Mapping Multiple Employment Periods with the DATEV Integration

This article explains how you can map multiple employment periods using the DATEV integration. This is relevant if, for example, you need to map a re-employment or a position change.

 

How Can I Map Multiple Employment Periods with the DATEV Integration?

DATEV's payroll accounting programs allow you to save multiple employment periods. This may be necessary if, for example, an employee is re-employed, their employment type changes from trainee to employee or for part-time positions. Such a change usually involves creating new entry and exit dates for the new employment period. 

We recommend that you do not change the Hire date system attribute in Personio because it is linked to important functions such as the calculation of leave entitlements and reports. Instead, multiple employment periods can be entered into the payroll accounting 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, these attributes will need to be filled out and, if necessary, supplemented by a manual change to the Personalnummer. Please read the information below to find out how to proceed in each individual case.

Existing customers already using the DATEV integration with LODAS will have the three new attributes added to their accounts on August 2nd, and the functionality added in Calendar week 32. Find out in the next point under New - Employment Periods LODAS where you need to take action and how to proceed.

 

Assigning Attributes in Personio and DATEV

The three attributes that allow you to map multiple employment periods are independent of the Hire date, Contract end date and Termination date system attributes in Personio. The Personio and DATEV attributes are linked as follows:

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.

In DATEV, the entry and exit date attributes can then be translated into several employment periods. The current employment period always needs to be completed before a new period can start. 

New - Employment Periods LODAS 

New Attributes for Existing Customers 

Over the past few weeks, we have been working on enabling you to map and transfer employment periods for the DATEV integration with LODAS. There are two necessary steps you need to perform to roll out this new feature:

Step 1: On August 2nd, three new DATEV attributes will be added for you in your Personio account and pre-filled with existing data that you will need to check and adjust if necessary.

To reduce your workload, we will enter the new attributes on August 2nd with the known data from the Personio system attributes as follows:

  • Original entry date - will NOT be filled in
  • Entry date (current employment period) - Personio Hire date
  • Exit date (current employment period) - Termination date (if available)

To ensure a smooth transition, we ask you to check these attributes for your employees as of August 2nd and adjust them if necessary. 

Step 2: In calendar week 32, the functionality will then be rolled out step by step, which will make it possible to associate these attributes with the employment periods in DATEV LODAS.

Note that the Entry date (current employment period) attribute will become mandatory for the completion of payroll for all employees with the 2nd step of the rollout. If this entry is missing, the corresponding employees will not be included in the DATEV export. The two attributes Original entry date and Exit date (current employment period) can also be transferred to DATEV without data.

How to check and fill the new attributes

You can either review and update the new attributes in the respective employee profile in the DATEV LODAS section or use the employee overview. In the overview, you can display and adjust the attributes side by side as required. You can find more information in our article: Employee Overview Functions.

If you want to adjust the data for several employees, it is also recommended that you do this by means of an import of employee data. You can find more information about this in our article: How Do I Perform an Import? 

Should you encounter any questions when checking and adjusting the new attributes or require further background information, our Service Team will be happy to help you.

Display of multiple employment periods in LODAS

In LODAS, you can view employment periods under Personaldaten > Beschäftigung > Zeiträume in the form of a table. datev-bz-lodas_de.png
Employment Periods Lohn und Gehalt

In Lohn und Gehalt, you can view employment periods under Stammdaten > Beschäftigung > Zeitraum and navigate between employment periods via the green arrow symbols

datev-bz-lug_de.png

Note that entering an exit date and adding a new entry date for a new employment period each require separate exports from Personio, unless your accountant makes a manual adjustment in DATEV.

 

Managing Employment Periods in Personio and DATEV

Creating New Employees in Personio

When creating new employees in Personio, you can simply fill out the Entry date (current employment period) attribute with the hire date. 

Original entry date Enter hire date
Entry date (current employment period) Enter hire date
Exit date (current employment period)

 

Terminating the Employment Period 

When an employee leaves the company, supplement the Entry date (current employment period) attribute with the Exit date (current employment period). This completes and terminates the employment period in DATEV.

Entry date (current employment period) Existing date
Exit date (current employment period) Enter the employment termination date

 

Adding a New Employment Period

If an employee changes jobs, meaning that you need to create a new employment period, there are two ways of communicating this to DATEV.

 

Two Exports from Personio to DATEV

The first option is to fill out the Exit date (current employment period) and Entry date (current employment period) attributes in Personio and export them into DATEV separately

It is important that within an export the exit date 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 1st export
Exit date (current employment period) Delete this date before the 2nd export
Entry date (current employment period) Enter and carry out 2nd export

 

One Export from Personio and a Manual Adjustment in DATEV

The second option requires the cooperation of your accountant. They will need to terminate the existing employment period by manually entering the exit date. All you will then need to do on the Personio side is enter the new value for the Entry date (current employment period) attributeIn this case, the Exit date (current employment period) attribute is only used for the employee's final departure from the company.

Entry date (current employment period) Existing date
Exit date (current employment period) To be manually entered into DATEV by the accountant. There is no export from Personio required.
Entry date (current employment period) Enter hire date

Note that your accountant will need to manually adjust the exit date before you carry out the export from Personio.

 

Adding a New Employment Period and Changing the DATEV Personalnummer

If employees join or leave the company during the month, it may be necessary to change the DATEV Personalnummer when a new employment relationship is added. This can be done 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 accountant is able to make manual changes on the DATEV side, this can involve several exports from Personio.

 

Four Exports From Personio to DATEV

To adjust the employment period in DATEV and change the Personalnummer in Personio, you will need to carry out the following steps:

  1. Terminate the employment period for Personalnummer 1: Fill out the Exit date (current employment period) attribute in Personio and carry out an export. By doing this, you have completed and terminated the employment period.
  2. Create the employment period for Personalnummer 2: Enter new values for the DATEV Personalnummer and Entry date (current employment period) attributes.The Exit date (current employment period) attribute should not be filled out. Next, carry out the second export to create a new employee in DATEV with the new hire date.
  3. Terminate the employment relationship for Personalnummer 2: Enter the new value into the Exit date (current employment period) attribute and carry out a third export to terminate the second employee's employment period in DATEV.
  4. Create a new employment period for Personalnummer 1: Fill out the DATEV Personalnummer attribute with Personalnummer 1 and enter the new entry date as the Entry date (current employment period). The Exit date (current employment period) attribute should not be filled out. Finally, carry out the fourth export to create a new employment period for the original employee in DATEV.

 

Two Manual Adjustments in DATEV and Two Exports From Personio

To adjust the employment period in DATEV and change the Personalnummer in Personio using manual adjustments carried out by your accountant, the following steps must be taken:

  1. Terminate the employment period for Personalnummer 1: Your accountant needs to fill out the Exit date (current employment period) attribute in DATEV, which completes and terminates the current employment period for Personalnummer 1.
  2. Create the employment period for Personalnummer 2: Enter new values for the DATEV Personalnummer and Entry date (current employment period) attributes.The Exit date (current employment period) attribute should not be filled out. Then carry out the first export to create a new employee with the new hire date in DATEV.
  3. Terminate the employment period for Personalnummer 2: Your accountant needs to fill out the Exit date (current employment period) attribute in DATEV, which completes and terminates the current employment period for Personalnummer 2.
  4. Create a new employment period for Personalnummer 1: Fill out the DATEV Personalnummer attribute with Personalnummer 1 and enter the new entry date as the Entry date (current employment period). The Exit date (current employment period) attribute should not be filled out. Lastly, carry out the second export to create a new employment period for the original employee in DATEV.

 

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