Joiners, leavers and pay changes

You record every change with a date. Approved months stay as they are; the change applies from the month it is dated. So enter it before you calculate that month. If you already calculated the month but have not approved it, Norman shows Recalculation required. Calculate the month again.

Joining mid-month

1. Add the person under People. Valid from is the first working day.
2. Under Partial-month salary, choose Actual calendar days. Without it, the start month cannot be calculated.
3. Record the SV details effective from the start date, then the personnel questionnaire, work schedule and vacation entitlement.
4. Send the registration (reason code 10) through the SV-Meldeportal, at the latest six weeks after the start. Prepare registration collects the details.

Norman prorates by calendar days: monthly salary × calendar days employed ÷ days in the month. Someone starting on 16 November at €4,200 gets €4,200 × 15 / 30 = €2,100 gross for November. From December the full salary applies.

Add new employees before you approve their start month. Nobody can be added to a month that is already approved or filed. If that happened, contact support.

Leaving

1. Open the profile and, under Personal & contract, enter the Last day of employment. That day still counts.
2. If the employment ends mid-month, choose Actual calendar days. Someone leaving on 15 October gets 15 of 31 days.
3. If the absence journal has entries after the last day, cancel them first.
4. Calculate and approve the last month. From the following month, the person no longer appears in the payroll.
5. Send the deregistration (reason code 30) through the SV-Meldeportal, at the latest six weeks after the end.

The last day cannot fall into a month that is already approved or filed. Deactivate is only available while there is no payroll yet; after that, you always end an employment with the last day.

Norman cannot run a payment in lieu of vacation (Urlaubsabgeltung) or a severance payment, because both are one-off payments. Sort them out with your tax advisor.

A raise or a new salary

1. Open the profile and choose Salary schedule.
2. Under Change effective month, choose the month the new salary starts, and enter the New monthly gross (EUR).
3. Choose Save salary change and recalculate affected drafts.

Salary changes always take effect from the 1st of a month. A change in the middle of a month is not supported. Saved changes cannot be edited or deleted.

If the salary was wrong in a month you already approved, correct that month with a correction while it is not yet filed. See Correct the gross salary in an approved month.

A new tax class, church tax or child allowances

1. In the profile, open Tax data history.
2. Choose the Effective month and enter the complete tax details from the notice: tax class, church tax with its rate, and the child allowance factor.
3. Choose the Tax data source, Existing ELStAM notice or Tax office certificate, and add a reference, for example the date of the notice.
4. Choose Save tax data.

Tax details also apply from the 1st of a month and never reach back into approved months. Norman does not retrieve ELStAM itself; you copy the details from the notice.

A new health fund or Zusatzbeitrag

If an employee changes health fund, record new insurance details under SV details from the 1st of a month. The same applies when the fund changes its Zusatzbeitrag, usually on 1 January. The previous details stay valid for the months before. When someone changes fund, deregister them with the old fund and register them with the new one.

For managing directors exempt from social insurance, insurance details such as the private health premium cannot be changed yourself after the first payroll. Contact support for that.

What Norman does not run

• one-off payments such as bonuses, Christmas or vacation pay, payment in lieu of vacation, or severance;
• salary changes in the middle of a month;
• employments lasting up to four weeks;
• benefits in kind such as a company car;
• tax class IV with a factor.

What payroll covers overall is in Payroll in Norman: start here.