(BEL) Entering Additional Data for Belgian Workers

This chapter discusses how to:

• Track Claeys formula calculations.

• Prepare for severance calculations.

• Perform the Claeys calculation.

• Set up and generate Déclaration Immédiate - Onmiddelijke Aangifte (DIMONA) notifications.

• Run the Social Report.

Tracking Claeys Formula Calculations

To track Claeys formula calculations, use the Define Contract End BEL (END_CONT_TBL_BEL), Define Contract End Reason BEL (REAS_END_TBL_BEL), Statute Table (STATUTE_TBL_BEL), Reduced Charged Table (RED_CHRG_TBL_BEL), RSZ Categories (CONTR_RSZS_BEL), Terminate Contract BEL (CONTRACT_END_BEL), and Replace Contract BEL (CONTRACT_REPL_BEL) components.

If you're administering a Belgian workforce, you need to set up codes for events or conditions that may play a role in the termination of a Belgian worker's employment contract, and for the special reasons that are associated with those conditions. You also specify employment contract statutes and substatutes, and track special jobs that allow for lower premiums than are normally required by Belgian labor regulations.

Many of the tables that you set up for these purposes contain information that you use when performing Claeys formula calculations. Employers use the Claeys formula to calculate the cost of terminating a worker's contract based on number of service years, salary, age, seniority, type of employment contract, and so on.

This section discusses how to:

• Enter codes for events and conditions that result in terminating employment contracts.

• Define reason codes for ending employment contracts.

• Set up Belgian employment contract statutes for Claeys calculations.

• Link contract statutes to Rijksdienst Sociale Zekerheid (RSZ) categories.

• Record information that is necessary for terminating a Belgian worker.

• Enter a replacement worker for the employment contract.

Pages Used to Track Claeys Formula Calculations

Entering Codes for Events and Conditions that Result in Terminating Employment Contracts

Access the Define Contract End BEL page (Set Up HRMS, Product Related, Workforce Administration, Workforce Data BEL, Contract End Types, Define Contract End BEL).

The end contract type codes can cover a wide range of events, including the employee's death, a voluntary or involuntary separation from your organization caused by retirement or relocation, or promotion into another job that has a different employment contract associated with it.

Defining Reason Codes for Ending Employment Contracts

Access the Define Contract End Reason BEL page (Set Up HRMS, Product Related, Workforce Administration, Workforce Data BEL, Contract End Reasons, Define Contract End Reason BEL).

End Type

Select an end type from the list of end contract type codes that were entered on the Define Contract End BEL page. Note. If you move out of the End Type field and then decide to change the end type code, deselect and reenter the Mandatory Replacement and Number of months fields.

Mandatory Replacement and Number of months

If you selected an end type that requires mandatory replacement, when you move out of the End Type field, the system automatically selects this check box. The system then enters the number of months that you have to replace the current employee with another employee in this contract. If you didn't select an end type associated with mandatory replacement information, indicate if the reason for ending an employment contract with one employee requires mandatory replacement of the former worker with another worker in the same employment contract. Then enter the number of months that can pass before you have to find the replacement employee. Note. Belgian employment law mandates these requirements.

Setting Up Belgian Employment Contract Statutes for Claeys Calculations

Access the Statutes page (Set Up HRMS, Product Related, Workforce Administration, Workforce Data BEL, Statutes, Statutes).

Contract Type	Select a contract type for the statute. Values are Employment, Member of the professions, Non applicable, and Self Employed.
Substatute	Select the statute code with which the system should associate this substatute code.

Linking Contract Statutes to RSZ Categories

Access the RSZ Categories page (Set Up HRMS, Product Related, Workforce Administration, Workforce Data BEL, RSZ Categories, RSZ Categories).

Use the government-defined RSZ categories to maintain social security records for your Belgian employees. Associate each combination of contract type, statute, and substatute with an RSZ category for Claeys formula calculations.

Recording Information that Is Necessary for Terminating a Belgian Worker

Access the Terminate Contract BEL page (Workforce Administration, Job Information, Contract Administration, Terminate Contract BEL, Terminate Contract BEL).

Use this page to:

• Specify that the worker's employment contract has ended, and the reason that your organization has chosen to end the contract.

• Set up and track the worker's termination notification period.

• Track the worker's replacement if a replacement is mandatory based on the contract type.

See Also

Defining Reason Codes for Ending Employment Contracts

Entering a Replacement Worker for the Employment Contract

Access the Replace Contract BEL page (Workforce Administration, Job Information, Contract Administration, Replace Contract BEL, Replace Contract BEL).

