🇩🇪 What you need to know about managing the new mandatory German eAU system in Personio from 2023

Dear Community,If you are working in a German-based company, starting from next year, your employees will no longer be required to submit sickness certificates themselves. Instead, employers will be responsible for requesting them from the insurer, either through their payroll tool or through the ITSG sv.net website.In this update, we will give you some initial information on the electronic certificate of incapacity (eAU) in the context of Personio. More & detailed instructions will be shared in the Help Center in the future, as soon as the new feature is released. What is eAU and why does it matter?eAU stands for electronic certificate of incapacity for work (Elektronische Arbeitsunfähigkeitsbescheinigung). Until this point, Doctors have been giving sick employees some paper confirmations (Gelber Schein / Yellow slip), which employees are required to send to their employers.From Jan 1, 2023, for publicly insured employees, Doctors will be obliged to transmit sickness notifications digitally to the health insurances, and employers or their tax advisors will have to retrieve the eAUs directly from the health insurers. Employees will no longer be obliged to provide a yellow slip to their employer. How to talk to your employees about eAUIt’s important that your employees understand what to expect on January 1st regarding their sick certificates. Here are the key points they should understand: If they have public insurance, when they track a sick period in Personio, they no longer need to upload a certificate. Their doctor will have sent an electronic sick certificate to their insurer. However, for the first 3 months, we recommend that you tell your employees to still upload a physical certificate if they get one. The transition to eAU will likely not be completely smooth, and it is safer to have employees still upload physical certificates as a backup. If they have private insurance, nothing about the process will change for them. They will still get a physical note from their Doctor and should upload it to Personio. Child sick notes will still be done the same way, and they should not expect eAUs for those.​​​​​​ Many employee contracts include the obligation of employees to submit proof for their sickness. If you plan on changing this contract, do let employees know.For “mini-jobbers”: Ensure that any secondary insurer for your mini-jobbers is noted in any external payroll tool. Read more about managing eAUs and minijobbers here. How to access your employee’s eAUs Depending on which accounting system you use and whether you use the DATEV integration, for example, there will be different ways to access the sickness notifications in the future.Click on “Show Content” to read the step-by-step guide.1. Accessing eAUs yourself through sv.net or external payroll tool. An employee creates a request for a sick leave. If the employee is located in Germany and has public insurance, their Doctor has issued them an eAU that you need to retrieve.   Log in to sv.net or your payroll tool (DATEV, Sage, etc.) and create a request for an eAU for this employee. If your payroll tool is not able to request eAUs, you must use sv.net. Here is the tutorial for requesting eAUs in DATEV.   Alternatively, you can retrieve eAUs on a weekly or monthly basis, instead of adhoc: Create a custom report in Personio with sick periods days with certificate insurance type, and office. Export the custom report, and filter just for employees that have public insurance and are located in German offices. These are the ones for which you must request an eAU. Log in to sv.net or your payroll tool and create a request for the eAU for these employees.   After some time (anywhere between a few minutes and 2 weeks), you will receive an email from sv.net or your payroll tool once the eAU has been returned. If the eAU does not cover all the dates of the employee’s absence, you can request an additional eAU.   Download the eAU, upload it to the relevant absence period in Personio, and mark the document status as approved.   In order to check which periods are still missing an eAU, you can always create a custom report with 1) sick periods 2) days with certificate 3) insurance type and 4) office, to see which employees are eAU-qualified but don’t yet have a certificate.  2. Enabling your tax advisor to access eAUsThis applies to you if your tax advisor will be retrieving eAUs on your behalf. On a weekly or monthly basis, send your tax advisor a custom report with the following fields:    sick periods days with certificate insurance type, and office.   The tax advisor will request eAUs for the employees that have sick periods in that timeframe, and have public insurance and are based in Germany. They can do this either through the payroll tool or sv.net.   The eAUs will be returned in the payroll tool. Your tax advisor can then forward you the eAU to upload it to Personio, or directly upload it to the absence period if they have access to Personio.   In order to check to see for which periods you are still missing an eAU, you can always create a custom report with 1) sick periods 2) days with certificate 3) insurance type and 4) office, to see which employees are eAU-qualified but don’t yet have a certificate.   Coming soon: Automated eAU retrieval with the DATEV IntegrationOur Product Team is building a new feature that will automatically retrieve and store eAUs for you, with no manual work required. As of now this will not be ready on January 1st, but at some point in Q1 2023.The Automated eAU retrieval feature will be available for customers with DATEV Integration add-on. Check if you have this in your Salary & Payroll settings. If you have a tab for DATEV, you have the Integration. If you would like to purchase the DATEV Integration add-on to access this feature, talk to your Growth Manager. Click on “Show Content” to read the step-by-step guide.If your company has the DATEV Integration add-on, managing eAUs will be automated and seamless. When an employee tracks a sick period, Personio will automatically determine if they are eau-eligible, and if so, request an eAU from the insurance companies.   When an eAU comes back from the insurer, Personio will add it to the relevant absence period, and notify both the employee and the approver.   If there is no eAU, Personio will notify the employee and approver. At any point you can check on an absence period to see the status of the eAU.   Your tax advisor will also be able to directly view eAUs in the DATEV Interface, without having to make any requests.   If they are not eAU-eligible (they have private insurance, or are located outside of Germany), they will be asked to upload a physical certificate as normal. FYI: What you can see is a Prototype. The final design is subject to change. The absence settings of "Sickness" usually do not have to be adjusted in Personio due to this change.Here, everything remains the same. :)  We hope this information is of help. If you have any questions, let us know in the comments! :)Best Regards, Daniele

