TERMS OF SERVICE FOR LABOUR SERVICES
Preparation of payslips and contribution documents (RLC and RNT)
Preparation of payslips on a monthly basis, during the last days of the current month, including different particularities: extra payments, variable remuneration, overtime, complementary hours, bonuses and incentives, etc. At the same time, preparation and submission of the contribution documents “Nominal List of Workers (RNT, former TC2, which includes all information on registrations, deregistrations and contribution bases of all workers)” and “Contribution Settlement List (RLC, former TC1, which shows the Social Security contribution paid by the company)”. Files delivered on a monthly basis through the Gestingral Portal:
– Payrolls of all workers in a single file
– Bank file for automatic transfers
– List of bank transfers
Summary of salary costs on a monthly basis
Preparation of a monthly salary cost summary, in which all salary costs are summarised in a single document: payroll, Social Security costs, withholdings, bonuses, total cost per worker, etc. File delivered on a monthly basis through the Gestingral Portal:
– Summary of monthly salary costs
General workplace advice (includes advice prior to dismissals)
General workplace advice: consultations regarding collective agreements, regulatory changes, employee working time recording, etc. All types of basic initial advice, including advice prior to dismissals.
Sick leave and Temporary Disability (TD) discharge and workplace accidents
Temporary Disability (TD) sick leave and discharge procedures and workplace accidents are administrative procedures related to the management of work absences due to health reasons. TD sick leave notifications are communications made by a worker to the company when he or she is unable to work due to illness or accident, while TD discharge notifications indicate recovery and fitness to return to work. Workplace accidents, on the other hand, are incidents that occur during the course of work and require specific management.
Advice, preparation and registration of employment contracts and renewals
Advice on recruitment: different hiring options, estimated salary costs and applicable bonuses. Preparation of the employment contract and registration thereof with the Public Administration.
Advice and registration of workers, contract terminations, voluntary resignations, dismissals and company certificates
Advice and management of employee registrations with Social Security, contract terminations and/or voluntary resignations, as well as preparation of settlement documents and the corresponding company certificate.
Preparation of withholding tax returns (Forms 111 and 190)
Preparation and filing, as a result of the payrolls prepared, of tax returns for employees’ income tax withholdings (Form 111 and the annual summary Form 190).
Monitoring of Social Security electronic notifications (NOTESS)
Monitoring of electronic notifications issued by the Social Security administration, which employers and professionals are required to receive electronically.
Processing and/or response to employee wage garnishments
Processing of payroll garnishments and/or responses to garnishment orders received by the employer from the courts, the Tax Agency (AEAT or ATC) or Social Security.
Modifications to contribution bases for self-employed workers
For workers included in the Special Regime for Self-Employed Workers (RETA), modification of contribution bases and self-employed contributions charged monthly by Social Security.
Communication of corporate self-employed workers’ data to Social Security
Following the entry into force of Royal Decree 504/2022 of 27 June, self-employed workers are required to report a series of data to Social Security (name of the linked company, Commercial Registry details, percentage of ownership, etc.).
Labour Inspection
Labour inspections are an official mechanism for verifying compliance with current labour and Social Security legislation. They focus on examining working conditions, wage adequacy, working hours, and workplace health and safety. During these inspections, inspectors are empowered to review relevant documentation, conduct interviews with employees and employers, and assess working conditions. In the event of detecting infringements, they may issue warnings, make recommendations or, where appropriate, impose sanctions.
Contract variations
Variations or modifications to employment contracts may include changes to working hours, professional category, workplace location, contract type and other employment conditions.
Warning or disciplinary letters
A warning or disciplinary letter is a formal document issued by the employer to notify the employee of a breach of labour regulations or inappropriate conduct in the workplace. This letter specifically details the nature of the breach, provides examples or evidence of the inappropriate conduct, and explains the consequences or corrective measures to be applied. It serves as an official record of disciplinary action and is a crucial step in the human resources management process aimed at maintaining order and compliance with the company’s internal regulations.
Dismissal letters and initial dismissal procedures
Dismissal letters are formal communications issued by the employer notifying the employee of the termination of the employment relationship. These letters must clearly state the reasons for the dismissal, whether disciplinary, economic, production-related or organisational, and must comply with current legal requirements.
The initial dismissal procedure includes issuing this letter and complying with the applicable legal formalities, such as the required notice period and, where appropriate, payment of the corresponding compensation. This process must be managed carefully to ensure compliance with applicable labour legislation and avoid potential legal disputes.
