Germany’s robust economy and industrial prowess offer significant business opportunities. Payroll management involves navigating detailed labor laws and tax requirements. Gloroots simplifies these processes, ensuring compliance. Employers hiring in Germany or managing payroll through an Employer of Record (EOR) need to be knowledgeable about these regulations for effective management.

How is payroll calculated in Germany?

Payroll is essentially a company’s record that details employees and their respective salaries. In Germany, calculating payroll involves determining the base salary and incorporating any applicable allowances and bonuses. The net salary is calculated using a straightforward formula:

Net Salary = Gross Salary - Deductions

How to set up payroll in Germany

Setting up payroll in Germany requires establishing a legal entity, such as a subsidiary, a process governed by various regulations and often taking several months.

Partnering with Gloroots, a PEO and EOR service provider, can simplify and expedite this process. Gloroots ensures compliance with German laws, allowing you to focus on business growth while they manage the complexities of payroll setup.

Payroll Process in Germany

Setting up payroll in Germany involves several key steps. Here’s a concise guide to streamline the process with Gloroots:

1. Obtain Employer Identification Number (EIN)

Get an EIN from German tax authorities to manage and track payroll taxes.

2. Gather Employee Tax Information

Collect necessary details for tax, benefits, and deductions, including job application data and wage garnishments.

3. Choose a Payroll Schedule

Select a schedule that fits your business needs: monthly, semi-monthly, bi-weekly, or weekly. Ensure timely salary payments and offer options for payment methods like direct deposit or checks.

4. Calculate Gross Payments

Determine gross salaries, including overtime and holiday pay, based on employee qualifications and business requirements.

5. Calculate Deductions

Accurately compute statutory and voluntary deductions from gross pay to avoid penalties.

6. Determine Net Pay

Subtract deductions from gross salary to calculate net pay and disburse on the chosen payday. Common methods include bank deposits and mobile wallets.

7. Maintain Records

Keep payroll records for six years and bookkeeping records for ten years to comply with German regulations.

Payroll Cycle

In Germany, payroll is processed on a monthly basis, with salaries typically disbursed on or around the 25th of each month.

Payroll Processing

Effective payroll processing in Germany requires advanced systems for compliance and operational efficiency. Accurate payroll schedules and wage calculations ensure timely payments and legal compliance, while managing deductions and benefits promotes employee satisfaction.

Payroll Management

Utilizing sophisticated software for precise calculations and timely disbursements is key in Germany. Maintaining comprehensive records and staying current with labor laws is essential. Rigorous auditing and cloud-based systems enhance payroll management, particularly for remote workers. Outsourcing payroll or partnering with local firms provides reliable, compliant solutions.

Payroll Components

Minimum Wage

As of January 1, 2024, the national hourly minimum wage in Germany is set at 12.41 EUR. For 2023, mini-jobs have an earnings limit of 520 EUR per month, and midi-jobs are capped at 2,000 EUR. Industry-specific collective bargaining agreements may stipulate different minimum wage rates.

Working Hours

The standard working week in Germany is 40 hours, typically divided into 8 hours per day. The workweek can extend up to 48 hours, with daily work capped at 10 hours, provided that over a six-month or 24-week period, the average does not exceed 8 hours per day.

Overtime

Overtime must adhere to the maximum working hours defined in the employee's contract or collective agreement.

• There are two main types of overtime in Germany:

Mehrarbeit: Refers to working hours that exceed the 48-hour weekly limit (8 hours per day for a 6-day workweek) as per the Working Hours Act. This can extend up to 10 hours per day if the average working hours over six months remain at 8 hours per day.

Überstunden: Any hours worked beyond the agreed contractual hours, which must be compensated accordingly.

