Exit date (current employment period)
Depending on what type of change you want to make to the employment periods, you need to complete these attributes. If needed, manually change the Personalnummer. Read the following information to find out how to proceed in each case.
Tip
Discuss with your tax consultant whether you should create a new employment period for your specific case. Different accountants may handle these cases differently.
Map attributes in Personio and DATEV
The three attributes that you can use for mapping multiple employment periods are independent of the system attributes Hire date, Contract end date, and Termination date in Personio. The Personio and DATEV attributes link in the following way:
| Personio attribute | DATEV attribute | Mapping |
| Original entry date | Datum erster Eintritt | Direct mapping |
| Entry date (current employment period) | Eintrittsdatum | The entry date always refers to the most recent employment period. |
| Exit date (current employment period) | Austrittsdatum | The exit date always refers to the most recent employment period. |
You can translate the entry and exit date attributes into several employment periods in DATEV. You must always complete the current employment cycle before a new cycle can start.
In Lohn und Gehalt, you can view employment periods under Stammdaten > Beschäftigung > Zeitraum and navigate between them using the green arrow icons.
Note
Entering an exit date and adding a new entry date for a new employment period each require separate exports from Personio, unless your payroll accountant makes a manual adjustment in DATEV.
Manage employment periods in Personio and DATEV
Create new employees in Personio
When creating a new employee in Personio, you can fill out the attribute Entry date (current employment period) with the Hire date.
| Original entry date | Enter the Hire date |
| Entry date (current employment period) | Enter the Hire date |
| Exit date (current employment period) | – |
Terminate the employment period
If an employee is leaving the company, add an Exit date (current employment period) attribute to the Entry date (current employment period) attribute. This completes and terminates the employment period in DATEV.
| Entry date (current employment period) | Existing date |
| Exit date (current employment period) | Enter termination date |
Add a new employment period
When an employee changes jobs and needs to create a new employment period, there are two ways to report this to DATEV.
Two exports from Personio to DATEV
One option is to fill out the Exit date (current employment period) and Entry date (current employment period) attributes in Personio and then pass these on individually to DATEV using an export.
Note
It is important that the exit date in an export always follows an entry date and lies after this date or is empty.
| Entry date (current employment period) | Existing date |
| Exit date (current employment period) | Enter and carry out the first export |
| Exit date (current employment period) | Delete this date before the second export |
| Entry date (current employment period) | Enter and carry out second export |
An export from Personio and a manual adjustment in DATEV
The second option requires liaising with your payroll accountant. They need to terminate the employment period by manually entering the Exit date. Following this, you only need to enter the new value into the Entry date attribute (current employment period) in Personio. In this case, the attribute Exit date (current employment period) is only used for the employee's permanent departure from the company.
| Entry date (current employment period) | Existing date |
| Exit date (current employment period) | Your payroll accountant needs to enter this manually in DATEV. You don't need to export anything from Personio. |
| Entry date (current employment period) | Enter the Hire date |
Note
Your payroll accountant needs to manually adjust the termination date before you do the export from Personio.
Adding a new employment period and changing the DATEV Personalnummer
If employees join or leave the company during the month, you might need to change the DATEV-Personalnummer when adding a new employment. You can do this in Personio by changing the Exit date (current employment period) and Entry date (current employment period) attributes in combination with the DATEV Personalnummer attribute. Depending on whether your payroll accountant can make manual changes in DATEV, you might need several exports from Personio.
Exports from Personio to DATEV
To adjust the employment period in DATEV and change the Personalnummer in Personio, follow these steps:
- Terminate the employment period for Personalnummer 1: Fill out the Exit date (current employment period) attribute in Personio and carry out an export. You have now completed and terminated the employment period.
- Create employment period for Personalnummer 2: Enter new values for the DATEV Personalnummer and Entry date (current employment period) attributes. You shouldn't fill out the attribute Exit date (current employment period). Carry out the second export to create a new employee in DATEV with the new hire date.
Manual adjustments in DATEV
The following steps are necessary to enable your payroll accountant to adjust the employment period in DATEV and manually change the Personalnummer in Personio:
- Terminate the employment period for Personalnummer 1: Your payroll accountant needs to fill out the attribute Exit date (current employment period) in DATEV. This completes and terminates the current employment period for Personalnummer 1.
- Create employment period for Personalnummer 2: Enter new values for the DATEV Personalnummer and Entry date (current employment period) attributes. You shouldn't fill out the attribute Exit date (current employment period). Then, carry out the first export to create a new employee with the new hire date in DATEV.