Online or face-to-face assistance at CMAC
Online or face-to-face assistance at the Mediation, Arbitration and Conciliation Centre (CMAC) refers to participation in labour dispute resolution procedures, either remotely or in person. These centres provide a neutral environment for mediation between employees and employers in cases of disagreements or labour disputes.
Online assistance enables remote participation through electronic means, while face-to-face assistance requires the physical attendance of participants. Both formats seek to facilitate amicable settlements and avoid escalation of disputes to the courts.
Notification of the opening of workplaces or obtaining new employer registration numbers
Notification of the opening of workplaces and obtaining new employer registration numbers is an administrative procedure that companies must carry out when commencing operations at a new location or establishing a new entity. This procedure involves notifying the labour authorities of the details of the new workplace and requesting an employer registration number for the management of Social Security contributions and compliance with labour regulations.
Registration in the Register of Accredited Companies (REA)
Registration in the Register of Accredited Companies (REA) is a mandatory procedure for companies in the construction sector. This register certifies that the company complies with legal requirements regarding professional qualification and occupational health and safety.
Teleworking agreements with employees and other contract addenda
Teleworking agreements with employees are formal addenda to employment contracts that establish the conditions under which employees will perform their duties remotely. These agreements detail aspects such as responsibilities, working hours, technological resources used, and privacy and security policies. Other contract addenda may include confidentiality agreements, non-compete clauses or similar provisions.
Wage Register Report (mandatory for all companies)
The Wage Register Report is a mandatory document for all companies detailing employee remuneration, broken down by gender, professional group and job category. This register serves to identify and prevent potential gender pay inequalities. Companies must maintain and update this register annually, making it available to employees and their representatives.
Payrolls for extra payments (more than 12 payments per year), retroactive payments and collective agreement differences
Payrolls for extra payments in companies with more than 12 annual payments refer to the management and processing of additional remuneration for employees beyond the standard monthly salary. These extra payments, usually paid two or more times per year, are calculated according to contractual agreements or labour regulations. They also include retroactive payments for bonuses or similar concepts, as well as collective agreement differences resulting from delays in updates to collective agreements or other reasons, together with the corresponding contributions.
If you choose the STANDARD option, an additional €5 will be invoiced for each payroll relating to an extra payment, retroactive payment or collective agreement difference processed during the months in which they are prepared.
Access to Power BI for compensation, salary costs and workforce information
Access to Power BI for compensation management, salary cost analysis and workforce information is a tool that enables companies to efficiently monitor and interpret key human resources data. Through Power BI, information relating to salaries, associated labour costs and workforce distribution can be visualised, facilitating data-driven decision-making. Access to this information allows for more informed and strategic management of the company’s human capital.
24/7 access to the Gestingral Portal
The Gestingral Portal allows permanent access, 24 hours a day, 7 days a week, to all available documentation, including payslips, cost summaries, invoices, etc. It is a tool that provides immediate access to the required documentation.
24/7 access to the Payroll Portal
The Payroll Portal allows employees to have permanent access, 24 hours a day, 7 days a week, to all their personal documentation (subject to prior company authorisation): payslips, contracts, withholding tax certificates and even termination documents.
Access to the time tracking, holiday management, incidents, leave and absences platform
Access to the time tracking, holiday management, incidents, leave and absences platform enables control of employees’ working time records, including geolocation features to improve the reliability of time tracking. It also facilitates holiday management, streamlining processes and improving efficiency, as well as the management of paid and unpaid leave. In addition, it includes tools for submitting supporting documentation for personal leave and temporary disability situations, together with an internal communication system to improve interaction between employees and the human resources management team.
At a cost of €120 + VAT for installation and €1 per employee per month (with a minimum monthly fee of €10), you will be able to access the platform. More information: https://www.gestingral.com/en/time-vacation-control-software/
Whistleblowing channel
The whistleblowing channel, which is mandatory for certain companies, is a communication platform designed to receive and process reports, mainly from employees or individuals linked to an organisation. This mechanism provides a means for workers and other connected persons to report potential irregularities.
With a cost of €120 + installation VAT and €20 per month per company, you will opt to have a platform enabled for receiving complaints. These amounts do not include legal advice or response to possible complaints received.
Agreement insurance
Collective bargaining insurance is an insurance policy that companies take out to comply with the obligations established in collective bargaining agreements. This type of insurance covers specific risks related to workers, such as work-related accidents or incapacity for work.
