Social security notification: obligation and deadline

In nine sectors of the economy, employment must be reported before the first task is even carried out. The immediate notification takes minutes to file — failing to do so can cost up to €25,000.

What is the immediate notification (Sofortmeldung)?

The immediate notification under section 28a(4) SGB IV is an additional report to the data office of the pension insurance authority, which must be submitted by the time employment begins at the latest. It does not replace the regular registration for social security with the health insurance fund, but comes on top of it.

Construction, hospitality and cleaning staff are digitally reported before work starts — In covered sectors, the immediate social-security notification must be filed no later than the start of employment.

Sectors affected

Construction industry
Hospitality and accommodation sector
Passenger transport sector
Freight forwarding, transport and related logistics sector
Fairground and travelling-show sector
Forestry businesses
Building cleaning sector
Businesses involved in setting up and dismantling trade fairs and exhibitions
Meat industry, as well as the prostitution sector and the security and guarding sector

What matters is the focus of the business's actual activity, not the entry in the commercial register.

Content and deadline

Item	Explanation
Surname and first name	as shown on ID
Insurance number	alternatively date of birth, sex, place of birth
Employer's company number (Betriebsnummer)	issued by the Federal Employment Agency
Date employment begins	date of the first working day

The notification is submitted electronically via a certified payroll accounting program or an input aid such as sv.net or the SV-Meldeportal — at the latest by the time employment begins, i.e. before the first working shift.

Obligation to carry ID

In sectors subject to the immediate notification requirement, employees must carry a valid form of identification while working. The employer must inform them of this in a demonstrable way and retain proof of that notice for the duration of the employment.

Customs officer checks a construction worker’s identity document — Workers in certain sectors must carry valid identification at work and show it on request.

Sanctions

A missing, late or incorrect immediate notification is an administrative offence and can be penalised with a fine of up to €25,000. In checks carried out by customs (the Financial Control Unit for Undeclared Work, Finanzkontrolle Schwarzarbeit), it is one of the first things examined, because it can be cross-checked immediately.

Practical checklist

Is the company number available and up to date?
Is the reporting software or portal access set up and tested?
Are the employee's master data complete before the first working day?
Is the transmission log saved?
Has the notice about carrying ID been handed over in writing?
Has the regular social security registration been completed within six weeks?

It is best to have the written notice on the obligation to carry ID countersigned — or send it formally, so that receipt is documented.

Checklist before the first shift

Check whether the business belongs to a covered sector.
Collect name, insurance number or birth details.
Submit the electronic notification with reason code 20.
Inform the worker in writing about carrying identification.
Submit the regular registration on time afterwards.

Document corrections

Cancel an incorrect immediate notification and submit a new one. Keep transmission reports, cancellation and employee notice together.

Create the employee notice in the letter editor.