DATEV integration for Payroll

Configuration of DATEV Integration in Leapsome

To authorize DATEV to access the relevant payroll information that you provide permissions for, navigate to Settings > Integrations and imports > Payroll. Here you will start your authorization for DATEV. Make sure to read the guide here to ensure you take the proper steps during authorization. 

• Start authorization process and go through the permissions that enabling this integration will give DATEV. 

• Select a target system. It is very important to include your Consultant ID and Client ID (typically something provided by your accountant). 

• Then you would have to sign into DATEV.

Once the proper authorization is achieved and successful, you will be able to manage the data that is imported and exported to DATEV within the Leapsome integration settings for DATEV. 

Export data

Admins can choose which attributes to export to DATEV by enabling or disabling them individually. This includes key payroll attributes.

• Wage Types for Salary & Compensation: For correct export, wage types (Lohnartennummer) must be added for both fixed salaries and any one-time or recurring additional compensation.

• You can enable or disable any of the compensation types for the sync, but if they are enabled, then they would need a wage type (Lohnartennummer) assigned.

Importing Documents from DATEV to Leapsome

• Document Types: Admins can define which documents are imported from DATEV—such as employee documents (e.g., payslips) or employer documents (e.g., Employer reports).

• Electronic Certificates: The system allows enabling electronic absence certificates (eAU) as part of integration. You can choose to enable this in these settings as well. 

 Payroll Policy and Validation Rules

Once the integration set up is complete, you have the option to add the integration to specific payroll policies located within the payroll module. To set these up, navigate to Payroll > policies > select a policy > Payroll integration > select DATEV. When a payroll policy is connected to DATEV, it auto-adds DATEV-specific attributes as defined in the integration settings to the Personal Info settings within the payroll policy. These attributes will also be available for Super admins and Payroll admins (default) in the user profiles under the section 'DATEV,' however access can be updated via Settings > employees > profile fields and access, just like all other attributes in Leapsome. 

Validation Rules: 

• The system enforces rules for export readiness to ensure the attributes are in the correct format required for export:
  • e.g., first name should not exceed 33 characters.
  • Required fields like personal number and start date must be filled.
• Error Feedback: Improper data (e.g., overly long names) will trigger validation errors to prevent export.
  • If a user connected to that payroll policy connected to the payroll provider DATEV, has an attribute that doesn't meet the validation rule, there will be an error in their user profile showing which attributes need to be re-formatted to be included in the export. 

Exporting Data to DATEV

Once you have confirmed that the payroll cycle has the information you would like, you can then export that data to DATEV. Navigate to the payroll policy for the relevant cycle you would like to export information for (which is connected to DATEV) > Actions > Export master data to DATEV. 

• Export Methods:
  • Data can be either pushed directly to DATEV (Export to DATEV) for accountants to pull into their system. If you export to DATEV, it will be pushed there and also added to your exported documents tab of your payroll cycle.
  • Exported as an ASCII file, the format required by DATEV. If you do so, it will be added to your exported documents tab within your payroll cycle.  

• Master data includes: personal info, fixed salary, fixed/recurring compensation.
• Transaction data is everything that changes or is a one-time occurrence, also variable additional compensation. 

With these two data exports, you can push all the data into DATEV to be taken over by the consultant at DATEV. 

Please note: DATEV export includes full salary for unpaid leaves. 

Importing Processed Documents into Leapsome

Once all the information has been provided to the consultant at DATEV (either through direct export in Leapsome or sending the file manually), the following occurs: 

• Processed by Consultant: Consultants work in DATEV and upload final documents there.
• Pull into Leapsome: Once documents are ready in DATEV, they can be pulled into Leapsome, depending on what was selected in the integration settings for DATEV (e.g., payslips, reports) through the action > Retrieve payroll documents listed under the actions in the payroll cycle of the policy. Typically, you would have a fixed date by which these documents would be available, or would be informed by your accountant to know when you can pull that information into Leapsome.
• Document Management:
  • Documents can be previewed before distribution within the important documents tab of the payroll cycle within the specific payroll policy.
  • When you are ready to distribute the documents (e.g. payslips for employees) > select "distribute documents" and they will appear in each employee's profile under the Documents tab.

Absence Validation and Health Insurance Integration (eAU)

Absence Handling:

• If the electronic health certificate (eAU) is enabled, DATEV checks if requested absences match with health insurance data.
• This involves validating that absence dates align with official health insurance certificates.

Pre-conditions which trigger eAU request

Preconditions

The electronic certificate is automatically requested when all of the following criteria are met and included in the absence policy and request. All of the following preconditions must be met in order for an absence request to trigger an eAU request. 

• Employee
  • Has a payroll policy assigned with DATEV as payroll provider
  • eAUs are enabled in DATEV integration settings
  • Has a valid DATEV Personnel number
  • Has health insurance type set to either 'public' or 'other'
• When the Absence
  • Has been entered AND
  • Is categorized as absence type 'sick leave' in the absence settings AND
  • Requires a sick certificate after a specific number of days, as defined in the absence policy settings
    • The certificate should be fetched in any case (also if absence is shorter than the specified minimum days)
      • E.g. Sick policy requires a certificate after 4 days; Employee A requests sick leave for 3 days → eAU is still requested

• Examples for when an eAU request is triggered when absences are requested:
  • If a sick policy requires a certificate after 4 days, but Employee A requests sick leave for only 3 days → no eAU requested.
  • If a sick policy requires a certificate after 4 days, but Employee A requests sick leave for only 4 days → no eAU requested.
  • If a sick policy requires a certificate after 4 days, but Employee A requests sick leave for 5 days → eAU is requested.