Replacing ID	Select the ID of the employee who replaces the terminated employee in this contract. The system displays all employees who have been tagged as replacement employees for Belgian employment contracts in your human resources system. Select any applicant or employee with employment terms. If you want to start someone's employment as a replacing employee, you must create employment terms for that person first.
Replacing Contract Nbr (replacing contract number)	Select the number for this contract, based on the replacing employee ID that you selected.
Mandatory Replacement	Select to indicate that mandatory replacement is required.
End Replacement	If you selected Mandatory Replacement, enter the date for the end replacement. You may want to track this date if you have an earlier than expected end date for a fixed term employment contract.
End Date Mandatory Replacement	Enter the end date for mandatory replacement.

Preparing for Severance Calculations

Employers in Belgium and organizations that employ a Belgian workforce are required to track worker information that is used in the Claeys formula calculation. This calculation determines the amount of severance compensation that your organization must pay a worker if you terminate employment. The formula considers factors such as the employee's seniority, age, and annual compensation (including salary, vacation pay, and so on) to determine your organization's liability to the employee.

This section provides overviews of how Claeys calculates severance and of how to prepare for the Claeys calculation, and discusses how to:

• Track additional seniority.

• Enter protected job leave information.

See Also

Performing the Claeys Calculation

Understanding How Claeys Calculates Severance

The Claeys formula calculates months of severance salary that are owed to an employee as follows:

0.89 × (seniority) + 0.08 × (employee's age) + 0.0013 × [yearly compensation in EUR divided by 1000 × (reference index divided by actual index)] − 2 = notification period, or months of severance salary that is owed to the employee.

For example, an employee with 13 years of seniority with a company, who is 38 years of age, and who is making 82.500 EUR is entitled to 13 months of severance pay. The calculation works as follows:

0.89 × 13 = 11.57 (seniority factor)

0.08 × 38 = 3.04 (age factor)

0.0013 × (82,500 / 1000) × (125.30 / 126.00) = .1066 (compensation factor)

11.57 (seniority factor) + 3.04 (age factor) + .1066 (compensation factor) 2 = 13 months of severance

Note. The value for compensation is the employee's yearly compensation. This amount is based on the employee's monthly wage multiplied by the factor that is designated in the company table for your organization. The Belgian regulated factor amount is approximately 13.9.

Understanding How to Prepare for the Claeys Calculation

Preparing for the Claeys employment compensation calculation in PeopleSoft Human Resources involves:

• Establishing default company level information that is used for Claeys formula employee compensation calculations on the Company table (COMPANY_TBL), including factoring information defaults for calculating worker seniority, age, compensation, and so on.

  You can override this data at the employee level in the Create Notification component, where you perform the Claeys calculation for a specific worker.

• Entering and maintaining information about the employee's:

  • Seniority with your organization (stored in the PER_ORG_ASGN table).

  • Age (stored in the PERSON table).

  • Compensation (stored in the JOB table).

• Entering and maintaining employment contract information for the employee on the Contract Data pages (stored in the CONTRACT_DATA table).

• Entering and maintaining end employment terms information about required notification periods for workers your company may terminate (stored in the CNT_END_TBL_BEL table).

• Maintaining additional information that is used to record Belgian seniority, including protected job leave information (stored in the SENIORITY_BEL table).

See Also

Performing the Claeys Calculation

Pages Used to Prepare for Severance Calculations

Tracking Additional Seniority

Access the Identify Seniority page (Workforce Administration, Collective Processes, Administration BEL, Identify Seniority, Identify Seniority).

The system uses the seniority information for the employee recorded on this page when performing Claeys formula processing to determine the employee's months of service. If no information about service months is available on the Seniority page for an employee, the system references the employee's service months calculation on the Job Data - Job Information page.

For example, seniority in another organization may or may not count towards an employee's company seniority, depending on your own organization's business rules, but it does count towards legal seniority, which affects the Claeys calculation. This distinction is particularly important in the case of mergers between organizations, where you decide if the seniority of employees from one organization is recognized by the other organization and, if so, to what extent. Using this page, you can specify the number of months of seniority that workers can carry over to your organization from their former companies.

Entering Protected Job Leave Information

Access the Create Protection page (Workforce Administration, Collective Processes, Administration BEL, Create Protection, Create Protection).

