Would you like to generate an employment certificate for an employee? This article explains where and how to create it.
An employment certificate is required when a social security–liable employment relationship ends and the former employee applies for unemployment benefits. The employer is required to issue and submit the employment certificate to the Federal Employment Agency. However, this obligation only applies if it is explicitly requested by the (former) employee or the Federal Employment Agency.
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In the headline menu, go to Notification and select Certificates.
A list of all previously created certificates will be displayed (if available).
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To create a certificate, click Add. You can choose from the following certificate types:
- Employment certificate (Section 312 SGB III)
- EU employment certificate (Section 312a SGB III)
- Secondary earnings certificate (Section 313 SGB III)
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After selecting Employment certificate (Section 312 SGB III), a new form will open.
In Step 01: General, select the relevant employee. You can also specify whether the transmission period for earnings data should be extended to a maximum of 24 months.
Important
The employee must already be terminated, meaning a termination date must be recorded and payroll must have been submitted for the termination month.
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Click Next to open Step 02 Employee. The Data is prefilled.
Since the system pulls data from the employee profile, ensure that all information is correct and complete.
If the certification period has not been fully processed in the system (e.g., due to a system change), a system message will be displayed.
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Enter or review the required information in the following steps:
- Step 03: Working time
- Step 04: Termination
- Step 05: Contract duration
- Step 06: Notice of termination
- Step 07: Notice period
- Step 08: Additional benefits upon termination
Many fields are prefilled by the system; additional required fields must be completed manually.
The form is dynamic, meaning fields may change depending on your input.
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In the final step, click Submit. A confirmation message will appear indicating that the certificate has been submitted.
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The certificate will be available under Certificates > Outgoing. Click the certificate to view notification details or use the three-dot menu to download the notification certificate.
Notice
The system does not allow duplicate certificates with identical data to be submitted. A system message will be displayed in this case. If corrections are required, you can create and submit a new certificate with updated information.
Important
The last month to be certified must always be complete. Partial months are included up to the last fully processed payroll period.
If an employee is both onboarded (or migrated into the system) and terminated within the same month, no complete payroll period exists and the certificate cannot be generated. In this case, the certificate must be created via the previous payroll system or the social insurance reporting portal.