When you hire new personnel, you must register these employees with the social insurance.
This registration obligation applies to all your employees. This means that you must not only register your employees who are subject to social insurance contributions, but also, for example, those who are employed on a marginal or short-term basis, trainees, working students or employed pensioners with the social insurance. The registration procedure is the same for all employees, with the exception of mini-jobs in private households.
You must submit social insurance notifications electronically. If you use a system-tested payroll accounting program in your company, you can create and send the notifications with this program. This is largely automated. Alternatively, you can use a system-checked completion aid to submit the data to the social insurance agency.
The Informationstechnische Servicestelle der gesetzlichen Krankenversicherung (ITSG GmbH) offers "sv.net", a system-checked completion aid, which you can use for the registration. The program is free of charge up to a certain usage limit.
System-tested payroll accounting programs and completion aids also contain the necessary modules for all other electronic notifications to the social security system, which you are obligated to make as an employer. In addition to the registration, the monthly contribution statement and the annual report are particularly important. In some industries, you must submit an immediate report in addition to the registration.
For the registration of employees, you must provide the following information, among other things:
- Personal information: For this purpose, ask to see official documents, such as your identity card.
- Social security number: You will find this on the employee's social security card. If the card is not available, you can register new personnel without a social security number. In this case, you must provide the date and place of birth and, if applicable, the country and name of birth.
Collection point: The responsible collection point is usually the employee's statutory health insurance fund, or the Minijob-Zentrale in the case of marginal part-time employees. To prepare the registration, you can use the "Information Portal for Employers" of the Information Technology Service Center of the Statutory Health Insurance (ITSG). This information portal helps you to classify the employment relationship in terms of social insurance law and to compile all the necessary data.