Report an employee's start of employment (Belgium)

Note:

This procedure applies if you have activated Belgium (functionality).

When the employee enters employment, you need to record the contractual arrangements between the employee and the employer. If you are recording a temporary employment, Profit also records an end date with all of the data. If an employee has entered employment, you can manage the associated data in Profit HR and deliver the employee data to the employers' social-accounting secretariat via Profit Payroll.

You can only report an employee's start of employment if they do not currently have a valid employment:

Employees who have not yet been employed.
Employees who have been employed in the past (the employment ended yesterday or earlier).

You can also automatically start reporting a person as employed when adding a new employee.

To report an employee's start of employment:

Go to: HR / Employee / Employed.
Profit shows a view with employees without a valid contract. These are new employees and employees that have the Employment end date completed in the most recent contract.

Note:

This step is skipped if Profit launches the Start of employment wizard after adding a new employee.
Select the employee.
Click on: Next.
Enter the contract data:
1. Enter the Contract start date.
2. Complete the remaining fields. Choosing the correct CLA/term of employment and employer is very important here.
  If the employee has a temporary contract, then Profit calculates the end date of the contract automatically.
3. Select Institution registration, Entering service or Other reasons for Reason employed, for the 'GMA' file for 'PGGM'.
Enter the data for the periodic increase in the wage scale, if the wage scale is configured for this.
For more Information, please refer to enter the period for a periodic increase.
Use the Periodic action if you are using wage scales. If you use this action, Profit automatically assigns the new steps to the employees. For example, if you are using steps based on age in a wage scale, Profit automatically assigns a new age step to the employee if the employee's birthday falls in the current period. If you are using steps based on years of service, Profit assigns a new step in the period in which a new year of service starts.

If Profit assigns a next step to the employee, a new salary line is created for the employee.

For granting a periodic increase, two settings are important:
- Employer
  You determine in which period the changes should be made. You can choose between the current and the next period. This way you specify if a salary increase for an employee is applied, for example, in the period of the employee's birthday or in the period following that period.
- Employee
  For the employee, you can determine the period in which Profit assigns the new periodic increase. The configuration of this depends on the configuration of the wage scale.
Example:

The employee is 17 years old and falls in step 0.0. That means the salary is 922.11. If you do not enter a period for the next increase, the salary changes to 1,076.38 when the employee turns 18.

If you do enter a period for the next increase, the step in which the employee falls changes to step 1. In this case, the salary changes to 1,452.32.

For as long as the employee must remain in step 0, you do not enter a next increase period.

Example:

The employee comes under function group 40 and step 1. That means the salary is 2,044.98.

If you do enter a period for the next increase, the step in which the employee falls changes to step 2. In this case, the salary changes to 2,172.33.

Note:

Your wage scale contains a number of period lines that have a specific effective date. This effective date can be during a period. The wage calculation depends on the use of the weighted period calculation in the properties of the CLA:
- Weighted period calculation is applied
  If the Apply timetable in Payroll check box in the properties of the employee is selected, Profit calculates until the effective date using the old value; from the effective date Profit uses the new value.
- Weighted period calculation is not applied
  If the Apply timetable in Payroll check box in the properties of the employee is not selected, Profit applies the periodic increase for the employees from the first day of the period. In that case, no prorated calculation takes place.
For example: The new period line in the wage scale is effective from October 1. If you use four-weekly salary processing, this is not the first day of a period. This date is in period 10 and this period starts on September 7.

To grant a periodic increase:

In this example you grant the periodic increases for the current month for
1. Go to: HR / Payroll / Salary processing cockpit.
2. Open the view: Salary processing plan (actual).
  More information: views in the salary processing cockpit
  The Salary processing cockpit provides the following views:
  - Payroll processing plan (all)
    This view shows all periods for all employers. In this view, you therefore also see the periods already processed.
  - Salary processing plan (actual)
    This is the default view. This view shows, for all employers, the last unprocessed or provisionally processed (correction) period. If you have already added periods for the next year, you also see period 1 of that year in the view.
  - Payroll processing plan (previous)
    This view is based on the Salary processing cockpit (current) view but only displays the last approved period. Using this view, you can quickly find the last approved period and then print the corresponding overviews.
  - Payroll processing plan (current + last approved)
    This view is based on the Salary processing cockpit (current) view and additionally displays the last approved period. You can use this view when you are processing an employer. Once a period has been approved, it disappears from the Salary processing cockpit (current) view. You can use this view for the actions that must be performed after the approval.
1. Open the view: Payroll processing plan (current + last approved).
  This view is based on the Salary processing cockpit (current) view and additionally displays the last approved period. You can use this view when you are processing an employer. Once a period has been approved, it disappears from the Salary processing cockpit (current) view. You can use this view for the actions that must be performed after the approval.
2. Select the period line for the current month for with the status Not processed.
1. Select the period line. The period line must have the Not processed status.
2. Click on the action: Periodic.
  Profit reports that the task has been queued. While the task is being performed in the queue, you can continue to work.
  
