What is a payslip?
The payslip, also known as a salary or remuneration statement, is a document that provides a detailed breakdown of an employee’s pay for a specific period. It contains information about the gross salary, statutory deductions such as taxes and social security contributions as well as the net salary that is ultimately paid out. In addition, bonuses, allowances, non-cash benefits or payments on account may be listed. In Germany, employers are obliged to prepare such a statement in text form with every wage payment.
Structure and contents of payroll accounting
A standardized payroll typically consists of three sections.
- Header: Contains information about the employer and the employee, such as name, address, date of birth, social security number and tax class.
- Main section: Lists the gross pay, all bonuses and allowances as well as statutory deductions.
- Final part: Shows the net wage and, if applicable, further information such as the payment amount or information on the transfer.
Payroll accounting not only provides transparency for employees, but is also an important document for tax and social security purposes.
Special cases and special features
Depending on the type of employment, there may be special features in payroll accounting.
- Mini-jobbers: Special regulations regarding social security contributions and taxes apply to marginally employed persons.
- Short-time working: During phases of short-time working, reduced working hours and the corresponding short-time working allowance must be mapped correctly.
- One-off payments: Special payments such as vacation or Christmas bonuses must be shown separately.
- Benefits in kind: Benefits such as company cars or meal vouchers must be taken into account as non-cash benefits.
Retention periods
Employers are obliged to keep payslips and related documents for at least six years. In certain cases, such as documents that are relevant for the annual financial statements, the period is extended to ten years. These deadlines apply to both physical and electronic documents.
Digital integration with time management systems
Modern time management systems, such as the solutions from ZMI, enable seamless recording and management of working hours, overtime, vacation days and absences. This data can flow directly into payroll accounting (e.g. DATEV), which reduces administrative effort and increases the accuracy of payroll accounting. The automated transfer of transaction data to payroll accounting minimizes sources of error and ensures efficient and legally compliant payroll accounting.
Conclusion
Payroll accounting is a central element in the employment relationship that is of great importance to both employers and employees. By integrating time management systems such as those from ZMI, the payroll process can be significantly simplified and optimized, resulting in greater efficiency and accuracy.