DATEV Personal: Amending employee master data
An overview of how to amend employee master data in DATEV Personal. Updating address and bank details, approval by the practice, effective date and cut-off date.
Introduction
You can use the ‘Employees’ function to keep your employees’ master data up to date. If an address or bank details change, enter the new information directly into DATEV Personal and approve the change. The updated data is then transferred to our payroll programme and will be available for the next payroll run.
A few clarifications first:
Master data is not the same as monthly data: fixed, permanently valid details belong in the master data, whilst values that change monthly belong in the monthly data:
Furthermore, a change does not take effect retrospectively or immediately, but from the date you specify – usually for the next payslip run. And you do not need to notify us of the change separately by email – it is transmitted as soon as you approve it.
Which master data to change
Master data comprises the permanently valid details relating to a person. These only change if there is a fundamental change in the employment relationship or in the employee’s personal circumstances.
Typical examples include a new address following a move, a change in bank details or updated contact details. Permanent changes to the employment relationship may also fall under this category.
Some changes affect payroll or statutory reporting – such as updated bank details or a change of health insurance provider. In such cases, it is advisable to let us know briefly so that we can check the correct timing and the implications.
How to update master data
Changes are made in the relevant employee overview.
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Open the ‘Employees’ section
In DATEV Personal, open the ‘Employees’ section and select the person whose details you wish to change.
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Update the details
Enter the new address, bank details or the updated information.
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You approve the change
You approve the amended data for transmission to us. Only then will it be transferred to our payroll programme.
Effective date and cut-off date
When a change takes effect depends on the payroll run. If you approve new bank details in good time before the monthly cut-off date, they will usually be taken into account in the next payroll run.
If you approve amended bank details after the cut-off date, the current payslip may still be sent to the old account. For time-sensitive changes, it is best to contact us directly.
Retrospective changes are only possible to a limited extent. If details need to be corrected for a period that has already been processed, we will work with you to clarify how this will affect the payslip.
Common sources of error
- Change not approved: We only receive updated details once they have been approved. Without this step, we will continue to use the old details.
- Bank details changed too late: If the new details are only approved after the cut-off date, the payment may still be made to the old account.
- Permanent change entered in the monthly data: A salary change belongs in the master data. If entered in the monthly data, it would only apply for one month.
- Change of health insurance provider not reported: A change of health insurance provider has implications for reporting requirements. If this is not taken into account in good time, it may lead to incorrect reports.
Frequently asked questions
When do new bank details take effect?
Usually with the next payslip, provided you approve the change before the monthly cut-off date. After that, the current payslip may still be paid into the old account.
Do I need to inform you separately about the change?
For simple changes, approving the change in DATEV Personal is sufficient. For matters relevant to payroll or reporting, such as a change of health insurance provider, it is advisable to send us a brief notification.
Can I make a change retrospectively?
Only to a limited extent. If a correction relates to a period for which payroll has already been processed, we will discuss together what the implications are.
Where do I change an employee’s salary?
A permanent salary change should be made in the master data, not in the monthly data. This ensures it applies continuously from the specified date onwards.
What happens if I forget to approve the change?
The change remains in DATEV Personal and does not reach us. We will then continue to process payroll based on the previous figures.
Can my employees change their own details?
At present, you manage the master data. Employees will be able to update their own details with the planned DATEV Personal plus extension \[Link zu einem Hilfsartikel].
Legal notice
This article provides an overview and is not a substitute for individual advice. The functionality and menu navigation of DATEV Personal may change as a result of updates; the current version is always the authoritative one.
If you have any questions regarding changes to master data relevant to payroll, please contact us directly.
As at: June 2026