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Dear Community,The way that you manage employee requests is about to be revolutionized – Personio Conversations is here 🥳!We know that it can be difficult for your busy internal service teams to keep on top of employee requests. It can also be frustrating for employees when they cannot access the support they need, when they need it. The solution? 👉🏼 An effective workplace ticketing system! Conversations is a one-stop shop that provides your internal service teams with a centralized place to manage requests and deliver a positive employee experience.With Conversations, you can do the following:➡️ Manage employee requests in one central place, ensuring a quick and efficient resolution process.➡️ Allow employees to submit requests using the communication channels that they are most familiar with (Slack, Microsoft Teams, and email), helping to improve employee satisfaction.➡️ Access a range of communication features, including forms, internal notes, approvals, and saved replies, allowing you to save time in replying to requests.➡️ Utilize projects and outreach functionalities, enabling you to collaborate effectively with internal and external stakeholders.Please refer to our Help Center article for more information.Best regards,Your Personio Community TeamConversations is available as an additional package for customers on all Personio plans. To learn more, speak to your Growth Manager.

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Dear Community:To date, Personio allowed to record deficit hours automatically for days with time tracked. An example of this would be a day in which an employee tracks 4 hours instead of the 8 hours they are supposed to work according to their work schedule. However, it was not possible yet to record deficit hours automatically for days with no time tracked at all.But that changes now!We have upgraded our deficit hours tracking functionality so that you can automatically record deficit hours not only for days with time tracked, but also for days with no time tracked. The improved functionality consists of: The Track automatic deficit hours for days with no time tracked option available through Settings > Attendance > Working Hours > Overtime & Deficit Hours. The Update work schedule window available through Attendance > [Any work schedule] > Save Work Schedule). This new window allows you to activate the Track automatic deficit hours for days with no time tracked option on a duplicate work schedule to avoid modifying past data. When active, a deficit hour entry will be automatically generated for every workday in which the employee is supposed to track time but does not. The message No time tracked will appear in every workday in the employee's attendance calendar.  The overtime hours will be automatically recalculated based on the registered deficit hours. You will find more information in the article Set Up Overtime.Your Community team.

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Dear Community ☀️: We would like to introduce you to our newest feature in Personio: the Find Answers section! This new feature will help you find the most relevant answers to questions regarding all Personio topics, so you receive the best possible support experience.The advantages for you:The Most Timely Experience 🕐: No waiting on the line or for an email. Always available, for every Personio use The Most Complete Experience 🥳: 500+ Help Center Articles, 4300+ Community Posts, 30+ Videos und 70 in-app tours The Most Secure Experience 🚨: Login-based for the highest level of data security. Role-based with Account Owners/Contract Owners able to contact Customer Support/Customer Growth. Available in different languages🇪🇺: all tools are available in English, Spanish, Dutch, German, French and Italian.This is how Find Answers looks like in your account:To get support via the Find Answers section, go to Help > Support and Updates > Find Answers. An expandable widget will open in which you can choose from a range of options, such as:I need help with the product I need help with my subscription I need help with the implementation (if applicable) I need help with data/security I need help with my contractAfter you choose an option, you will be shown further suggestions that you can click through until you find exactly what you’re looking for.If you can’t find the answer to your question, Account Owners and Contract Owners can click on Get support from the team. You will then be forwarded to a contact form that will be received by the most relevant team to help you with your query.☝🏻 Note that the service phone numbers and the email address support@personio.de will be removed in the future. Only Account Owners and Contract Owners will be able to contact our Customer Support and Customer Growth teams via a form in the Find Answers section.In the following Help Center articles, you can find further details about this release: The Find Answers Section FAQ about the Find Answers Section What are Account Owners and Contract Owners in Personio? Our hope is that our new offering will save you time, increase the quality of your experience, ensure your data is secure and help you get the maximum value out of Personio 🌟.At the same time, this new contact flow allows us to offer you more exchange and better content within the community ⚡️! We encourage you to ask any question or start any discussion that helps you out in your role within HR. The community is always there for you 🎉.Ultimately, the new experience will support us in fulfilling our promise to you:To give HR teams time to focus on what really matters: People 🤝!We wish you lots of fun with the new contact flow.Cheers from Munich, Your Community Team 😊

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Dear Community,If you have integrated your company calendar with Personio, we have great news for you. When scheduling interviews, we understand that it can be tough to find a date and time that works for everyone. We worked on creating a feature that would simplify this process and make scheduling interviews faster and more efficient. As a result, we are very excited to bring you Smart Interview Scheduling.How does it work?You will first need to configure your calendar availability for interviews in your Personal Settings. Once this is done, and you schedule a new interview, you can select the option Setup scheduler link to set a range of dates within which the candidate can choose from. You can then email the candidate and insert the scheduler link. Once the candidate chooses a slot, a confirmation email is sent to all participants and the interview is scheduled in Personio.What are the benefits? By configuring your availability in your Personal Settings, you can make sure candidates can only select from your available dates and times. You will save time when scheduling interviews and avoid having to go back and forth between the different participants’ availability. We all know how difficult it can be to interview for a new job while you are working all day at an office. This feature allows candidates more flexibility with choosing their own interview slot. For more information on this new feature, take a look at our Help Center article Smart Interview Scheduling.Your Community Team

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