DATEV Personal: Reporting an employee’s departure
An overview of the process for deregistering employees in DATEV Personal. Required details, notification of departure, certificates (social security deregistration, income tax certificate, employment certificate) and remaining holiday entitlement
Introduction
When an employment relationship ends, please notify us of the departure via DATEV Personal. We will use this information to process the deregistration with social security, prepare the necessary certificates and correctly settle the final month’s pay. To ensure this runs smoothly, we need you to provide us with certain details in good time.
A few points to clarify in advance:
Reporting the termination does not mean that you have to prepare the certificates yourself – we will take care of the social security deregistration, the income tax certificate and the employment certificate for the Jobcentre.
The reference, however, is issued by you as the employer; it is not the responsibility of the payroll department. And the resignation should be reported in good time, as there are statutory deadlines for deregistration.
What information we need when an employee leaves
For the final payslip and deregistration, we need more than just the end date. The more complete your details are, the less often we’ll need to ask for further information.
It is important to provide the exact date of departure and the reason for termination – such as dismissal, a mutual termination agreement or the end of a fixed-term contract. We also need details of the variable final pay for the last month and information on any remaining holiday entitlement, should this be paid out.
Unused holiday entitlement that will no longer be taken must generally be paid out. Please let us know how many days of holiday are still outstanding so that we can calculate the payment correctly.
How to report a departure
This is done via the employee overview for the person concerned.
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Open the employee’s record
In DATEV Personal, open the ‘Employees’ section and select the employee who is leaving.
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Enter the departure date and the reason
Enter the end date of the employment contract and the reason for termination.
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You add final payments and remaining holiday entitlement
You enter any variable final payments for the last month and specify whether and how much outstanding holiday entitlement is to be paid out.
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You approve the details
You authorise the data so that we can process the deregistration and prepare the final payslip.
Please report the departure promptly. The deregistration with social security must take place no later than six weeks after the end of employment. A late report may jeopardise this deadline.
What certificates are required
A number of documents are required upon termination of employment. We prepare some of them, whilst others are issued by you, the employer.
What we take care of
We prepare the social security deregistration form, stating the termination date and the remuneration subject to contributions. We also prepare the electronic income tax certificate for the final period of employment.
We submit the employment certificate for the Jobcentre – which it requires to calculate unemployment benefit – electronically. It contains details of the duration of employment, the remuneration and the reason for termination.
What you need to issue yourself
The reference is the employer’s responsibility, not that of the payroll department. A basic reference states the duration of employment and the role held; a detailed reference also includes an assessment of performance and conduct.
The departing employee receives the final payslip and the certificates we have prepared. We make the payslip documents available via DATEV Employee Online \[Link zu einem Hilfsartikel].
Common sources of error
- Resignation reported too late: If the termination is only reported shortly before or after the deadline, the six-week period for deregistration may be jeopardised.
- Unused holiday entitlement not specified: Without details of any outstanding holiday entitlement, we cannot correctly calculate any payment due.
- Reason for termination missing: The reason is required for the employment certificate. If it is missing, we will have to ask for it.
- Reference expected: You are responsible for preparing the reference yourself. It is not part of the payslip.
- Final payments forgotten: If variable final payments are not recorded, they will be missing from the final payslip.
Your and our responsibilities
Your responsibilities:
- Report the date of leaving and the reason for termination
- Specify final pay and remaining holiday entitlement
- Approve the details in good time
- Issue the reference yourself
Our tasks:
- Prepare the social security deregistration
- Prepare the electronic income tax certificate
- Submit the employment certificate to the Jobcentre
- Preparing the final payslip and providing the relevant documents
We will agree together on the ideal time to notify us of a resignation. In the case of a foreseeable termination, providing information at an early stage helps to ensure that deadlines are met.
Frequently asked questions
What certificates does the departing employee receive?
The social security deregistration form, the electronic income tax certificate, the employment certificate and the final payslip. As the employer, you issue the reference yourself.
By when must I notify you of the resignation?
As early as possible. The social security deregistration must be completed no later than six weeks after the end of employment, so we need the details in good time.
Do you also draw up the reference?
No. The reference is the employer’s responsibility and is not part of the payslip. We prepare the certificates relevant to payroll and reporting.
How is remaining holiday entitlement handled?
Any outstanding holiday entitlement that is not taken must generally be paid out. Please let us know the number of days outstanding so that we can calculate the payment correctly.
What is the employment certificate?
A certificate required by the Jobcentre for the calculation of unemployment benefit. It contains details of the duration of employment, remuneration and the reason for termination, and is submitted electronically.
How does the employee receive their final documents?
We make payslips available via DATEV Arbeitnehmer online. There, the employee can access their payslips and certificates.
Legal notice
This article provides an overview and is not a substitute for individual advice. Reporting and certification obligations are governed by current social security and tax legislation and are subject to change.
If you have any questions regarding the termination of an employment relationship or the payment of outstanding holiday entitlement, please contact us directly. For questions regarding employment law relating to dismissal, please seek legal advice.
Last updated: June 2026