  For more information on the queue, click here.
3. Click on: OK.
4. Click on the action: Queue.
5. Open the view: Queue.
  If the task has been completed successfully, it appears in this view.
6. Select the task.
7. Click on the action: Task information.
  You see the employees for whom a periodic salary change will be made, including the old and new scale and step.
8. Close the view.
Note:

If Profit does not increase the step for an employee (while that should happen) after you have performed the Periodic action, check whether the combination of wage scale and job type is present in the CLA.

It is also possible that the employee has reached the highest step in a scale. In this case Profit reports that scale and step no longer match. However, you can still process the employee.

See also
- Configure wage scales
- Record an employee's wage scale
1. Enter the period of the next periodic increase in Period number periodic. In Education, this is period 8 by default.
  Profit automatically determines the period number and displays it in Period next increase (format yyyypp).
2. In Repeat after (periods), enter after how many periods the employee is given a new periodic increase. In Education, the default is 12.
Click on: Next.
Select the organisational unit and the job of the employee.
You can only choose jobs that are available at the employer. If the job is not available at the employer, you can add it straight away.

If you select a position, Profit copies the corresponding job and organisational unit. Profit also copies the cost centre and cost unit, if you are using cost centres and units.
Select the Multi-school function check box if this concerns a multi-school job. This is only applicable if you have activated the Education functionality.
If the check box is selected by default, this has been configured at the employer level.
Click on: Next.
Record the timetable. You have the following options:
- Select the default timetable (from the CLA/term of employment).
- Specify the working hours per day and the breaks.
  If this is not possible, delete the default timetable and deselect the Variable work pattern andVariable pattern in work timetable check boxes.
- If an employee does not have fixed working hours, select the Variable work pattern check box. Enter the number of hours and days per week. If possible, also select the check boxes for the working days. In the case of a zero hours contract you enter 0 hours and 0 days.
- In case of a work timetable, select the Variable work pattern and Variable pattern in work timetable check boxes. Always enter the number of hours per week. Click on: Next. Select the timetable cycle and starting week.
Click on: Next.
Select the Salary type; this determines which fields you need to complete for this step.
Select the period table.
The period table determines the periods for processing the wages, for example per month, per four weeks or per week.

In the employer's properties you can record a preferred value for the period table.
Enter the salary if you have selected Hourly wage or Fixed salary.
If you have opted for a scaled salary, complete the following steps:
1. Select the job grade, if you are using job grades.
2. Select Wage scale type and Wage scale.
  You can only select data that corresponds with the selected Period table. Furthermore, the CLA type of the wage scale must match the CLA type of the employee's CLA.
3. Select the step in the wage scale.
  The step depends on the age the relevant employee has reached on the start date of this salary line (that is, not the age reached on the current date). If, because of his age, the employee still falls in an age step, then only this step is displayed. If an employee falls outside the age steps, the service year steps appear.
  
  If you cannot select the step, make sure that the steps have been added to the wage scale, including the validity period of the wage scale.
4. If required, enter an allowance. Select the Allowance % check box, if you want to record a percentage. If not, record an amount.
In the case of full-time and part-time workers, select Scale salary or Fixed salary. For other employment types select Scale hourly wage or Hourly wage.
Click on: Next.
Enter the number that the employers' social-accounting secretariat has assigned to the employee.
Select the contract category.
Select the duration of the contract in Fixed-term contract.
Select the employment in Full-time/part-time.
Enter the end date of severance pay.
Determine whether the employee is subject to occupational medicine.
Select the Group insurance check box, if it is applicable for the employee.
If you select this check box, also complete the other fields related to group insurance.
Click on: Next.
Determine whether 'RSZ' applies.
Determine whether Subject to spec. soc. benefits applies.
Click on: Next.
Select the code in Code % of options.
Enter the percentage that applies in % OF OPTIONS IN SHARES.
Click on: Next.
Profit displays the agencies to be recorded.

You cannot select the agencies that are not available at the employer level. You first need to add the agencies to the employer. Agencies that are relevant for all employees are automatically included by Profit. You cannot undo this selection.

If an agency has an end date at the employer level, then after the end date you cannot select this agency at the employee level any more. However, if you still want to add the agency, you can specify the required code manually.
Click repeatedly on: Next. Now you need to complete the windows with the additional information for the agencies.
Enter the Bank data. You use a separate wizard for this because Profit saves bank account numbers in a central table of bank account numbers.
1. Deselect the Cash payment check box.
2. Click on: New.
3. Enter the country code and the bank account number.
4. Select the Bank type.
5. Click on: Next.
6. Click on: Finish.
Click on: Finish.