Previously, wage tax certificates were sent in paper form after the end of a calendar year or in the event of an employee leaving the company after termination of employment. This procedure will be replaced with immediate effect by the electronic provision of these statements.

The procedure for the electronic provision of wage tax statements was developed in cooperation between IT services, Division 2 - Payroll Department, the Data Protection Officer and the Staff Council.

After the end of a calendar year, employees' wage tax certificates are generated electronically within a reasonable deadline and stored in an electronic archive.

In the case of employees who leave the company before the end of the calendar year, this takes place after they have left the company.

As with the provision of electronic payslips, every employee for whom a wage tax statement has been created will receive a personally addressed email informing them of this:

• The email contains a link that takes the employee directly to the portal. In the portal, the employee logs in to their personal account by entering their user name (in the form abcd1234 ) and their personal password.
• For security reasons, the employee's personal password must be entered again after opening the screen.
• After logging in, the employee is shown the wage tax statements provided for him/her under the "Wage tax" button (see Figure 1).
• Click on a wage tax statement to open it.
• In addition to opening it, the employee can also save the wage tax statement to another location, print it out or delete it.

If the system cannot detect any user activity for five minutes, the user's session is automatically terminated by the system.

It can then only be restarted by re-entering the user name.

Note:
In addition to the link in the email personally addressed to the employee, employees can also access the portal via a corresponding button on the Division 2 website (dezernat 2/personalabrechnung/service) and via Stud.IP (profile - tab "Personalabrechnung"), where they can log in as described above.

If employees leave the employment relationship, they will continue to have access to their data. Only when the former employees request the deletion of their user account with IT services will the stored proofs also be deleted. If a person leaves the University of Oldenburg as an employee and does not use their IT account for a period of 180 days, the account and all their documents will be deleted.