Social Security 

Germany's social security system requires contributions from both employers and employees to fund essential services such as health insurance, pension, and unemployment benefits:

Employer Contributions

• Health Insurance (KV): Employers contribute 7.30% of the employee's salary, up to a monthly cap of 5,175.50 EUR. An additional 0.85% may be added depending on the employee's chosen insurance plan.
• Pension Insurance (RV): A contribution of 9.30% is applied on salaries up to 7,550 EUR per month (7,450 EUR in eastern states).
• Unemployment Insurance (AV): Employers contribute 1.30% on salaries up to 7,550 EUR monthly (7,450 EUR in eastern states).
• Long-term Care Insurance (PV): A standard rate of 1.70% applies to employees with one child. In Saxony, the rate is slightly lower at 1.025%. For employees aged 23 and older with no children, this increases to 1.775%.
• Disability, Maternity, and Insolvency Insurance: A combined contribution of 0.64% covers various insurances, with rates subject to change depending on the employing entity.
• Accident Insurance: Employers are required to contribute 1.50%.

The total cost for employers can be up to 20.82% of an employee’s gross salary.

Employee Contributions

• Health Insurance (KV): Employees contribute 7.30% of their salary, up to a cap of 5,175.50 EUR per month, plus an additional 0.80% based on their chosen insurance plan.
• Long-term Care Insurance (PV): The rate varies by family status and region, typically ranging from 1.70% for employees with one child to 2.30% for those without children. In Saxony, the rate is 1.025%.
• Pension Insurance (RV): Employees contribute 9.30% on salaries up to 7,550 EUR monthly (7,450 EUR in eastern states).
• Unemployment Insurance (AV): A 1.30% contribution is required on salaries up to 7,550 EUR monthly (7,450 EUR in eastern states).
• The total employee contribution ranges from 21.225% to 31.825% of their gross salary.

Sick Days

Eligible employees (those who have been employed for four weeks before starting sick leave) are entitled to sick pay of 100% of the regular income for up to six weeks (Entgeltfortzahlung bei Krankheit oder Kur). After six weeks, the health insurance fund (Krankengeld) pays between 70% and 90% of the regular salary, based on the insured employee’s fund level, for up to 78 weeks in three years for incapacity caused by the same illness, calculated from the first day of sickness.

The employee must inform the employer of their incapacity for work and the anticipated duration of the incapacity as soon as possible. If an illness lasts longer than three days, an employee must submit a doctor’s certificate no later than the following working day. From 2023 onwards, working incapacity certificates will be digital and transmitted electronically by the doctor.

Employee Income Tax Rates

Income Tax Rates for Single Persons

• 0.00%: No tax is levied on annual income up to 10,908 EUR.
• 14.00%: Annual income from 10,908 EUR to 62,809 EUR is taxed at 14%.
• 42.00%: Income between 62,810 EUR and 277,825 EUR is taxed at 42%.
• 45.00%: For income exceeding 277,826 EUR, the tax rate is 45%.

Income Tax Rates for Married Couples Filing Jointly

• 0.00%: No tax on joint annual income up to 21,816 EUR.
• 14.00%: Joint income from 21,817 EUR to 125,620 EUR is taxed at 14%.
• 42.00%: Income from 125,621 EUR to 555,652 EUR is taxed at 42%.
• 45.00%: For joint income exceeding 555,652 EUR, the tax rate is 45%.

Church Tax

The church tax applies to those who declare themselves as Protestant, Catholic, or Jewish upon registration in Germany. The tax office collects this on behalf of religious organizations. The church tax is set at:

• 8% in Bavaria and Baden-Württemberg.
• 9% in all other federal states.
• If no religion is declared, there is no church tax liability.

Solidarity Surcharge

A solidarity surcharge of 5.5% is levied on income tax if it exceeds:

• 18,130 EUR for single or separately assessed taxpayers.
• 36,260 EUR for married couples or those filing a joint tax return.

This surcharge is designed to support economic development in Germany’s eastern regions.

Find the Best Germany talent for Your Business Today

To attract the best talent in Germany, focus on key skills that are in high demand, such as expertise in software development, data analysis, and international business management. Gloroots simplifies this process by ensuring compliance with Germany labor laws and providing comprehensive payroll management solutions. Our proficiency in risk management, seamless onboarding, and efficient payroll integration allows businesses to concentrate on growth, while we handle the complexities of payroll and talent acquisition effortlessly.