Legal Templates
Employee Declaration Form

Employee Declaration Form for Germany

Employee Declaration Form Template for Germany

A comprehensive employee declaration form compliant with German labor law requirements, designed to collect and document essential employee information, tax classifications, social security details, and various statutory declarations. The document ensures compliance with German employment regulations, including the Civil Code (BGB), Data Protection Law (DSGVO), and Social Security Code (SGB), while facilitating proper payroll administration and personnel record-keeping. It serves as a formal record of employee-provided information and acknowledgments required for employment administration in Germany.

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What is a Employee Declaration Form?

The Employee Declaration Form is a crucial document used at the commencement of employment relationships in Germany, and may be updated periodically during employment. It serves multiple purposes including gathering essential personal information, tax and social security details, emergency contacts, and various statutory declarations required under German law. The form ensures compliance with various German regulations including the Civil Code (BGB), Data Protection Regulation (DSGVO), and Social Security Code (SGB). It is typically completed by new employees during the onboarding process and maintained as part of the employee's personnel file, forming the basis for payroll processing, benefits administration, and statutory reporting requirements. The document must be regularly reviewed and updated to reflect changes in personal circumstances or legal requirements.

What sections should be included in a Employee Declaration Form?

1. Personal Information: Basic employee details including full name, date of birth, address, and contact information

2. Tax Classification: Tax-related information including tax ID, tax class, religious denomination for church tax, and children allowances

3. Social Security Information: Social security number, health insurance provider, and related social security declarations

4. Emergency Contact Details: Contact information for emergency situations

5. Bank Account Information: Banking details for salary payments

6. Data Protection Declaration: Employee's acknowledgment and consent regarding the processing of personal data according to GDPR

7. Confirmation and Signature: Employee's confirmation that all provided information is accurate and complete, with date and signature fields

What sections are optional to include in a Employee Declaration Form?

1. Additional Qualifications: Section for listing relevant professional qualifications, certificates, and licenses - used when tracking professional development is required

2. Vehicle Authorization: Declaration regarding company vehicle usage and driver's license information - included when the position involves driving responsibilities

3. IT Systems Access: Declarations regarding IT systems access and usage policies - relevant for positions requiring system access

4. Health Information: Special health-related declarations - only included when legally required for specific job functions

5. Working Time Model: Declaration of preferred working time model if flexible options are available - used when the company offers flexible working arrangements

What schedules should be included in a Employee Declaration Form?

1. Privacy Notice: Detailed information about how the employee's personal data will be processed, stored, and protected

2. Tax Information Sheet: Additional information about tax classifications and implications

3. Document Checklist: List of required documents to be submitted with the declaration form

4. Company Policies Acknowledgment: List of company policies the employee needs to acknowledge

5. Benefits Election Form: Forms for selecting various company benefits and insurance options

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

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Jurisdiction

Germany

Publisher

Genie AI

Document Type

Declaration Form

Sector

Compliance

Cost

Free to use
Clauses
Personal Information Declaration
Tax Classification Declaration
Social Security Declaration
Data Protection Consent
Emergency Contact Authorization
Banking Information Consent
Document Authenticity Declaration
Information Update Obligation
Health Insurance Declaration
Religious Affiliation Declaration
Family Status Declaration
Additional Employment Declaration
Company Property Acknowledgment
IT Systems Usage Consent
Photo Usage Consent
Working Time Declaration
Benefits Election
Contact Information Accuracy
Personnel File Consent
Signature and Confirmation
Relevant Industries

Manufacturing

Technology

Financial Services

Healthcare

Retail

Professional Services

Education

Construction

Hospitality

Transportation

Energy

Telecommunications

Public Sector

Non-Profit

Media and Entertainment

Relevant Teams

Human Resources

Payroll

Legal

Compliance

Finance

Administration

Employee Relations

Personnel Management

Data Protection

Relevant Roles

HR Manager

HR Director

Payroll Manager

HR Administrator

HR Business Partner

Compliance Officer

Data Protection Officer

Personnel Administrator

HR Coordinator

Recruitment Manager

Benefits Administrator

HR Operations Manager

Employee Relations Manager

HR Specialist

Chief Human Resources Officer

Industries
Bürgerliches Gesetzbuch (BGB): German Civil Code, particularly Sections 611-630, which govern employment relationships and basic contractual obligations between employers and employees
Datenschutz-Grundverordnung (DSGVO): General Data Protection Regulation (GDPR) implementation in Germany, governing how personal employee data must be collected, processed, and stored
Einkommensteuergesetz (EStG): German Income Tax Act, which regulates tax declarations and classifications that employees must provide to their employers
Sozialgesetzbuch (SGB): German Social Security Code, particularly regarding social insurance declarations and classifications
Betriebsverfassungsgesetz (BetrVG): Works Constitution Act, which may require works council consultation regarding employee declaration forms
Allgemeines Gleichbehandlungsgesetz (AGG): General Equal Treatment Act, ensuring non-discrimination in employment-related documentation and processes
Nachweisgesetz (NachwG): Evidence Act, which specifies what information employers must document regarding employment relationships
Bundesurlaubsgesetz (BUrlG): Federal Leave Act, relevant for vacation entitlement declarations and tracking
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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