Protection Type	Select a protection type to indicate why this leave of absence is protected. Note. Belgian employment law mandates these protection types.
End Date	Enter the date on which the employee will return to work.
Nbr Months (number of months)	When you move out of the End Date field, the system calculates the duration of the protected absence. Note. The system calculates the absence period only to the nearest month and doesn't allow for partial months. If the protected leave duration period is 45 days, the system indicates that the employee's absence covers one month only.

Note. The system does not take into account protection months when it calculates Claeys formula seniority, in part because protection isn't limited to absences from work that might affect seniority months.

Performing the Claeys Calculation

After you've hired a Belgian employee into your human resources system and established employment contract terms, end employment terms, seniority, and protected leave (protection) information, you can perform the Claeys calculation to determine your potential severance pay liability if you were to terminate the employee.

This section discusses how to:

• Review Claeys calculation variables.

• Calculate the severance amount.

• Run the Notification report.

Pages Used to Perform the Claeys Calculation

Reviewing Claeys Calculation Variables

Access the Create Notification - Base page (Workforce Administration, Collective Processes, Administration BEL, Create Notification, Base).

The system displays the employee's name, employee ID, and the employment record number for your reference. This information comes from the person's personal data record.

The system displays employment and end employment contract terms information for the employee that you entered on the Contract Data and Terminate Contract BEL pages. The system displays the person's hire date from the Job Data record and indicates whether, according to the end employment terms for the worker, the contract requires mandatory replacement.

Determining the Employee's Base Compensation Amount (Jaarloon)

Understanding the Above Salary Limit Setting

Note. The compensation currency on the Create Notification - Base and Create Notification - Results pages is the same as the employee's job currency that is set on the employee's Job record (JOB).

Determining the Employee's Seniority

Calculating the Severance Amount

Access the Create Notification - Results page (Workforce Administration, Collective Processes, Administration BEL, Create Notification, Results).

The system displays the Claeys defaults for Factor Seniority, Factor Age, Correction Factor, Term Correction, and Factor Yearly Base from the Company table for this employee's company. You assigned the company on the Job Data - Work Location page. Change these factors at the employee level on this page only if you selected the Above sal. limit check box on the Create Notification - Base page.

Note. The system uses these Claeys default factors as part of the Claeys calculation only when the Above sal. limit check box is selected on the Create Notification - Base page.

When you first open this page, the Notification Period and Calculation group boxes are empty. This is where the system displays the results of the Claeys calculation for this employee after you perform the calculation by selecting the Calculation link.

The system displays the calculated notification period for this employee in the Calculation group box and shows how it calculated the notification period in the Notification period group box.

How the System Calculates the Notification Period

The system calculates the notification period in one of two ways depending on whether the employee's yearly base salary is above the salary limit:

• If the employee's yearly base salary is above the salary limit (Sal limit check box selected), the notification period that appears in the Calculation group box is based on the calculations that appear in the Notification Period group box.

  The system calculates the notification period based on the employee's seniority, age, and compensation:

  Seniority term = (months service time / 12) × factor seniority

  Note. For the Seniority Term amount, the system rounds the division by 12 differently for each month.

  Age term = employee's age on notification start date × factor age.

  Compensation term = (base total / 1000) × (factor yearly base / actual index) × correction factor.

  Total notification period = seniority term + age term + compensation term - term correction.

  You can tell if you're using the above salary limit method by the way the page looks when you perform the calculation. If the system used the above salary limit method to determine the notification period, it displays the notification period calculation in the Notification Period group box. The Claeys defaults that appear on the page are also available for entry, though these come from the company defaults for the employee's company and probably shouldn't be changed.

• If the employee's base isn't above the salary limit (the Above sal. limit check box is deselected), the notification period amount is based on the statute, service time, probation end date, and notification start date—without accounting for any of the Claeys defaults factors that appear on the page. In this case, the system calculates the employee's notification period as follows:

  If the Statute is "Worker"
                  
  if Notification Start Date <= Effective Probation End Date, then Period is "0"
                  
  if the Service Time is lower than 240 Months (20 years) the Period is "4" 
                  
  else the Period is "8"
                  
  If the Statute is "Employee"
                  
  if Notification Start Date <= Effective Probation End Date, then Period is "7"
                  
  else the Period is (((Service Time / 12) / 5) +1) ×3 ⇒
  (each division is truncated with zero decimals)
                  
  Else the Period is "0"

  The unit of time for the notification period information is based on the employee's statute type that you established on the Contract Data - Contract Type/Clauses page (CONTRACT2) as defined on the Statute Table page (STATUTE_TBL_BEL). When the statute type is set to Worker, the period unit is in Weeks. When the statute is for an Employee, then the period unit is in Months. If the statute is anything other than worker or employee, the period unit is Days. Whenever the notification start date falls within the probation period, the unit of time is always Days.

