responsibility finder
Schleswig-Holstein

Report payroll totals to the accident insurance institution

Source: Zuständigkeitsfinder Schleswig-Holstein (Linie6PLus)

Service Description

The electronic wage statement is one of the bases for calculating the contribution that your company pays annually for the statutory accident insurance cover of your employees.

You report the payroll totals of your employees in the electronic wage statement (payroll report).

Before reporting, you must carry out a master data retrieval using your certified payroll accounting program or the completion aid. The master data retrieval is a preliminary procedure for the actual wage statement. It ensures that only reports with correct data are sent to the employers' liability insurance associations and accident insurance funds.

You do not have to submit an electronic wage statement if your company does not employ any staff, temporary staff or marginally employed persons. If this applies to your company, you should not retrieve any master data. If you have nevertheless retrieved the master data by mistake, you should cancel it.


Process flow

You must submit the electronic wage statement via a certified payroll accounting program or corresponding completion aids (e.g. sv.net).

If you submit the report via a payroll accounting program:

  • Make sure that you are using the latest version of your payroll accounting program.
  • If you are submitting information on your employees' pay, you will need the following data:
    • Name of the responsible employers' liability insurance association or accident insurance fund
    • Company number at the responsible employers' liability insurance association or accident insurance fund
    • PIN for digital wage statement
      • You will receive the access data from the relevant employers' liability insurance association or accident insurance fund together with the membership documents or the notification of the company's assessment by post. You can also apply for the access data at a later date.
  • The procedure starts with the master data retrieval. This ensures that you only send payslips with the correct company number and actually assessed hazard tariff points to the relevant employers' liability insurance association or accident insurance fund in the subsequent process.
  • You use the company data stored in the payroll accounting program (company number, company number of the accident insurance institution, company number, PIN) to call up the master data in the master data file at your employers' liability insurance association or accident insurance fund.
  • By retrieving the master data, your employer's liability insurance association or accident insurance fund concludes that your company has employees in the respective contribution year and pays them.
  • The responsible accident insurance institution now expects the electronic wage statement for this contribution year.
  • Transfer the reported data to the payroll accounting program. Then check the assignment of all employees to the risk tariff center and adjust it if necessary.
  • The following data is transmitted with the electronic wage statement:
    • Company number at the responsible accident insurance institution
    • Company number of the responsible accident insurance institution
    • related to the risk tariff center:
      • Pay subject to contributions
      • Hours worked by all employees
      • Number of employees

Note: If you use several payroll areas in your company, you must retrieve the master data for each area and report the wage statements.

If you make the report using a completion aid:

  • Your company's master data is retrieved automatically immediately before you submit the wage statement. A separate query is therefore not necessary.
Requirements
  • Your company employs insured persons in return for a salary or other form of remuneration.
Which documents are required?
  • none
What are the fees?
  • There are no costs.
What deadlines do I have to pay attention to?

Please note the following reporting deadlines:

  • Submission of the wage statement:
    for the contribution year by 16.02. of the following year.
  • Cessation of the company, change of the responsible employers' liability insurance association or accident insurance fund, termination of the reporting or accounting office, termination of all employment relationships:
    no later than 6 weeks after the change occurs.
Legal basis
Appeal
  • Contradiction
    • Detailed information on how to lodge an appeal can be found in the notification from your employer's liability insurance association or accident insurance fund.
Applications / forms
  • Forms available: No
  • Written form required: No
  • Informal application possible: No
  • Personal appearance necessary: No
  • Online service available: No
What else should I know?

Only remuneration for employees is reported; further information on the company must be reported separately. So-called "head contribution notifications" (notification by number of persons, for example for special types of insured persons such as apprentices, volunteers) are not reported with the electronic wage statement. The responsible accident insurance institution will provide information on the reporting options.

Author
Technically approved by

Federal Ministry of Labor and Social Affairs (BMAS)

Process flow

You must submit the electronic wage statement via a certified payroll accounting program or corresponding completion aids (e.g. sv.net).

If you submit the report via a payroll accounting program:

  • Make sure that you are using the latest version of your payroll accounting program.
  • If you are submitting information on your employees' pay, you will need the following data:
    • Name of the responsible employers' liability insurance association or accident insurance fund
    • Company number at the responsible employers' liability insurance association or accident insurance fund
    • PIN for digital wage statement
      • You will receive the access data from the relevant employers' liability insurance association or accident insurance fund together with the membership documents or the notification of the company's assessment by post. You can also apply for the access data at a later date.
  • The procedure starts with the master data retrieval. This ensures that you only send payslips with the correct company number and actually assessed hazard tariff points to the relevant employers' liability insurance association or accident insurance fund in the subsequent process.
  • You use the company data stored in the payroll accounting program (company number, company number of the accident insurance institution, company number, PIN) to call up the master data in the master data file at your employers' liability insurance association or accident insurance fund.
  • By retrieving the master data, your employer's liability insurance association or accident insurance fund concludes that your company has employees in the respective contribution year and pays them.
  • The responsible accident insurance institution now expects the electronic wage statement for this contribution year.
  • Transfer the reported data to the payroll accounting program. Then check the assignment of all employees to the risk tariff center and adjust it if necessary.
  • The following data is transmitted with the electronic wage statement:
    • Company number at the responsible accident insurance institution
    • Company number of the responsible accident insurance institution
    • related to the risk tariff center:
      • Pay subject to contributions
      • Hours worked by all employees
      • Number of employees

Note: If you use several payroll areas in your company, you must retrieve the master data for each area and report the wage statements.

If you make the report using a completion aid:

  • Your company's master data is retrieved automatically immediately before you submit the wage statement. A separate query is therefore not necessary.

Requirements

  • Your company employs insured persons in return for a salary or other form of remuneration.

Which documents are required?

  • none

What are the fees?

  • There are no costs.

What deadlines do I have to pay attention to?

Please note the following reporting deadlines:

  • Submission of the wage statement:
    for the contribution year by 16.02. of the following year.
  • Cessation of the company, change of the responsible employers' liability insurance association or accident insurance fund, termination of the reporting or accounting office, termination of all employment relationships:
    no later than 6 weeks after the change occurs.

Legal basis

Appeal

  • Contradiction
    • Detailed information on how to lodge an appeal can be found in the notification from your employer's liability insurance association or accident insurance fund.

Applications / forms

  • Forms available: No
  • Written form required: No
  • Informal application possible: No
  • Personal appearance necessary: No
  • Online service available: No

What else should I know?

Only remuneration for employees is reported; further information on the company must be reported separately. So-called "head contribution notifications" (notification by number of persons, for example for special types of insured persons such as apprentices, volunteers) are not reported with the electronic wage statement. The responsible accident insurance institution will provide information on the reporting options.

Author

Technically approved by

Federal Ministry of Labor and Social Affairs (BMAS)

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