Employee registration form

What it means

With the employee registration form an employer registers and deregisters a worker with the Social Insurance Agency. It is filed electronically and states the type of insurance and the start date.

Registration must be filed before work begins, not on payday or at the end of the month. It is the strictest deadline in the whole payroll calendar.

The registration form is not filed only on joining and leaving. The same filing reports changes during the relationship, such as insurance being suspended for parental leave or unpaid leave and later resumed. Each relationship of the same person, for example an employment contract and a parallel non-employment agreement, is registered separately.

How it works in practice

The same applies to non-employment agreements, just under a different code. Deregistration is filed within eight days of the relationship ending so contributions stop accruing.

When taking over payroll, checking registrations comes first: the employee list is matched against the Agency’s records to find unregistered and underegistered people.

Alongside the registration form we file a notice with the health insurer the employee belongs to; it is a separate duty with its own deadline, and one does not replace the other. A new employee therefore gives us, besides personal details, the name of their insurer, otherwise the notice has nowhere to go.

What to watch out for

A late registration is an offence with a fine, and if a new employee is injured the consequences are direct: the Agency investigates the claim and can recover the benefit from the employer.

The second mistake is the wrong type of relationship or date: a student’s student work agreement with a contribution exemption claimed but registered without it, or a start date that differs from the contract. The Agency then assesses contributions that do not match the payroll, and the differences have to be cleaned up with corrections several months back.