Understanding Protection Period Information

The system compares the end date for any of this employee's qualifying protection periods that you recorded on the Create Protection table (PROTECTION_BEL) to the notification start date recorded on the Belgian Notification Calculation table (NOTIF_CALC_BEL) to determine the value for the Protection period field. This method of comparison ensures that the employer respects the employee's protection rights.

Note. The protection period isn't included in the Claeys calculation process.

The system also displays the Protection End Date field, which is the actual end date of the protection period if any protected leave time is entered for this employee on the Create Protection page. This is the date that you set as the end date for any qualifying protection period that you specified on the Create Protection page.

Working with the End Compensation Amount

The End compensation field displays the resulting Claeys calculation amount that you owe this employee as severance pay, as calculated by the system.

Depending on the notification period unit of time, the system calculates the end compensation by dividing the yearly base total (displayed on the Create Notification, Base page) by 12 if the notification period is months, 52 if weeks, or 365 if days. The result is then multiplied by the notification period amount to arrive at the end compensation amount. For example, the end compensation amount calculation for Guido Peeters is:

(31576.25 / 12) * 11 = 28944.89

Any amount that you enter in the Revenue compensation field is added to the total severance amount for the employee.

If you need to change the notification data and rerun the calculation, make your changes and click the Calculation link again. The system deselects the old results and calculates the Claeys amount based on your changes.

Warning! The system does not save this data. You must run the Notification report to maintain records for each calculation.

Running the Notification Report

Access the Create Notification - Report page (Workforce Administration, Collective Processes, Administration BEL, Create Notification, Report).

After completing the Claeys calculation, run the termination notification report. The report page displays the employee's ID and record number together with the notification period that is calculated by the Claeys formula.

See Also

(BEL) Entering Default Information and Salary Factors

Setting Up and Generating DIMONA Notifications

To set up DIMONA Notification data, use the Online Processing Setup BEL (HR_PRCS_SETUP_BEL), DIMONA Sender Setup BEL (HR_DI_SENDER_BEL), and DIMONA Event Type BEL (HR_DI_EVT_TYP_BEL) components.

This section provides an overview of DIMONA notifications and discusses how to:

• Set up properties for HR Belgium processes.

• Identify sender IDs and addresses for the DIMONA declaration process.

• Define event types for DIMONA declarations.

• Create new DIMONA notifications as XML files.

• Review new DIMONA results.

• View DIMONA result details.

• Load DIMONA notifications.

• View loading errors.

Understanding DIMONA Notifications

The Belgian E-government Social Security plan requires companies to report social insurance data for workers employed under Belgium regulations. DIMONA notifications contain the required data.

The DIMONA Declaration process (HR_DI_BEL) creates the mandatory xml format file and is initiated from the New DIMONA Notification page. The PeopleSoft system supports employee start and end of employment DIMONA notifications, which are based on the actions and action reasons selected in the setup, including corresponding updates and cancellations. You can also create you own DIMONA notifications based off of the actions or action reasons selected in the setup. You can generate notifications for a single employee, for a company, or for a business unit.

Note. A previous version of the DIMONA notification generation, the Create DIMONA Notification process (HRBEL_DIM_AE), generates DIMONA notifications as flat files and uses hardcoded actions.

After you have generated files containing the notifications, you can transfer the files to the National Office for Social Security (NOSS), known as RSZ or ONSS in Belgium, using the NOSS file transfer protocol server. After you transfer data to the NOSS, you can consult and update employee data by using the NOSS database system.

Pages Used to Generate DIMONA Notifications

Setting Up Properties for HR Belgium Processes

Access the Online Processing Setup page (Set Up HRMS, Product Related, Workforce Administration, Workforce Data BEL, Online Processing Setup BEL, Online Processing Setup).

Add, modify, or view variables for DIMONA or other Belgium processes.

The PeopleSoft HR application delivers the DIMONA process name to set your system as a test environment. This enables you to set the system environment to be in test or final production mode while running DIMONA notifications.

Identifying Sender IDs and Addresses for the DIMONA Declaration Process

Access the DIMONA Sender Setup page(Set Up HRMS, Product Related, Workforce Administration, Workforce Data BEL, DIMONA Sender Setup, DIMONA Sender Setup).

Use this page to maintain sender address information. When an user enters a sender number on the New DIMONA Notification run control page the page will display the associated address for this sender.

