Important mail from BG or accident insurance fund

Since the beginning of November, employers have been receiving important mail from their employer's liability insurance association or accident insurance fund. The letter contains the login details for the digital wage statement.

Starting this November, employers will receive mail from their BG or accident insurance fund. This will contain the login details for the new digital wage statement. Instead of using paper, employers will now report wages, working hours, and the number of employees to the accident insurance fund online. The German Social Accident Insurance (DGUV) has drawn attention to this. There will be a two-year transition period during which the Proof of wages must be submitted twice. 

Employers must insure their employees against work-related accidents and occupational diseases with the relevant employers' liability insurance association or accident insurance fund. The statutory accident insurance providers calculate the premium based on the wage data reported by the employer.

News: Currently, employers report the data on a paper form or online via the accident insurance provider’s extranet.

The new approach: In the future, employers will be able to create and send the wage statement directly using their payroll software. "This reduces the effort and the risk of errors during data transmission," says the DGUV.

Data synchronization necessary: Before the first digital payroll statement is completed, an automated comparison of the company data is necessary. This ensures that only reports with the correct membership number and assigned risk tariff points are submitted. The data is retrieved from the payroll program used by the company. This retrieval must be actively initiated by the user. This can be done starting December 1, 2016.

Where can I find the access data: The access data will be provided in writing by the employer's liability insurance association or accident insurance fund. The employer's liability insurance associations will send the letters starting in November, while some accident insurance funds will not send them until early 2017.

Forward data to the tax advisor: "If tax advisors or other service providers are commissioned to submit the report, the access data should be forwarded to them," recommends Ulrike Richter, a consultant for contribution law at the DGUV (German Social Accident Insurance). The access data includes the company number of the accident insurance provider, the membership number of the insured company or institution, and a PIN.

Help with filling out: If you don't use a system-approved payroll program, you must use a system-approved form to submit the report. In this case, the master data is automatically retrieved immediately before the wage statement is submitted. A separate query is not necessary.

Parallel procedures for the contribution years 2016 and 2017: During a two-year transitional phase, the wage statement for the contribution years 2016 and 2017 must be submitted in addition to the digital wage statement using the usual methods – online, as a paper printout or by fax.

Contribution year 2018: For the 2018 contribution year, i.e., from January 1, 2019, reporting will then be done exclusively with the digital wage statement via the new accident insurance reporting procedure. This transitional arrangement is intended to ensure that companies' contributions continue to be calculated correctly in the future.

Source: DGUV