DaBPV Procedure: What SAP HCM Users Need to Know Now

The long-term care insurance sector is facing a digital revolution. Starting July 1, 2025, the new DaBPV procedure (Data Exchange for Contribution Differentiation in Long-Term Care Insurance) will take effect, bringing significant changes to payroll processing. For companies using SAP HCM in particular, this requires a fundamental adjustment of reporting processes.

What is behind the DaBPV procedure?

The Federal Central Tax Office (BZSt) is introducing a fully digital reporting procedure as the registry authority. In the future, employers will need to electronically submit information about their employees’ parental status and number of children—a task that will have a direct impact on the SAP HCM system landscape

The key changes for HR managers

Registration requirement and automatic subscription system

This becomes particularly relevant for HR departments: registration for the DaBPV procedure is mandatory. By registering, an automatic subscription system is established. Specifically, this means that employers are actively informed by the system of any changes in employees’ family situations. The subscription only ends when it is actively canceled.

Observe critical deadlines

Registration must be completed no later than the December 2025 payroll. Missing this deadline risks complications in payroll processing. The system’s feedback automatically triggers a retroactive calculation from the procedure’s start on July 1, 2025—an aspect that must be appropriately considered in the SAP HCM configuration.

New Future Data Function

The new procedure goes beyond traditional reporting: feedback via the DRSV server already includes future-dated data. A practical example illustrates the significance:

  • From 01/07/2025: 3 children
  • From 01.03.2029: 2 children
  • From 01.11.2032: 1 child
  • From 01/05/2037: 0 children

This forecast enables precise contribution calculation over the years and requires corresponding adjustments in the SAP HCM master data.

Existing cases: The transition from the simplified procedure

Many HR departments have relied on the simplified verification procedure until now. Between July 1, 2023, and June 30, 2025, the number of children was still recorded manually, which often made it a time-consuming task in day-to-day HR operations.

From July 1, 2025, even these existing employees must be reported using the new digital procedure. For SAP HCM users, this means systematically transferring all relevant personnel data into the new system.

Practical tip: If historical data is required, it can be accessed from the Federal Central Tax Office (BZSt) through a historical request – a valuable feature for streamlining data maintenance in SAP HCM.

Important distinction: Tax children vs. social security (PV) children

This is a common pitfall: The reporting of the number of children is done for tax purposes. Since ‘tax children’ and ‘social security (PV) children’ are defined differently, discrepancies can occur between the system records and the actual situation. HR teams should ensure that this distinction is properly documented in their SAP HCM processes.

Recommended actions for SAP HCM users

The implementation of the DaBPV procedure requires a strategic approach:

  • System preparation: Check your SAP HCM configuration for compatibility with the new reporting requirements. The interfaces to the DRSV server must function smoothly.
  • Ensure data quality: Use the time before implementation to clean up and complete your personnel data. In particular, information regarding parental status should be up to date and accurate.
  • Adjust processes: Develop new workflows to handle the automated reports. Integration into existing SAP HCM processes should be carefully planned.

Conclusion: Leverage the opportunities of digitalization

The DaBPV procedure marks a turning point in personnel management. While the transition initially requires effort, digitalization offers significant long-term benefits: fewer manual tasks, higher data quality, and automated processes sustainably ease HR work.

For SAP HCM users, the key to success lies in early and systematic preparation. Those who act now can seamlessly integrate the new capabilities into their existing system landscape.

Do you need support with SAP HCM integration of the DaBPV process? Our experts will be happy to advise you on technical implementation and process optimization.