Essential requirements before you start
Before you can get started with cleverlohn, a few basic requirements must be met. They form the foundation for correct, legally compliant payroll.
- Employers' liability insurance association: The employers' liability insurance associations (Berufsgenossenschaften) issue their own company number to identify each company insured with them. This number is relevant for correspondence and for managing your insurance with the respective association (BG). Without this company number, you will not receive an employer number (Betriebsnummer) from the Federal Employment Agency. cleverlohn also needs this number, as the company cannot otherwise be set up in the payroll program.
- Employer number: This number is your key to social security. You apply for it at the Federal Employment Agency (Bundesagentur für Arbeit). You need it to register your employees with the social security institutions.
- Tax identification: You need two things here:
Your tax number (Steuernummer) from the tax office, issued for your company.
Possibly a VAT identification number, if your company is liable for VAT.
Collect all relevant employee data
Recording employee data correctly is essential for error-free payroll. Care is the top priority here to avoid problems later.
For each of your employees you need:
- Full name and current address.
- Date of birth, so age limits and special rules can be taken into account.
- The social security number, essential for paying social security contributions correctly.
- The tax identification number, needed to calculate wage tax.
- The employee's bank details, so the salary can be transferred correctly and on time.
- The tax class and any child allowances, which affect wage tax.
- Health insurance fund membership, important for reporting and paying health insurance contributions.
Employment contracts and complete documentation
A clearly defined employment contract protects you as the employer as well as your employees. It is the basis for a fair and transparent employment relationship.
- Draw up employment contracts: Make sure every employee has a written employment contract that sets out the following in detail:
Working hours and place of work.
The agreed salary and any additional benefits such as bonuses or allowances.
Holiday entitlement, based on the law or an individual agreement.
Notice periods, which apply to you as the employer and to the employee. - Time tracking: cleverlohn offers integrated solutions that make this easier for you. Accurate time tracking matters for payroll. It is also needed to comply with the Working Hours Act (Arbeitszeitgesetz).
Registrations are mandatory
Before you can start the actual payroll, you need to complete a few formal registrations.
- Register your employees with the relevant health insurance fund. This is a legal requirement and ensures they have health insurance cover.
- Register your company with the relevant employers' liability insurance association. It provides statutory accident insurance.
- Register with the tax office for wage tax. This is required so you can pay wage tax correctly.
Setting up cleverlohn step by step
Once you have made all the preparations, it is time to set up cleverlohn. This lays the groundwork for smooth payroll.
- Create your company profile: Set up your company profile in cleverlohn. Enter all relevant company data and add your bank details for SEPA direct debits.
- Set up employees: Create a separate profile in cleverlohn for each employee. Invite your employees to complete their personal data themselves to avoid errors.
- Define pay types: Define the different pay types (base salary, allowances, supplements and so on). Make sure all collective or company agreements are taken into account.
Keep an eye on ongoing tasks
Even after the initial setup, there are ongoing tasks you need to keep an eye on to ensure correct payroll accounting.
- Monthly payroll: Make sure your employees record their working hours and absences regularly. Review and approve the payslips before final processing.
- Salary payment: Use the transfer data provided by cleverlohn to pay salaries correctly and on time.
Pay close attention to detail
In payroll accounting, details matter. Watch the following points to avoid errors and possible legal consequences:
- Correct payroll: Make sure overtime, holiday and one-off payments are calculated correctly.
- Tax and social security deductions: Make sure all deductions are made correctly and comply with current legal requirements.
- Documentation: Keep accurate records of working hours, holiday days and other relevant information.
- Statutory deadlines: Meet all required deadlines for notifications and payments.
Conclusion
cleverlohn can make the complex process of payroll accounting much simpler. With careful preparation, use of cleverlohn's features and attention to ongoing tasks, you can focus on your core business while ensuring professional, legally compliant payroll. Remember that correct payroll accounting is more than a legal necessity. It also contributes to a positive working climate and satisfied employees.
