Germany: Archiving Payroll Results (PY)

Archiving date and retroactive accounting limit

When payroll results are archived for Germany, the general information on the archiving date and retroactive accounting limit applies.

Irrespective of the statutory regulations you must observe, you can set the retroactive accounting limit to meet the requirements of your enterprise or collective agreement.

Interval between archiving date and retroactive accounting limit

The interval between the retroactive accounting limit and the archiving date is determined by the following factors:

Valuation of averages

Depending on the number of periods that you need for the valuation of averages, you can archive payroll results only up to a certain time. The more averages periods you need, the further in the past you must put the archiving date.

March clause

In cases where the March clause has to be taken into account, the payroll results are needed in the system for longer. In that case, the archiving date must therefore lie further in the past.

When creating or changing an archiving group , you can specify either the retroactive accounting limit or the archiving date. The system uses the retroactive accounting limit to calculate a suggested archiving date, or uses the archiving date to calculate a suggested retroactive accounting limit. The system chooses for the retroactive accounting limit the earliest date, and for the archiving date the latest date possible, taking into account the above-mentioned factors.

March clause

In its calculations the system takes the March clause into account as follows:

You enter the following	The system calculates the following date	Reason
You select a retroactive accounting limit that lies between 1 January and 31 March in a year x	Depending on the number of periods that you entered for the valuation of averages, the system sets an archiving date on 31 October of year x-2 or earlier	Because of the March clause, the system needs the payroll results from the year before the year in which the retroactive accounting limit lies, as well as the payroll results from the months November and December of the year before that.
You select a retroactive accounting limit that lies between 1 April and 31 December in a year x.	Depending on the number of periods that you entered for the valuation of averages, the system sets an archiving date on 31 October of year x-1 or earlier	The March clause does not have to be taken into account
You select an archiving date that lies between 1 January and 31 October in a year x	Depending on the number of periods that you entered for the valuation of averages, the system sets the retroactive accounting date on 1 April of year x+1 or earlier	The March clause does not have to be taken into account
You select an archiving date that lies between 1 November and 31 December in a year x	Depending on the number of periods that you entered for the valuation of averages, the system sets the retroactive accounting date on 1 April of year x+2 or earlier	Because of the March clause, the system needs the payroll results from the year before the year in which the retroactive accounting limit lies, as well as the payroll results from the months November and December of the year before that.

You can change the system's default retroactive accounting limit to a later date.

You can change the system's default archiving date to an earlier date.

Start date for DEUEV

If you create or change an archiving group, the system sets a new DEUEV start date automatically. When the system calculates the default value for the archiving date or retroactive accounting date, you receive a corresponding message.

Periods for the valuation of averages

You determine the number of periods used for the valuation of averages when you create and change an archiving group on the Country-Specific Parameters for Payroll dialog box. The system suggests the highest number of periods determined in Customizing for the calculation of averages.

Additional Subtypes in the Archived Objects Infotype (0283)

If you assign personnel numbers to an archiving group, the system creates at the same time additional subtypes for DEUEV and miners’ DEUEVO in the Archived Objects infotype 0283.

Checks

If an employee works for the Civil Service, the system determines whether there are any delayed payments to be effected two months later. You cannot archive this employee’s payroll results.