Payroll accounting serves not only as a proof for the employee bu it’s also required for tax returns, when looking for a flat, and for granting loans. In this article, you can find out what it needs to contain and what the abbreviations mean.
Definition: What is payroll accounting?
Preparing payroll slips can cost employers a lot of time. Payroll slips document the composition of an employee’s wages or salary for a certain period of time. The main purpose of payroll is to record an employee’s salary entitlement in writing, which then provides proof of wages or salary and shows the employee the individual components of his or her net wage/salary.
Wage or salary?
In Germany, a clear distinction is made between wages and salaries. Both are a way of remunerating an employee financially for work done. Yet there is a crucial difference that you as an employer must take into account:
- Wages (Lohn) are calculated based on the actual hours worked. The final sum is usually calculated based on an hourly wage, which is why the amount of the wage can fluctuate and isn’t necessarily the same every month.
- Salary (Gehalt) is paid monthly as a fixed amount. How long and how much the employee actually worked is not relevant. As an employer, you must clearly show in every payroll slip whether it’s for wages or a salary.
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|B||Arbeitnehmeranteil Seekasse||Employee contribution, marine fund|
|BGRS||Beitragsgruppenschlüssel||Contribution group key|
|H||Hinzurechnungsbetrag||Additional remuneration amount|
|J||Bestandteil des Gesamtbruttos||Part of the total gross amount|
|KK||Krankenkasse||Health insurance provider|
|KK %||Maßgeblicher Beitragssatz zur KV inkl. Zusatzbeitrag||Decisive contribution rate for health insurance incl. additional contribution|
|L||Laufender Bezug||Current cover|
|M||Mehrjährige Versteuerung||Taxation over several years|
|PGRS||Personengruppenschlüssel||Person group key|
|PV||Pflegeversicherung||Long-term care insurance|
|S||Sonstiger Bezug||Other earnings|
|Tax ID||Persönliche Steuer-Identifikationsnummer||Personal tax identification number|
|Z ||Einschl. Beitragszuschlag zur PV für Kinderlose||Incl. premium surcharge for PV for childless persons|
What are benefits in kind (Sachbezüge) in payroll?
A benefit in kind is a benefit to the employee that does not consist of the transfer of wages. However, it still offers the employee a “non-cash” advantage. A “non-cash” benefit is a benefit that the employee receives at better conditions than usual because he or she receives it ‘in kind’.
The employee receives tax deductions for the benefit in kind, and this is also deducted from the wage or salary. But he or she receives the corresponding benefit at better conditions than if he or she were to pay for it “normally”.
For German employees, the most important benefits in kind are:
- € 44 “de minimis limit (Bagatellgrenze)”: Gifts up to a value of € 44 per month remain tax-free for both parties, employees and employers (goods vouchers, gas vouchers, etc.).
- Discount allowance up to €1,080 per year: If employees can claim free or discounted goods or services from their employer, they can take advantage of an annual discount allowance of €1,080 (e.g. staff purchases in retail).
- Work clothes: Workwear with a company logo can be financed tax-free by the employer.
- Meals on the premises: In the company canteens or the like, the employer must pay a tax of € 3.23 for lunch and € 1.73 for breakfast.
- Company events: An annual allowance of € 110 per employee applies to attendance at relevant events (only applies if all employees can attend the event).
- Provision of a company car for private use.
- Low-interest loans from employers.
- Job tickets for discounted trips on public transport.
However, employers also have benefits in kind: They don’t have to pay social security contributions for non-cash benefits, and they can also claim purchases like a company car for tax purposes. The employee can continue to save if the legal limits for allowances are not exceeded. Moreover, no social security contributions and wage tax are incurred for benefits in kind.
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What is a contribution assessment limit (Beitragsbemessungsgrenze)?
The contribution assessment limit is the maximum amount at which social insurance contributions can be levied. Any income exceeding this limit is exempt from contributions. The contribution assessment limit is legally enacted by the Federal Government every year and is currently set at €4,425 per month for health and long-term care insurance and €6,500 per month for general pension insurance.
What is a flex zone (Gleitzone)?
The flex zone regulation concerns the so-called midi-jobbers, who earn more than mini-jobbers but less than permanent employees. That’s somewhere between 450.01 EUR and 850 EUR. In other words, the flex zone is the zone between the reduced contributions of mini-jobbers and full social security contributions for permanent employees. Midi-jobbers still benefit from the reduced contributions within this zone and the employer can also benefit from the flex zone. The contribution burden is reduced by nearly 10% to 19.275% from the employer contribution of 28 % for a mini-jobber.
What needs to be included in the payroll slip?
1. Wage tax
2. Church tax
3. Solidarity surcharge
Social security contributions
5. Unemployment insurance
6. Pension insurance
7. Long-term care insurance
1. Wage tax
All non-independent employees must pay wage tax. As an employer, you must calculate these directly. How high the wage tax depends on the wage tax category and can be taken from the wage tax tables for each wage category.
There are six wage tax categories:
- Category 1: Generally for employees who are single with no dependents
- Category 2: Generally for single-parent employees
- Category 3: For married employees with a partner classified in wage tax category 5 or who does not receive a wage
- Category 4: Generally for married employees whose partner also receives a wage or salary (work-factor method also possible)
- Category 5: Generally for married employees with partners in wage tax category class 3
- Category 6: if two employment relationships exist simultaneously (not minor)
Good for employees: in 2018, the basic tax-free allowance was increased to € 9,000 per person per year. The double tax-free allowance of € 18,000 applies to life partners or spouses. Wage tax is not due until this amount is reached.
