BizCortex documentation

Take over employees and payroll

What becomes of staff lists, employment contracts, payslips, employee record sheets and payroll journals, and how carry over values continue the year to date totals of payroll.

People have three groups: Employees, Payroll data and Payroll carry over. Details about the same person are merged into one record, recognised by tax ID, social security number, personnel number, e mail or name and date of birth, otherwise by the name.

Carry over values are the year to date totals of the old system up to the last month it paid: gross, taxable gross, wage tax, solidarity surcharge, church tax, the employee and employer shares of health, pension, unemployment and care insurance, capital forming payments, SV days and the SV gross amounts. After the transfer, BizCortex payroll adds these values to its own final payslips of the same year, for the months after the month in "Through month". So the year to date totals on the payslips continue without a break.

Who can use this

  • Owner and Admin with the permission for personnel data

Steps

  1. 1. Upload the documents

    Upload the staff list, the employment contracts, the payslips, the employee record sheets and, if you have it, the payroll journal. Per person the last payslip before the cut over date is enough; older ones do no harm.

  2. 2. Answer the questions

    Typical questions are a missing work e mail, a conflict about the tax class or, when the documents cover several years, for which year carry over values are taken over.

  3. 3. Apply Employees

    Review the group Employees and click "Apply". New people are created; existing ones are updated with the changed fields.

  4. 4. Apply Payroll data

    Then apply Payroll data. Tax class, church tax, child allowances, health insurer, contribution group and person group go into the person's master data; federal state, children under 25 and parent status go into the payroll settings. The health insurer is assigned when one with that name or company number exists.

  5. 5. Apply Payroll carry over

    Apply Payroll carry over last. One set of carry over values is stored per person and year; an existing set for the same year is replaced.

  6. 6. Reconcile

    On the "Result" tab, a check confirms that the values are fully included in the year to date totals and, when a payroll journal is uploaded, another compares gross and wage tax with the journal.

Fields and options

Staff list

A table with one row per person; it yields employees and payroll data.

Employment contract

The person, hire date, position, weekly hours, vacation days, salary, fixed term, probation and notice period.

Payslip

The person with personnel number, tax ID and social security number, the payroll data, the monthly gross and the year to date totals. The totals of the last payslip of a year become the carry over values; the June payslip replaces the one from May.

Employee record sheet

The person, private address, identifiers, bank account and payroll data.

Payroll journal

A table with the annual values per person; it yields carry over values and is used for the reconciliation.

Required fields

Employees: first name, last name, work e mail and hire date. Payroll data: tax class. Payroll carry over: year and gross (year to date).

Tips

  • The monthly gross of a payslip is written to the salary history as the salary from that month. The salary from the employment contract applies from the hire date.
  • If many people lack the same value, for example the hire date, use "Apply to all similar" or the assistant.

Good to know

  • A document is read for exactly one person. If a PDF holds the payslips of several people, only the first is found; split such files per person before uploading.
  • Payslips, employment contracts and employee record sheets of an applied person are placed in their personnel file. Payslips and contracts are visible to the person there, the record sheet is not.
  • Undo: a created person is deleted as long as no payslips exist for them; payroll data get their previous values, and carry over values are deleted or set back to their previous state. A salary change stays in the salary history.

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