Set up payroll export: Servire Handbook

At the end of the month, the payroll export function transfers the hours worked for each employee, broken down by wage type, to your payroll department. The payroll program calculates the hourly rate, taxes, and social security contributions. It is set up once with four pieces of information: target system, payroll client, wage types, and the transfer method for each employee. If any of these are missing, Servire will not generate a file but will instead display the missing information during a preliminary check.

Payroll export is included in the Max plan and requires active time tracking. It can be set up by the owner and any person with the Manage Time Tracking permission. Your payroll department can provide information on the target system and wage types.

Target system and payroll client

Payroll and DATEV tab with target system DATEV LODAS, consultant number, client number, basic wage type and the switch for reconciliation with the payroll office

Under Employees, open the time tracking settings via the gear icon and then select the Payroll & DATEV tab. Under Target System, select the system your payroll provider uses: DATEV LODAS (ASCII Import), DATEV Payroll and Salary (Transaction Data), or the Payroll Preparation Journal (CSV, other programs) for all other programs.

For DATEV, enter the Consultant Number (Payroll) with 4 to 7 digits and the Client Number (Payroll) with 1 to 5 digits. Import from Accounting copies the numbers from your DATEV accounting system; the payroll client may differ, so if in doubt, contact your payroll provider. Under Basic Wage Type (Hours), enter the hourly wage type used by your payroll provider. There is no default value.

Wage types for surcharges

DATEV wage types section with the fields Night, Night Increased, Sunday, Public Holiday and High Holidays

If Calculate tax-free allowances is enabled, each allowance type requires its own number under DATEV wage types: Night, Night Increased, Sunday, Public Holiday, and High Holidays. LODAS uses numbers 1 to 9999, while Payroll and Salary uses numbers 1 to 5999 and 8000 to 9999. If a number is missing, the export remains blocked as soon as allowances of that type are applied in the month. For the journal, the numbers are optional; the file also specifies the allowance type in plain text.

Coordination with the payroll department

The switch Wage types and transfer rules agreed upon with the payroll department enables the export. It confirms three rules that the payroll department must be aware of: Servire only transfers hours per wage type, an entry counts towards the month in which employment began, and a duplicate file completely replaces the previous one. Any change to the target system, client, or wage types will invalidate the confirmation until you re-enter it.

Handover method per employee

In the "Payroll and Accounting" section of the "Edit Employee" dialog, enter the employee number, transfer to the payroll program, gross hourly rate, and "Valid from" date.

Open Manage Employees, click on the employee, and under Payroll & Accounting select Transfer to Payroll Program: Hourly Wage: Hours and Bonuses for hourly employees, Fixed Salary: Bonuses Only if the fixed salary is already in the payroll program, or No Transfer. Export remains blocked if no selection is made. The Employee Number must consist of numbers (1 to 99999) for DATEV and must be unique. In the setup wizard, the transfer option is displayed as a column next to Employee Number and Hourly Wage.

Companies in Bavaria specify in the Working Time Account tab whether Assumption Day (August 15th) is a public holiday at the workplace and whether the workplace is Augsburg (Peace Festival August 8th). Without this specification, payroll data export for August remains blocked.

Have the payroll department import the first file as a test run before the first actual payroll month. This way, incorrect wage types will be identified before wages are based on them.