2. Church tax
Everyone belonging to a church or religious community in Germany must pay church tax. The church tax is directly linked to the wage tax. For that reason, if the wage increases, the income tax also increases. The church tax is accounted for directly during the payroll. The employer then transfers the church tax directly to the tax office, which then forwards the money to the responsible religious communities. The level of church tax is 8 % in Bavaria and Baden-Württemberg and 9 % in all other federal states.
3. Solidarity surcharge
The solidarity tax, also known in Germany as the “Soli”, was introduced to cover the additional costs of German reunification. The solidarity tax is generally 5.5 % of wage tax.
4. Health insurance
The health insurance companies ensure that we receive medical care in the event of illness. Every employee must pay health insurance. Contributions to the insurance are paid via payroll. The basic contribution rate for statutory health insurance has been 14.6 % for full-time employees since 2015.
Employess do not have to pay the full percentage alone but rather shares the contribution with the employer. The employee and the employer each pay 7.3 %. Employees can also take out family insurance for family members who are not working. No separate contribution will be charged for them.
As of 2015, any health insurance company can also demand an additional contribution. This contribution varies from company to company and must be paid by the employee.
5. Unemployment insurance
If an employee should lose his or her job, unemployment insurance is there to guarantee an income even during unemployment. Since 2011, the contribution of unemployment insurance has amounted to 3.0% of the contribution assessment basis. The contribution assessment basis is generally the employee’s pay.
Contributions to unemployment insurance, together with contributions to health, long-term care and pension insurance, is paid by employers to the health insurance funds as a total social insurance contribution. The collection offices then forward the contributions designated for unemployment insurance to the Federal Employment Office. Employers and employees each pay half of the contribution, i.e. 1.5% each, in unemployment insurance.
6. Pension insurance
When an employee’s working life comes to a close, it’s important to be insured. That’s why all employees and trainees in Germany have to pay pension insurance. The contribution is currently 18.6%. Half of the contribution is paid by the employee and half by the employer for this as well.
7. Long-term care insurance
In Germany, long-term care insurance covers employees if they should require nursing care over an extended period. If an employee needs nursing care, part of the long-term care can be covered with the money from long-term care insurance. The contribution rates have been 2.55% since 2017. 1.275% are paid pro rata by the employee and employer.
The Free State of Saxony has a separate regulation: Employees pay 1.775% and employers 0.755% for long-term care insurance. Persons without children must pay a premium of 0.25% into the long-term care insurance if they have reached the age of 23 and were born after 31.12.1939.
The numbers at a glance
This table shows the payroll contributions without additions and discounts. To simplify matters, the additional contribution has not been calculated.
|Social security contributions||Total basic contribution rate||Employee contribution|
|Solidarity surcharge||5.5 %||–|
|Church tax||Bavaria/Baden-Württemberg: 8 % |
Other federal states: 9 %
|Health insurance||14.6 %||7.3 %|
|Long-term care insurance |
Persons without children 24 or older
|2.35 % |
|1.175 % |
|Pension insurance||18.7 %||9.35 %|
|Unemployment insurance||3 %||1.5 %|
|Non-binding example of simplified payroll accounting for tax category I (Federal State of Hesse):|
|Date of birth||1987|
|Gross monthly wage||€ 3,120.00|
|Number of tax-free child allowances||0.0|
|Church tax deduction||9 % (Hesse)|
|Pension insurance||statutory (West)|
|Long-term care insurance||without surcharge, excluding Saxony|
|Contributions to private insurance||€ 0.00|
|Additional contribution rate for statutory health insurance||0.00 %|
|Exempt amount||€ 0.00|
|Additional remuneration amount||€ 0.00|
The total social insurance contribution, consisting of pension insurance, long-term care insurance, unemployment insurance and health insurance, is transferred directly to the health insurance companies, which then pass on the remaining amounts on to the responsible authorities. All contributions must be paid no later than the third last bank working day of the month. The monthly income tax is transferred directly from the employer to the tax office.
Dates for the due date of social contributions 2019
- January: 25.01.2019
- February: 22.02.2019
- March: 25.03.2019
- April: 24.04.2019
- May: 24.05.2019
- June: 24.06.2019
- July: 25.07.2019
- August: 26.08.2019
- September: 24.09.2019
- October: 24.10.2019
- November: 25.11.2019
- December: 19.12.2019
Be aware that the contribution statement must be submitted up to five working days before the above dates for the due date of the credit note!
What is an activity key?
An activity key is not found on the payroll slip, but on the social insurance registration form. Employers can use an activity key to transfer information about an employee’s education and training level, current activity and contract form to social insurance. The 9-digit activity key is divided into different elements; the first five digits represent the activity done, numbers 6 and 7 the school leaving certificate and training qualification. Number 8 is relevant for temporary employees, who are distinguished from “regular” employees. The last figure represents the form of contract (full-time/part-time, limited/unlimited).
Ausgeübte Tätigkeit – Work done
Schulabschluss – School certificate
Ausbildungsabschluss – Apprenticeship
Zeitarbeit? – Temp work?
Vertragsform – Contract type
The information published on our site is all written and checked by experts with the utmost care. Nevertheless, we cannot guarantee its accuracy, as laws and regulations are subject to constant change. Therefore, always consult an expert in a specific case – we will be happy to put you in touch.
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