Payroll Invoice Template for Denmark

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Payroll Invoice

Document background

A Payroll Invoice is a fundamental document in Danish employment relationships, used to formally document and process salary payments while ensuring compliance with Danish tax and employment regulations. This document is essential for both employers and employees as it provides a detailed record of compensation, including base salary, allowances, overtime, and statutory deductions such as income tax and labor market contributions. The document must comply with Danish Bookkeeping Act (Bogføringsloven), VAT Act (Momsloven), and other relevant legislation. It serves multiple purposes including payroll documentation, tax reporting, and audit trail maintenance. The payroll invoice is particularly crucial for organizations operating in Denmark as it helps demonstrate compliance with local employment laws and facilitates accurate financial record-keeping.

Suggested Sections

1. Invoice Header: Contains essential invoice identification including unique invoice number, date, and 'Payroll Invoice' designation

2. Parties: Details of both employer and employee, including company registration numbers, VAT numbers, and contact information

3. Payment Details: Bank account information, payment terms, and due date in accordance with Danish payment regulations

4. Salary Period: Clear specification of the time period for which the salary is being paid

5. Basic Salary Information: Base salary amount and rate (hourly/monthly)

6. Mandatory Deductions: Tax deductions, labor market contributions (AM-bidrag), and other mandatory withholdings

7. Net Amount: Final payable amount after all calculations and deductions

8. Legal Declarations: Standard statements regarding tax compliance and payment terms as required by Danish law

Optional Sections

1. Overtime Calculations: Used when overtime hours are worked during the period, showing rates and hours

2. Holiday Pay Calculation: Include when holiday pay needs to be separately specified according to Ferieloven

3. Bonus Payments: When additional performance-based or other bonus payments are included

4. Expense Reimbursements: When claiming work-related expenses with appropriate documentation

5. Pension Contributions: When employer pension contributions need to be specified

6. Benefits in Kind: When non-monetary benefits need to be reported and valued

7. Special Allowances: For additional payments like transportation allowance or phone compensation

Suggested Schedules

1. Schedule A - Time Sheet: Detailed breakdown of hours worked, including regular hours, overtime, and absences

2. Schedule B - Deductions Breakdown: Itemized list of all deductions including tax calculations and other mandatory withholdings

3. Schedule C - Expense Details: Itemized list of reimbursable expenses with required documentation

4. Schedule D - Year-to-Date Summary: Cumulative earnings and deductions for the current tax year

5. Appendix 1 - Tax Card Information: Copy or reference to the employee's tax card information

6. Appendix 2 - Benefits Calculation: Detailed calculation of taxable benefits and their monetary value

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