Which documents must you keep per employee?

The staff register and individual account

The staff register contains identity data for all employees. You register each employee before employment begins. Someone leaves the company? You then have seven calendar days to record that departure date. The individual account is a yearly document per employee with all pay data: gross salary, deductions and amounts paid. You keep both documents for at least five years.

The work rules: mandatory for every employer

Every employer in Belgium must establish work rules, regardless of the number of employees. It covers work schedules, leave rules, payment methods and disciplinary measures. At recruitment, you give a copy to the employee. You also send a copy to the social security authority within eight days of implementation.

Note: if you do not provide a copy of the work rules at recruitment, the employee is not bound by its provisions.

Documents at the end of the employment contract

When an employee leaves the company, you must provide a series of documents. The C4 form (unemployment certificate) goes to social security and to the employee. You also provide the individual account for the current year, at the latest two months after the quarter of exit. On request, you provide an employment certificate with start and end dates and the nature of the role. For salaried employees, you also add a leave certificate.

We handle it, you focus on your business

We prepare the staff register and maintain individual accounts. We also properly establish work rules and deliver them on time to all parties. At exit, we prepare all required documents and meet the deadlines. You never face an empty file at a social inspection. Schedule a meeting and we'll put your personnel files in order.