DATEV Personal: The digital personnel file
Guide to exchanging documents via the personnel file in DATEV Personal. Uploading documents, comments and suggested assignments, uploading via email (DATEV Upload Mail), as well as data protection and archiving
Introduction
The personnel file in DATEV Personal is the way in which you send us your employees’ documents digitally. Instead of sending contracts, certificates or supporting documents by post or as email attachments, you upload them to the file, where we process them for payroll purposes. If you wish, you can add a comment and a suggested assignment to each document.
A few points of clarification first, as there are often misunderstandings regarding the personnel file. The personnel file in DATEV Personal is intended for communication with us – it does not necessarily replace a complete in-house personnel archive for documents that are not related to payroll processing.
An uploaded document is not automatically processed straight away. We access it when it is needed for payroll processing or a declaration. And storage is secure: all documents are transmitted via the DATEV Cloud in encrypted form and archived in an audit-proof manner.
This article explains which documents belong in the personnel file, how to upload them, how comments and assignments work, and how to submit documents by email.
Which documents belong in the personnel file
The personnel file should contain the documents we require for payroll processing and statutory reporting. These are primarily documents generated upon joining the company, during the course of employment, and on special occasions.
Typical examples include the employment contract and any amendments to it, certificates such as the social security card or proof of health insurance membership, certificates relating to parental leave or employment restrictions, as well as supporting documents justifying individual pay components.
The specific documents we require depend on the situation. We need different documents for a new hire than we do for parental leave. If in doubt, please upload the document and add a note – we will get in touch if anything is missing.
A rough guide to the documents frequently required for a new hire:
- [ ] Employment contract
- [ ] Social security card or insurance number
- [ ] Proof of health insurance
- [ ] If required: certificates of previous employment or multiple employment
- [ ] If required: evidence of bonuses or allowances
How to upload a document
The document is uploaded directly to the relevant employee’s personnel file.
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Open the personnel file
In DATEV Personal, open the personnel file and select the employee to whom the document relates.
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Upload the document
Select the file from your device and upload it to the file. PDF files or scans are commonly used.
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Add a comment and assignment
If you wish, you can add a brief comment and a suggested classification to the document so that we can file it correctly.
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Complete the upload
The document will then be available in the personnel file for us to access.
Adding comments and suggested classifications to documents
When uploading, you can add a comment and a suggested classification to each document. Both help us to process the document correctly without needing to ask for clarification.
A comment is useful if the content is not self-explanatory – for example, a note stating that a contract is valid from a specific date or that a certificate replaces a previous one. The suggested classification indicates what the document is about, ensuring it is placed in the correct context.
The clearer your note, the less often we’ll need to ask for clarification. A sentence such as “new employment contract, valid from the 1st of the following month, replaces the previous one” is usually sufficient to avoid the need for further enquiries.
Upload via email with DATEV Upload Mail
As well as uploading via the browser, documents can also be submitted by email. With DATEV Upload Mail, we set up a personalised email address for you, to which you can send documents as attachments.
The attachment is then automatically transferred to the designated area, without you having to save the file locally first and then upload it via your browser. This is handy if you already have a document to hand via email.
We will discuss with you whether and how Upload Mail is set up for your business. This feature complements the browser-based upload function, but does not replace it.
Data protection and archiving
Personnel records contain sensitive data. The exchange via the personnel file is designed with this in mind: transmission is encrypted via the DATEV Cloud, processing is GDPR-compliant, and the documents are archived in an audit-proof manner.
Digital exchange has the advantage over post and email in that documents are not scattered across various channels, but are stored in a structured manner with the relevant employee.
Common sources of error
- Document uploaded without a note: If a comment or suggested assignment is missing and the content is ambiguous, we have to ask for clarification, which delays processing.
- Wrong employee selected: If a document is assigned to the wrong person, it ends up in the wrong file and must be corrected.
- Illegible scan: A scan that is difficult to read cannot be processed and must be resubmitted.
- Documents still being sent to the law firm by email: If documents are sent partly via the personnel file and partly by standard email, information is more likely to get lost.
- Access rights granted too broadly: If too many people have access to sensitive personnel records, the data protection risk increases.
Your and our responsibilities
Your responsibilities:
- Upload relevant documents to the personnel file
- Add comments and suggested classifications to documents
- Ensure documents are legible and correctly categorised
Our tasks:
- Process the documents for payroll and statutory reporting
- Request missing documents
- Set up DATEV Upload Mail if required
We’ll agree together which documents we regularly need from you. That way, you’ll know from the outset what needs to be included in the file for recurring events.
Frequently asked questions
Which documents should I upload?
All documents we need for payroll and reporting – such as employment contracts, certificates and supporting evidence. If in doubt, upload the document with a brief note; we’ll get in touch if anything is missing.
Is an uploaded document processed straight away?
Not necessarily straight away. We access the document when it’s needed for payroll or a declaration. Adding a comment helps us process it more quickly.
How does DATEV Upload Mail work?
We set up a personalised email address for you. Documents that you send there as attachments are automatically placed in the designated area, without you having to save them locally and upload them first.
Are the documents stored securely?
Yes. The transfer is encrypted via the DATEV cloud, processing is GDPR-compliant and the documents are archived in an audit-proof manner.
Can I correct a document that has been assigned to the wrong file?
Yes. Please contact us if a document has ended up in the wrong file so that we can assign it correctly.
Who in my company is authorised to upload documents?
You control this via user permissions. This ensures that only authorised persons have access to the personnel file.
In what format should I upload documents?
PDF files or clearly legible scans are standard. Please ensure that the content is complete and legible.
Does the personnel file replace my own personnel archive?
It is designed for use with us. Whether you also maintain your own archive depends on your business requirements. Please contact us if necessary.
Legal notice
This article provides an overview and is not a substitute for individual advice. The scope of functions and menu navigation in DATEV Personal may change as a result of updates; the current version is always the authoritative one.
If you have any questions about the personnel file or setting up DATEV Upload Mail, please contact us directly.
As at: June 2026