HR administration

We keep your company's HR documentation in order: employment contracts, supplementary agreements, job descriptions, personnel files and entries in the employment register. So if the Labour Inspectorate carries out an inspection, the documents are there.

What is included

• Employment contracts and supplementary agreements.
• Job descriptions.
• Orders for leave, business trips and termination.
• Keeping and maintaining personnel files.
• Entering the conclusion, amendment and termination of employment contracts in the employment register.
• Review of existing documentation and filling in the gaps.

Who it is for

For companies with employees that do not have their own HR officer. And for companies that want to check whether their documents are complete, for example before an inspection or after changing accountants.

In small companies, HR documents are often put together in a hurry from a template found online and then never updated. The problem comes to light during a Labour Inspectorate inspection, in a dispute with an employee or at retirement, when a former employee is looking for documents on their length of service. At that point a missing contract, an unsigned agreement or an inaccurate start date is hard to put right.

HR administration goes hand in hand with payroll. The data in the employment contract (salary, working hours, position) is the basis of the payroll. When both are handled in one place, there are fewer discrepancies between the documents and the calculations.

If you already have documentation, we start with a review and a list of what is missing. We then take over its ongoing maintenance so that new gaps do not build up. The documents remain yours and are kept by you or by us, as agreed.

Statutory deadlines

• Data on the conclusion or amendment of an employment contract is entered in the employment register within 3 days, and on its termination within 7 days (source: Art. 62(3) Labour Code).
• After this period, an entry can be made only following an instruction from the Labour Inspectorate that has entered into force (source: Art. 62(4) Labour Code).
• Before the employee starts work, the employer gives them the signed contract and a copy of the register entry certified by the NRA. Without these, the employee may not be allowed to start work (source: Art. 63(1) and (2) Labour Code).
• The employee must start work within one week of receiving the documents, unless another period has been agreed (source: Art. 63(3) Labour Code).
• Payrolls are kept for 50 years (source: Art. 12(1)(1) Accountancy Act).

What the client provides

• Personal details of new employees and the documents they present when joining.
• Position, place of work, working hours, salary and contract term.
• Information on every change: promotion, salary change, transfer.
• On termination: the date and the grounds.
• Existing files and contracts, if the documentation is being taken over from someone else.

How we work

1. Review of the existing documentation.
2. Preparation of missing documents.
3. Ongoing maintenance: new contracts, changes, terminations and their entry in the register on time.
4. Where needed, we prepare the documents for a Labour Inspectorate inspection.

For each new employee, we prepare the contract, the job description and the employment register entry as a single package. That way no document is signed but not entered, or the other way round.

Frequently asked questions

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