‘Vervangingsfonds’ declaration file

In Profit, you can generate the declaration file and the comment file for the 'Vervangingsfonds'.

There are far fewer employees in the declaration file than in the premium files. Not every employee is substituted each period. The 'Vervangingsfonds' checks whether the amount claimed is more or less correct using the date fields and the extent of the replacement.

Description

For each delivery period, you can only deliver one declaration file. When you generate the declaration file, Profit includes all corrections for the delivery period as well as any corrections to the preceding periods.

Note:

The 'Vervangingsfonds' and 'Participatiefonds' must have received the premium files and the declaration file before the first of the subsequent month.

The declaration file is a digital delivery to the 'Vervangingsfonds' in which the costs of the substitutes are declared.

An employee is included in the declaration file and the comment file if the following conditions are met:

• An absence or leave entry is linked to the employment of the employee.
• In the linked leave entry, the 'VF' absence reason field has a valid value.
• In the linked absence entry, the Type of absence field has a valid value.
• The substitute has a substitute employment for which the Declare to 'Vervangingsfonds' check box has the Yes value.
• The 161.179.500 'Declaratiebedrag' wage component for the substitute has a value in the wage processing.

  Note:

  We recommend to link a specified time table to both the employees being substituted for and the substitutes. For employees with a variable work pattern, in some cases assumptions are used for calculating the premiums when the declaration file is created.

Leave entry and absence entry

You specify a leave or absence entry that is eligible for substitution on the first timetable day. If you fail to do this, the absence start date will be completed incorrectly in the declaration file. According to the 'Vervangingsfonds' the absence start date is the first date on which the employee was supposed to be working, but was prevented from doing so.

'Bevordering Arbeidsparticipatie Ouderen (BAPO)'

If a sick employee enjoys 'BAPO' and has an FTE/work time factor of 1.0000, the extent of the absence in the declaration line is also 1.0000. Thus, the 'BAPO' hours do not play a role in determining the extent of the absence. For the substitute the actual and declarable scope of the substitution are specified on the declaration line. In case the absent employee is subject to the 'BAPO', therefore the FTEs exclusive of the 'BAPO' hours should be specified for the scope of the substitution.

If the substitute is also subject to the 'BAPO', you should take the following into account:

• The 'BAPO' hours of the substitute cannot be charged to the 'Vervangingsfonds'.
• As long as the scope of the substitution is not greater than the scope of the absence, the FTEs of the substitute including the 'BAPO' hours can be declared.

  Example:

  An employee with an FTE factor of 1.0000 has 2 'BAPO' hours per week. This employee falls ill. A substitute has been appointed with an FTE factor of 1.0000 and 1 'BAPO' hour per week. This does not cause any problems for the 'Vervangingsfonds', because the value of the 'BAPO' hours is not included in the declaration calculation basis and the scope of the substitution is equal to the scope of the absence.

'ADV'/Compensation leave

If the absentee and/or the substitute builds up or takes compensation leave, this is not included in the declaration file. The substitute can only substitute for the absent employee for the actual number of hours.

Switch to Profit.

If you switch from another software package to Profit, please bear the following in mind:

• ‘Vervangingsfonds’ premium file and declarations:

  If you switch from (particularly) CASO to Profit, this has consequences for the premium payment and the declarations. That is because CASO deals differently with the holiday allowance and end of year bonus. In the case of CASO, payment of the holiday allowance and end of year bonus is accounted for in May and December respectively, in both the premium calculation basis for the 'Vervangingsfonds' premium and the declarations. In the case of other salary processing packages, both on the premium side and the declaration side, the holiday allowance and year end bonus entitlements are included on a monthly basis. In the case of other software packages it must be determined whether they use a method regarding the holiday allowance and end of year bonus that is similar to CASO's.

  If you switch from CASO to Profit as of January 1 then, for the period from June up to and including December of the preceding year, you still have to pay premiums on the holiday allowance entitlements accrued by the regular personnel. On the other hand, you can submit a retroactive declaration regarding the holiday allowance entitlements accrued by substitutes over the same period. Both declarations must be submitted manually.

• 'AVR'

  For the 'Primair onderwijs' sector you are required to deliver the 'AVR (Aanvraag Vaststelling Rijksvergoeding)'. For this purpose, you deliver entire school years to the 'Vervangingsfonds'. If you start in 2012, the first delivery will be the one for the first period of the 2012-2013 school year (the first school day following the 2012 summer holiday through 31 January 2013).

Correct the declaration file

When generating the file, the previous period of the current year is checked. The check involves the difference between what was submitted and how it is now recorded in Profit. If there is a difference, then the declaration line submitted earlier is counter-entered and a new replacement declaration line is submitted with the correct information.

Preparation

• Configure an education delivery
• Configure an employee for the ‘Vervangingsfonds’

Procedure

• Add a leave entry

  You link a leave entry to the employee and enter the 'VF' absence reason in the leave entry.

• Add an absence entry

  You add an absence entry for the employee. For the declaration file, no specific action is required when adding an absence entry.

• Add a delivery

  In Profit, you can add the delivery of the declaration file and the comment file for the 'Vervangingsfonds'. You add a new delivery to send the files for the declaration file and the comment file.

• View a delivery

  In Profit you can view the delivery of the declaration file and the comment file for the 'Vervangingsfonds', if errors occurred while generating the files or to check the contents of the digital file. This depends on the status of the delivery.

• Check a delivery

  Once you have resolved the errors in the delivery of the declaration file and the comment file for the 'Vervangingsfonds', you can check them again.

• Generate a file

  In Profit, you can generate the digital file if the delivery of the declaration file and the comment file for the 'Vervangingsfonds' has the Checked, no errors status.