written by
Maarten Decroos

8 common issues with personnel administration your payroll consultant wants you to avoid

Payroll 6 min read

When you want to employ people to work for your business, you're legally required to have the correct paperwork or personnel administration in place. Your payroll consultant can help you with many of these administrative tasks and can even complete some of these independently. If they want to do that, they will have to be informed in time and have access to the right data. We went and checked with payroll consultants at besox and WijHelpen to find out what are some of the most common issues around personnel administration, and how can you avoid these in the future.

jouw dossierbeheerder als payroll partner
Your payroll consultant wants to help you run a correct personnel administration and a timely payrol.
To do that they will need your help!

1. DIMONA and the minimum period of employment

With every entrance and/or exit of an employee, a DIMONA (Déclaration Immédiate) has to be drafted before the start of employment and submitted. Keep in mind that there is a minimum period of 3 hours employment. The only exception to this rule is when it concerns the cleaning of public spaces. In the catering business they can also go below this minimum threshold because of a special ruleset. The employer can file a motion to the president of the appropriate Joint Committee. This is then communicated this a special advice group concerning deviations, who will deliberate your case.

2. Don't wait till the end of the month to communicate the required data around new employees.

At most companies the end of the month signals the time when wages are calculated and subsequently paid out. Data such as the performed activities or approved time off, has to be communicated with your payroll consultant so they can start the wage calculations for a timely and correct payout.

This means you shouldn't wait until the end of the month to communicate data of new employees to your payroll consultant! This way your payroll consultant can check up on changes and input them in the personnel file to start payroll calculations. Your also not the only one who wants to see their wages processed and paid out for the end of the month. Obviously there isn't much you can do when the signing of a contract coincides with the end of the month. But a correct and timely payroll payout does require a bit of teamwork. :)

3. Submit all known changes in the workforce together

Your payroll consultant is your go-to person for payroll processing and personnel administration, but they're responsible for other companies as well. That's why its best to compile all personnel changes in one overview and communicate this as a whole. This way the payroll consultant doesn't have to shift between different company folders to submit every personnel change that comes their way. When everything is communicated in one message, it will reduce the margin for mistakes for both parties.

The best alternative for this problem, is that the software of the payroll provider makes it easy for companies to manage this information and change it. That's why payroll providers besox and Wijhelpen have chosen to use Officient software to make sure all things related to payroll and personnel administration can be solved with intuitive software.

4. If you draft your own contracts as an employer, make sure to deliver a copy to your payroll consultant ASAP.

As an employer you can draft your own contracts such as a labour agreement or the company labour policy. You obviously have to fulfill the requirements for the type of contract you're drafting for it to be legally valid. Payroll providers generally offer the possibility to draft contracts for you, or to deliver a template which you can fill out with the correct information yourself.

If you do decide to draft your own contracts, then make sure to always deliver a copy of these labour contracts to your payroll consultant. Do this as soon as the document has been approved and signed. This is because if your payroll consultant wants to perform payroll calculations for your company, it will need certain data from this document. Information such as the composition of the wage package or which hourly/ weekly/ monthly schedule this new employee is bound too.

5. Working through a flexi-job can be advantageous. Don't forget to agree on an outline agreement and to execute the required DIMONA in time.

Since 2015 there's a new kind of working agreement possible for the catering industry: the flexi-job. This new statue is an initiative by the government to offer an alternative for undeclared labour. Take note: you're only eligible for this new statute of you have been working at least 4/5ths for the last 3 quarters. Starting from 2018, this new type of statute will also be possible in the retail industry, and retired people will be able to work legally under this statute as well. To make sure your payroll processing goes off without a hitch, its important to communicate the outline agreement, with an accurate description of required and agree upon work terms, towards your payroll consultant. Don't forget that flexi-workers also require a DIMONA to be drafted upon signing of the outline agreement.

6. The performance metrics you submit for employees, should be consistent with the submitted DIMONA's.

If you want to compensate an employee for the performance they give towards your company, you have to make sure that this person has been officially registered by means of a DIMONA. Be sure to check when communicating these performance metrics, that they are consistent with submitted DIMONA's and are thus officially working for your company. This is especially important in businesses and sectors where there is a lot of fluctuation around the total workforce due to the nature of their business.

7. Every joint committee has different terms regarding ecological and meal vouchers.

Meal vouchers and ecovouchers are two well-known fringe benefits which are absent of taxes and societal contributions. Be careful, between different joint committees the terms concerning granting these advantages can differ. A white-collar worker onder the joint committee pc 200 can receive up to a maximum of € 250 in ecological vouchers from their employer for a full working year. If we compare this to blue-collar workers in the construction sector (governed by pc 124), we can see they are capped at a maximum of €100 every year.

8. Holiday pay for a blue-collar worker is taken care off a designated holiday fund. For white-collar workers this is taken care off by the employer or their payroll provider.

In the private sector all employees are entitled to holiday pay, but the manner how as well as the parties responsible for carrying this out, differ for blue-and-white collar workers. As a white-collar worker your employer is responsible for calculating and paying out holiday pay, which means their payroll provider will take care of it.

For blue-collar workers the holiday pay is calculated by a holiday fund, which takes care of the calculations and subsequent payout. There are different vacation funds depending on which sector you are working in (you can find an overview here). Should a problem arise regarding holiday pay, it's useful to know which party you could reach out to.

A big thank you to the payroll consultants at besox and Wij Helpen for lending their coöperation and supplying us with this information..

Transparancy Personnel administration besox wijhelpen Performance
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