Payroll Office Export
Here you send an employee's master data and contract data as a file to your external payroll office or tax advisor - for example after a new hire or a contract change. You open the export directly from the employee record, review the data in a preview, and then choose who receives it.
What can I do here?
- Preview the master data (address, date of birth, tax ID, social security number, bank details, tax class, religious denomination, child tax allowances, health insurance) and contract data (hire date, contract type, weekly hours, vacation days, salary, probation end date) of an employee
- Select one or more recipients from the list of registered payroll office contacts
- Send the data by email to the selected recipients
- View the history of every previous send for this employee (when, to whom, with what result)
- Emp. #
- PN-10234
- Status
- ✓Active
/hr/employeesStep by step
Open the export
Open the employee record → click the "Send to payroll office" button. The export panel opens as a side drawer.Review the preview
In the "Preview" tab you see exactly the fields that will be sent. If any information is incomplete or outdated, close the export and correct the employee record first.Select recipients and send
Tick the desired recipients → "Send". Confirming is the same action as sending - there is no second confirmation dialog, since you already reviewed the data in step 2.View the history
In the "History" tab you see when which data was sent to whom and whether the send succeeded.
- Date of Birth
- 14 Mar 1990
- Tax ID
- 00 000 000 000
- Social Security Number
- 00 000000 X 000
- Bank
- Beispielbank
- Start Date
- 01 Feb 2024
- Hours per Week
- 40
- Vacation Days
- 30
/hr/employeesFields explained
| Field | Meaning | Notes/Effect |
|---|---|---|
| Recipient | Payroll office/tax advisor contact the data goes to | Managed under "Payroll" → "Recipients"; only selectable here |
| Preview (master data) | Personal and tax-relevant employee information | Includes sensitive data such as tax ID, social security number, and bank details |
| Preview (contract) | Contract-related information | Hire date, contract type, weekly hours, vacation days, salary, probation end date |
| History entry | Log line of a previous send | Shows timestamp, recipient, and result; cannot be deleted |
Values & status
Send status (in the history)
| Value | Meaning | What happens |
|---|---|---|
| Sent | The email to this recipient was delivered successfully | No further action needed |
| Failed | The send to this recipient failed (e.g. invalid address) | The error cause is shown in the history entry; retry after fixing the cause |
Frequently asked questions
Why does the export need a different permission than regular employee maintenance?
The export bundles particularly sensitive information into a single file that, in regular employee CRUD, is accessible only field by field and with narrower visibility: tax ID, social security number, bank details, religious denomination, and health insurance. On top of that, the file leaves the system on send and goes to an external recipient. Bundling sensitive data together with sending it externally is a higher risk than reading or editing a single employee field in the Admin, so the export is gated behind its own permission (hr:employee:manage) instead of the general hr:read/hr:manage permissions used for employee management. This follows the same pattern as the compensation permission hr:compensation:read, which protects salary separately from the rest of the employee record.
Who doesn't see the "Send to payroll office" button?
Users without the hr:employee:manage permission still see the employee record normally, but the export feature is not available to them. Ask your administrator if you need the export.
Can I undo an export?
No. A sent email cannot be recalled. Review the preview carefully before sending.