See DIMONA Sender.

Defining Event Types for DIMONA Declarations

Access the DIMONA Event Type BEL page (Set Up HRMS, Product Related, Workforce Administration, Workforce Data BEL, DIMONA Event Type BEL, DIMONA Event Type BEL).

Use this page to define and maintain HR actions and reasons that the New DIMONA Notification process should select from HR Job Data. For example, if you indicate a Hire Action value with the Reason Code value of First Job, the process will select only employee job data that have an action of Hire and a reason of First Job. If the Reason Code field is left blank, the process will select all employee job data with the action Hire, regardless of the reason code.

The PeopleSoft HR system delivers this event types:

Note. N/A indicates that there is now action reason associated with the action.

See Reviewing New DIMONA Results.

Creating New DIMONA Notifications as XML Files

Access the New DIMONA Notification page (Workforce Administration, Collective Processes, Administration BEL, New DIMONA Notification, New DIMONA Notification).

Report Request Parameter(s)

Preliminary Runs

Use this section to execute preliminary runs. The system selects and stores the data in the DIMONA result table and a test file. You can then review the data online before creating the official file or review and validate the xml file using xml schema validator software.

Official Run

Use this section after you have reviewed the data online or through the temporary file, performed any necessary manual changes, and consider the file ready to be sent to the social security office.

DIMONA Sender

Enter information about the person who is sending the notification.

Contact

Understanding the XML DIMONA File Naming Convention

When running the DIMONA Declaration process (HR_DI_BEL) using the New DIMONA Notification page, the system will create an eight segment file name, 33 to 35 characters, using the following format:

DIMONA file naming convention

An example of a DIMONA declaration input file created on July 16, 2011 in final mode might have the following file name:

FI.DIMN.998033.20110716.00044.R.2.1

The sender ID is 998033 and this would be the first of 2 files.

Note. The New DIMONA Notification process creates files starting with FI only

Reviewing New DIMONA Results

Access the Review New DIMONA Results page (Workforce Administration, Collective Processes, Administration BEL, Review New DIMONA Results, Review New DIMONA Result).

Event Date	Displays the date of the DIMONA event from Job Data, such as a start or end of employment.
Event Sequence	Displays the effective sequence of the Job Data transaction associated with the DIMONA event. The sequence number tracks the order of multiple administrative actions that occur on the same day.
Event Type	Displays the type of DIMONA event Start or End, as determined by the process. See Defining Event Types for DIMONA Declarations.
Action	View or select the notification action. Valid values are: Start - The process provides this value by default when associated with a starting job action, such as a hire or rehire. End - The process provides this value by default when associated with an ending job action, such as a termination. Cancel - The process provides this value by default to indicate that the event no longer exists in Job Data. Update - Select this value to indicate that you have updated the event. None - Select this value to indicate that there is no event to report.
Status	View or select the status of the notification. Valid values are: Cancel - Select this value to indicate that you have canceled the event. Complete - The process provides this value by default when the Generate Final File check box is selected on the New DIMONA Notification page. Error - Select this value to indicate that this event was created in error. In Progress - The process provides this value by default when the Generate Preliminary File check box is selected on the New DIMONA Notification page. Rejected - Indicates that it was rejected by the social security. The load notification process selects this value if the notification was sent back by the social security due to error.
Start Date	Displays the event start date from Job Data.
End Date	Displays the event end date from Job Data.
DIMONA Nbr (DIMONA number)	The DIMONA Nbr is provided by the social security and loaded in the system with the load notification process.
Reporting Dt (reporting date)	Displays the date the process was finalized.
Details	Click this button to open the DIMONA Result Details page to view additional information about the notification.
Run	Increments by one each time the process is run.

Viewing DIMONA Result Details

Access the DIMONA Result Details page (click the Details button on the Review New DIMONA Results page).

Displays additional information about the DIMONA notification.

Loading DIMONA Notifications

Access the Load DIMONA Notification page (Workforce Administration, Collective Processes, Administration BEL, Load DIMONA Notification, Load DIMONA Notification)..

In case of a successful submission of a new hire, or start of employment, a return file will be provided with the newly assigned DIMONA number, which will be stored in the tables for future reference. In cases of an unsuccessful submission, the error(s) will be uploaded and viewable in the next transaction.

Viewing Loading Errors

Access the DIMONA Error Details page (click the Details button on the .

Running the Social Report

This section lists the page used to run the Belgian Social report.

Page Used to Run the Social Report